CITY OF ERLANGER
NOTICE TO BIDDERS
The City of Erlanger, 505 Commonwealth Avenue, Erlanger, KY, 41018, hereby solicits and advertises for bids for the sale and installation of police vehicle equipment as described and specified in the bid packet entitled City of Erlanger Police Department Vehicles Equipment and Installation Bid, copies of which are available at the office of the Erlanger City Clerk, 505 Commonwealth Avenue, Erlanger, KY 41018.
All bids and proposals in response to this advertisement and solicitation must be received by the Erlanger City Clerk on or before 10:15 a.m. on July 6, 2026, on a form provided by the Erlanger City Clerk and completed according to the Bid Instructions provided thereby, including all required attachments; and enclosed within a sealed envelope, with the words “City of Erlanger Police Department Vehicles Equipment and Installation Bid” written, typed or otherwise indicated on the outside of the envelope.
The City of Erlanger reserves the right to not only reject any and all bids and proposals submitted in response to this advertisement and solicitation, for any reason or no reason; but especially those that are not in conformity with either the bid instructions or the specifications provided by the City, but also to accept bids and proposals submitted in response to this advertisement and solicitation that do not conform to those bid instructions and specifications.
INSTRUCTIONS TO BIDDERS
1. Read the City of Erlanger Police Department Vehicles Equipment and Installation Bid attached hereto and made a part hereof by reference. They describe the specifications and contractual provisions related to your proposal. Any changes in those specifications or contractual provisions may invalidate any bid or proposal that includes those changes.
2. Complete the Bid Form attached hereto and make a part hereof by reference by providing the following information in the blanks for it:
2.1 The amount of the bid or proposal.
2.2 The complete name, address, telephone number and e-mail address of the Bidder/Vendor.
2.3 The signature of the Bidder/Vendor or someone signing for the Bidder/Vendor.
2.4 The printed name of the signatory.
2.5 The date.
3. Complete the Agreement attached hereto and made a part hereof by reference by:
3.1 Providing the printed name of the bidder as the Vendor in the blank in the first paragraph.
3.2 Signing the Agreement at the end.
4. Have the signature on the Agreement notarized.
5. All vendors must submit two copies of the completed bid package.
5. Seal both copies, including the signed Bid Form, signed and notarized Agreement, and completed specification request within an envelope with the words “City of Erlanger Police Department Vehicles Equipment and Installation Bid” written or otherwise indicated on the outside of the envelope; deliver the sealed envelope to the office of the Erlanger City Clerk, 505 Commonwealth Avenue, Erlanger, Kentucky before 10:15 a.m., prevailing time on or before July 6, 2026.
BID FORM
The undersigned Vendor hereby bids, offers, and proposes to sell, convey, install, and deliver to the City of Erlanger (City) the materials, supplies, or services as specified in the document entitled Specifications attached hereto and made a part hereof by reference, for the “Amount Bid” indicated in this form; and pursuant to the terms and provisions of the Agreement attached hereto and made a part hereof by reference.
This bid, offer, and proposal is irrevocable until the expiration of sixty (60) consecutive calendar days after the date of this bid, offer and proposal and may be accepted by the City of Erlanger at any time prior thereto, provided that a copy of the Agreement attached hereto is signed on behalf of the City of Erlanger by the Mayor thereof and a copy provided to the Bidder.
The undersigned Vendor hereby authorizes the City to investigate the Vendor and inspect and copy any and all records, books of account, correspondence, or other documents reasonably necessary for the City to determine the responsibility and ability of the Vendor to comply with the terms and provisions hereof and the Agreement.
Amount Bid ________________________________
Complete Name of Vendor ________________________________
Signature of Vendor or Authorized Representative ________________________________
Printed Name of Signatory ________________________________
Complete Address of Vendor ________________________________
Telephone Number of Vendor ________________________________
E-mail address of Vendor ________________________________
Date ________________________________
BID AGREEMENT
This Agreement is by and between the CITY OF ERLANGER, a Home Rule city in Kenton County, Kentucky, which shall hereinafter be identified and referred to as the “CITY” and __________________, the personal representatives, heirs, legatees, devisees, successors and assigns thereof, who shall hereinafter be referred to collectively as the “VENDOR”;
WITNESSETH:
WHEREAS, the City has budgeted and appropriated certain funds for the Fiscal Year 2026-2027 for the purchase and acquisition of Police Department Vehicles Equipment and Installation; and
WHEREAS, on June 22, 2026, and pursuant to KRS 424.145, the City advertised the “City of Erlanger Police Department Vehicles Equipment and Installation Bid” in LinkNKY and on the City’s website, www.erlangerky.gov, and the bid packet associated therewith is attached hereto and incorporated herein by reference; and
WHEREAS, on July 6, 2026, the City received the proposal from the Vendor attached hereto and made a part hereof by reference; and
WHEREAS, the proposal of the Vendor, in the amount of ______________ was approved by the Mayor of the City of Erlanger; and
NOW, THEREFORE, in consideration of the mutual and reciprocal covenants herein, the City and the Vendor hereby agree as follows:
1.0 Term of the Agreement
After July 1, 2026 and after this Agreement has been signed on behalf of the City and a copy provided to the Vendor, with time being of the essence, the Vendor shall provide the Police Department Vehicles Equipment and Installation, purchased by the City of Erlanger as described and specified in the Specifications attached hereto and incorporated herein by reference with all of the warranties.
2.0 Payments to Vendor
Upon receipt of the equipment and installation purchased, the City shall pay to the Vendor the “Amount Bid” by the Vendor in the Bid Form attached hereto and incorporated herein by reference. The Vendor shall provide a current W-9 form with the bid packet.
3.0 Responsibility of Vendor and Quality of Vendor’s Work
The Vendor shall be liable to the City and responsible for all incidental and consequential damages sustained or incurred by the City as a result of any failure of the Vendor to comply with the terms and provisions of this Agreement or any warranty indicated therein regardless of any contrary provisions in the bid of the Vendor.
The Vendor shall and hereby agrees that all of the Work of the Vendor shall be of superior quality.
4.0 Governing Law
This Agreement shall be interpreted, construed and governed by Kentucky law.
5.0 Severability
If any provision of this Agreement shall be determined by a Court of competent jurisdiction to be invalid and enforceable, such determination shall not affect the validity or enforceability of the remaining provisions of this Agreement, all of which shall remain in full force and effect.
6.0 Assignability
This Agreement may not be assigned by the Vendor without the written consent of the City.
7.0 Amendment
This Agreement may be amended only by a written agreement signed by the City and the Vendor.
8.0 Prior Agreements
This Agreement constitutes the entire agreement and understanding between the Vendor and the City in regard to the subject matter thereof; and it supersedes all prior agreements, representations and understandings between them, written or oral.
9.0 Headings
Headings of the paragraphs and subparagraphs of this Agreement have been inserted for convenience of reference only, and shall in no way affect the interpretation of, restrict or otherwise modify any of the terms and provisions hereof.
10.0 Waiver
No consent to or waiver by either Erlanger or Recipient of any breach or default of any provision of this agreement by the other, whether expressed or implied, shall constitute or be interpreted as a consent, waiver or excuse for any other subsequent breach or default of the same or any other provision of this Agreement.
11.0 Notices
All notices required by the provisions of this agreement shall be in writing and emailed to the email address provided, as follows, unless otherwise provided by any signatory to this agreement to all other signatories.
Mayor, City of Erlanger 505 Commonwealth Avenue, Erlanger, Ky. 41018
__________________________ _________________________________
(PRINTED NAME OF VENDOR) (PRINTED MAILING ADDRESS OF VENDOR)
IN WITNESS THEREOF THIS AGREEMENT HAS BEEN SIGNED FOR AND ON BEHALF OF THE CONTRACTOR AND THE CITY OF ERLANGER BY AND THROUGH THEIR RESPECTIVE OFFICIALS ON THE DATES INDICATED.
SUBSCRIBED AND SWORN TO before me, a Notary Public, by Jessica Fette, as Mayor of the City of Erlanger, on ______________________ _____, 2026.
________________________________ ______________________________
NOTARY PUBLIC MAYOR JESSICA FETTE
Kentucky, State at Large
Commission Expires ____________
State of_______________________
County of_____________________
SUBSCRIBED AND SWORN TO before me, a Notary Public, by _______________________________ of ______________________________
(PRINTED NAME OF SIGNATORY (PRINTED NAME OF VENDOR)
on ________________________, 2026.
________________________________ _____________________________
NOTARY PUBLIC Signature of Signatory
Commission Expires ____________
State of_______________________
County of_____________________
BID SPECIFICATIONS
Equipment and installation for two (2) police vehicles
(2) Two vehicles outfitted for standard police patrol functions. Desired equipment is listed below:
- Front-mounted push bumper with emergency lighting
- Roof-mounted light bar
- Side mirror lighting
- Side window lighting (rear cargo windows)
- Rear window lighting
- Rear bumper lighting
- Siren with rumbler feature
- Back seat window armor
- Safety partition (blocking front passenger area from back seat)
- Cargo area partition (blocking cargo area to back seat)
- Center equipment console
- Laptop mount (Havis preferred)
- Rear cargo area storage box with locking capability (able to secure an AR15 style rifle)
- Streamlight flashlight with mounted charger
- Any additional cost for installation and required equipment
- Exterior police graphic installation