Request for Proposal - Durant Police Department Fleet Vehicle Leasing and Fleet Management Program

CITY OF DURANT, OKLAHOMA
REQUEST FOR PROPOSAL
Durant Police Department Fleet Vehicle Leasing and Fleet Management Program
Proposal Due Date: April 17, 2026 at 10:00 a.m.
Project Location:
City of Durant
300 West Evergreen Street
Durant, Oklahoma 74701
Submit Sealed Proposals To:
Durant City Hall
300 West Evergreen Street, Room 100
Durant, OK 74701
Attention: Cynthia Price, City Clerk
REQUEST FOR PROPOSAL
The City of Durant (City) is soliciting SEALED PROPOSALS for the Durant Police
Department Fleet Vehicle Leasing and Fleet Management Program.
Request for Proposal packets for the Durant Police Department Fleet Vehicle Leasing and Fleet
Management Program are available in the City Clerk's Office, Room #100 at Durant City Hall,
300 Evergreen Street, Durant, OK 74701 or online at www.durant.org.
The Request for Proposal packet establishes the minimum requirements for Durant Police
Department Fleet Vehicle Leasing and Fleet Management services expected by the City of
Durant.
PLEASE NOTE: Any preceding specifications for Durant Police Department Fleet Vehicle
Leasing and Fleet Management from years past are null and void and do not apply to this
requested service. Respondents should carefully read all sections of these specifications.
SEALED PROPOSALS must be received no later than:
April 17, 2026 at 10:00 A.M., C.S.T.

At that time, sealed proposals will be opened in the City Council Chambers of Durant City
Hall, 300 West Evergreen Street, Durant, Oklahoma.
SEALED proposals must be placed in a sealed envelope with the outside clearly marked:
Durant Police Department Fleet Vehicle Leasing and Fleet Management Program
Faxed proposals, incomplete proposals, or proposals received after the deadline will not be
considered for award.
SEALED PROPOSALS may be hand delivered, mailed, or delivered by parcel service to:
City of Durant - City Clerk's Office
RFP - Durant Police Department Fleet Vehicle Leasing and Fleet Management Program
300 W. Evergreen Street, Room #100
Durant, OK 74701
The City of Durant reserves the right to reject any and all proposals and to waive any informality
in the selection process.
NOTICE TO RESPONDENTS
Responses to this Request for Proposal will be received by the City Clerk in Room #100 of City
Hall, City of Durant, 300 W. Evergreen Street, Durant, OK 74701 until:
10:00 A.M. C.S.T. April 17, 2026
For:
Durant Police Department Fleet Vehicle Leasing and Fleet Management Program
At which time the responses will be opened, taken under advisement, and evaluated.
SECTION A
GENERAL REQUIREMENTS AND CONDITIONS
The following section describes the various procedures and requirements for the proposal
preparation, submission, evaluation, and selection process by the City of Durant.

1. This Request for Proposal (RFP) does not commit the City to award a contract or
undertake any financial obligation whatsoever with respect to the requirement referred to
herein.
2. All proposals and any future contractual agreement are subject to approval by the Durant
City Council. No purchase or contract is authorized or valid until approved by the Durant
City Council in accordance with City ordinances. No City employee is authorized to
purchase equipment, supplies, or services prior to the issuance of a purchase order
created after contract approval by the Durant City Council.
3. The City reserves the right, without qualification, to reject any or all proposals the City
deems non-conforming, non-responsive, unqualified, unbalanced, or conditional, and to
reject any proposal believed not to be in the best interest of the City.
4. The City Clerk reserves the right to approve as an equal, or reject as not being equal, any
article proposed which contains variations from specification requirements but
substantially complies therewith.
5. The City reserves the right, when deemed in the best interest of the City, to award the
proposal in its entirety, in part, in any combination, or not at all.
6. To be responsive, the proposal must set forth full, accurate, and complete information as
required by this RFP and all attachments.
7. Any responses received after the scheduled closing time will not be considered.
8. If a mistake is discovered after responses are received, only the City of Durant may allow
the respondent to withdraw the entire response.
9. Any amendment to this RFP will be issued in writing by the City.
10. Facsimile or electronic mail responses will not be considered. Responses must be
submitted in a sealed envelope and clearly marked on the outside.
11. This RFP is for the purpose of obtaining a contract price for services described under the
Scope of Work.
12. Cost proposals must be submitted using the format provided in Attachment "A" and
must include the Non-Collusion Affidavit (Attachment "B").
13. All conditions and scope of work can be obtained from:
Cynthia Price, City Clerk
City of Durant
Room #100, Durant City Hall
300 W. Evergreen Street
Durant, OK 74701
Phone: (580) 898-9027
14. All invoices eligible for payment must be submitted to the Accounts Payable Clerk no
later than the 25th day of each month.
INTRODUCTION
SECTION A - RESPONDENT RESPONSIBILITY

It is the respondent's responsibility to ensure that their proposal is delivered at the proper time, in
the proper form, and to the proper location. Proposals not delivered as required will not be
considered.
Proposals submitted by e-mail, facsimile, or telephone will not be accepted.
Each respondent is required to carefully review and examine all specifications contained in this
packet. Failure to do so will not relieve the respondent of any obligations contained herein.
The contractor will be required to correct unsatisfactory work within 24 hours of notification by
the City.
All City of Durant properties are tobacco-free, and use of tobacco products on public property is
prohibited.
All City of Durant policies and ordinances must be followed when contractors or their employees
are on City property.
DURATION
All services shall be performed as specified in the Durant Police Department Fleet Vehicle
Leasing and Fleet Management Program Request for Proposal Packet for two consecutive
twelve-month periods.
NON-APPROPRIATION CLAUSE
The City shall be permitted to cancel the contract, without penalty, at the end of a fiscal period if
its governing body elects not to include in the budget an appropriation for the contractual
payments coming due in the next fiscal period.
SECTION B
PAY REQUESTS
The Contractor shall submit an itemized invoice identifying each vehicle.
Invoices must clearly state:

* Invoice number
* Date
* Amount requested
* Company name and address
* Contact phone number
Invoices labeled "Statement" will not be processed.
Invoices will not be processed the same work week the service was performed.
Invoices may be submitted by:
* Hand delivery
* U.S. Mail
* E-mail
All invoices must be reviewed and approved by the City prior to payment.
SECTION C
NON-COLLUSION
The respondent warrants that they have not employed any person or firm to solicit or secure this
proposal except bona fide employees working solely for the respondent.
The respondent further certifies that the proposal is made without prior understanding,
agreement, or connection with any corporation, firm, or person submitting a proposal for the
same services and that the proposal is fair and without collusion or fraud.
SECTION D
BANKRUPTCY / INSOLVENCY
At the time of submittal, the respondent shall not be engaged in insolvency, bankruptcy, or
receivership proceedings.
If the respondent enters such proceedings during the contract term, the City may terminate the
contract at its discretion.

SCOPE OF WORK
DURANT POLICE DEPARTMENT VEHICLE LEASING
WITH FLEET MANAGEMENT PROGRAM
Questions regarding this section should be directed to:
Lt. Chris Marcy
Durant Police Department
Email: cmarcy@durant.org
Phone: (580) 924-3737
The selected vendor shall provide all materials, equipment, software, labor, and coordination
necessary to support a comprehensive police fleet vehicle leasing and fleet management program
for the Durant Police Department.
The scope includes, but is not limited to, the following:
1. The program shall support the acquisition of approximately fourteen (14) police fleet
vehicles during the first year of the contract period. The number of vehicles may
increase or decrease depending on operational needs and available funding.
2. Many of the vehicles will be pursuit-rated law enforcement vehicles, with the preferred
patrol vehicle platform being the Chevrolet Tahoe Police Pursuit Vehicle (PPV) or an
equivalent police package vehicle approved by the Durant Police Department.
3. The leasing company must have the capability to obtain requested vehicles through
manufacturer fleet programs, dealership networks, or other established fleet acquisition
systems.
4. Upon acquisition of the vehicles, the leasing company shall coordinate delivery of the
vehicles to a public safety vehicle upfitting company approved by the Durant Police
Department.
5. The leasing company must coordinate with the selected upfitting vendor to ensure
installation of all required emergency equipment and components identified by the
Durant Police Department. This may include, but is not limited to:
* Emergency lighting systems
* Sirens and controllers
* Police radios and communication equipment
* Mobile data terminals and modems
* In-car camera systems
* Vehicle decals and graphics
* Window tinting
* Weapon mounts, partitions, and storage systems
* Any additional law enforcement equipment identified as part of the department's
standard patrol vehicle configuration

6. The leasing company must provide or support fleet management software capable of
tracking and reporting fleet data including:
* Vehicle mileage
* Maintenance history
* Repair costs
* Fuel usage
* Vehicle lifecycle data
7. If requested, and particularly once vehicles are outside of manufacturer warranty
coverage, the leasing company shall have the ability to offer structured maintenance
programs designed to maintain vehicle reliability and reduce long-term repair costs.
8. The leasing company must be capable of acquiring alternative or specialized vehicles if
requested by the Durant Police Department for specialized assignments or operational
needs.
9. The leasing company shall provide vehicle disposal services when vehicles are retired
from service or at the conclusion of the lease term. This shall include coordination of
resale through auction, resale networks, or other means. Any equity realized from the
resale of vehicles in which the City has an ownership interest shall be returned to the City
of Durant either through:
* Direct reimbursement of funds, or
* Application of credit toward existing or future leased vehicles.
10. The leasing company shall assign a dedicated account representative or program
manager responsible for supporting the Durant Police Department fleet program and
ensuring responsive communication and service.
11. The contract shall include provisions allowing the City to discontinue participation in the
leasing program due to financial concerns or overall program satisfaction. Any
termination shall occur only after all remaining leased vehicle financial obligations have
been satisfied.
12. The lease structure must provide unlimited mileage usage with no mileage penalties
assessed against the City. Mileage and vehicle condition may affect resale value but shall
not result in mileage penalties or "excess wear and tear" charges.
13. The leasing agreement must include a $1 buyout option at the conclusion of the lease
term, allowing the City of Durant to retain ownership of the vehicle if desired.
14. If the leasing company utilizes or recommends an upfitting vendor that is not selected by
the Durant Police Department, the upfitting vendor must provide appropriate installation
warranties on all installed equipment and components.
15. Lease terms must allow flexibility for different vehicle usage requirements based on
operational assignments within the Durant Police Department. Certain vehicles may
be assigned to specialized units or administrative functions that typically accumulate
lower mileage over the course of a lease term. Therefore, the leasing structure should
allow flexibility in lease duration or terms based on anticipated usage levels and
operational assignments as determined by the department.

16. The leasing company must manage and coordinate the complete logistics process,
including vehicle acquisition, coordination with the upfitting vendor, and final delivery of
completed vehicles to the Durant Police Department.
17. The leasing company must have the ability to purchase or assist with resale of existing
fleet vehicles currently owned by the Durant Police Department in order to assist with
removal of aging fleet assets and support fleet modernization.
18. The leasing company must be capable of producing periodic fleet analysis reports to
assist the City in managing lifecycle costs. These reports should identify vehicles with
increasing maintenance costs and recommend optimal replacement timelines based on
mileage, age, condition, and resale value potential.
19. The leasing company must provide monthly vehicle usage and operational reports,
which may include driver activity, operational data, and monitoring tools designed to
support safe driving habits and responsible fleet use.
20. The fleet management platform should support GPS tracking capability or compatible
integration to assist the department in monitoring fleet operations and vehicle
deployment.
21. The leasing company must provide the ability to coordinate vehicle registration and
license plate acquisition as necessary. If vehicles remain titled under the leasing
company, the vendor shall manage registration requirements. If vehicles are titled in the
name of the City of Durant through the State of Oklahoma, the leasing company must
support and facilitate that process.
22. For proposal development purposes, respondents should note that the approximate total
cost for a fully equipped marked patrol vehicle is currently estimated at
approximately $110,000 per unit. This estimated cost includes the base pursuit-rated
vehicle, standard law enforcement upfitting, emergency equipment installation, and
related build components typically required for a Durant Police Department patrol
vehicle.
Due to market conditions, inflation, supply chain variables, and vehicle manufacturer pricing
changes, this estimated cost may be subject to change. This figure is provided strictly as a
baseline reference for respondents to structure their lease proposals, including interest rates,
financing terms, and associated program costs