CITY OF ERLANGER
SOLICITATION FOR SEALED BIDS AND PROPOSALS
The City of Erlanger (City) hereby solicits and advertises for sealed proposals and bids for the sale to the City of an ambulance described and specified in the document entitled City of Erlanger Fire/EMS Department Ambulance Specifications, copies of which are available at the offices of the Erlanger City Clerk, 505 Commonwealth Avenue, Erlanger, KY 41018. All bids and responses to this advertisement and solicitation must be received by the Erlanger City Clerk on or before 10:00 a.m. on August 22, 2025, with time being of the essence, 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 Fire/EMS Department Ambulance Bid” written, typed or otherwise indicated on the outside of the envelope.
The City hereby 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 ambulance specifications provided by the City, but also to accept bids and proposals submitted in response to this advertisement and solicitation that don’t conform to those bid instructions and ambulance specifications.
INSTRUCTIONS TO BIDDERS
1. Read the Bid Form, Purchase and Sale Agreement, and Specifications 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 Purchase and Sale 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 Purchase and Sale Agreement notarized.
5. Provide two (2) copies of the submitted bid. Seal the signed Bid Forms, signed and notarized Purchase and Sale Agreements, and completed
Specifications requests within an envelope with the words “City of Erlanger Fire/EMS Department Ambulance 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 10:00 a.m., prevailing time on or before August 22, 2025.
BID FORM
The undersigned Vendor hereby bids, offers and proposes to sell, convey, deliver, and install to the City of Erlanger (City) the ambulance described and 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 Purchase and Sale 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 mailed by certified mail, return receipt requested.
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 Purchase and Sale 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
PURCHASE and SALE 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 2025-2026 for the purchase and acquisition of an ambulance, hereinafter referred to as the “Project”, described in the specifications; and
WHEREAS, on August 8, 2025 and pursuant to KRS 424.260, the City advertised in LinkNKY and on the City’s website at www.erlangerky.gov for bids to provide all of the labor, materials, tools, equipment, supplies, and personnel necessary for the Project, a copy of the bid specifications are attached hereto and made a part by reference; and
WHEREAS, on August 22, 2025, the City received the bid from the Vendor attached hereto and made a part hereof by reference; and
WHEREAS, the bid 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 Vendor’s Work
The Vendor shall and hereby agrees to promptly and efficiently provide, furnish and deliver in the highest and best manner, all labor, material, tools, equipment, supplies, and personnel necessary for the Project, all of which shall hereinafter be identified simply as the “Work of the Vendor” and shall include all items set forth in both the bid specifications and bid submitted by the Vendor.
2.0 Time of the Work of the Vendor
1. Within one hundred eighty (180) consecutive calendar days after this Agreement has been signed on behalf of the City and mailed to the Vendor, with time being of the essence, the Vendor shall cause to be delivered to the City, at the offices thereof in Erlanger, Ky., both the absolute title and possession of the ambulance described and specified in the Specifications attached hereto and incorporated herein by reference, free and clear of all liens and encumbrances thereon, with all of the warranties provided by KRS 355.2-313 through and including 355.2-318, and evidenced by a recordable Certificate of Title.
2. Simultaneously with the receipt by the City of recordable Certificates of title for this ambulance, the City shall pay to the Vendor the “Amount Bid” by the Vendor in the Bid Form attached hereto and incorporated herein by reference.
3. 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.
3.0 Vendor’s Insurance and Documents
Prior to and during the Work of the Vendor, the Vendor shall cause to be issued and maintained the following policies of insurance through companies approved by the City in which the coverage of the Vendor is primary and noncontributory in regard to all liability coverage, including, without limitation, excess and umbrella policies:
1. Commercial General Liability insurance on ISO form CG00011001 (or a substitute providing equivalent coverage). The limit shall not be less than $1,000,000 per occurrence.
The City of Erlanger must be named as an Additional Insured; the certificate shall specify that the coverage afforded is Primary and Noncontributory with respect to any other coverage available to the City of Erlanger.
2. Comprehensive owned and non-owned automobile liability insurance with a minimum combined single limit of $1,000,000.
3. Workers Compensation Coverage specific to the State of Kentucky.
4. If you are performing construction services, the additional insured status must be provided by a combination of CG20100707 and CG20370704.
5. If your services involve pyrotechnics, mechanical amusement devices, inflatable amusement devices, animals of any type (including petting zoo or pony rides) or any other services that the City of Erlanger deemsapplicable, you must also provide a Commercial Umbrella policy with a minimum limit of $1,000,000.
6. If your services include the sale of alcohol, you must also provide evidence of Liquor Liability Coverage with a minimum limit of $1,000,000.
7. If your services are professional in nature, such as architectural, engineering, consulting or legal, you must also provide evidence of Professional Liability coverage (also known as Errors and Omissions coverage) with a minimum limit of $1,000,000.
The Vendor shall not commence any of the Work of the Vendor until the City is satisfied with and has approved all of the insurance policies and endorsements required hereby and has received certificates evidencing that the Vendor is insured thereby.
The Vendor shall also provide a completed W-9 form.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
______________________ _____, 2025.
________________________________
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 _______________________________
______________________________ on ________________________, 2025.
NOTARY PUBLIC Signature of Signatory
Commission Expires ____________
State of_______________________
County of_____________________SPECIFICATIONS
Bid Request: New Type 1 Ambulance
Introduction
The City of Erlanger is requesting bids for the procurement of a new Type 1 ambulance. This new unit is essential for enhancing our emergency response capabilities and ensuring the highest level of patient care. We are seeking proposals from qualified vendors capable of delivering a high-quality, reliable, and durable ambulance that meets the specifications outlined below.
Scope of Work
The selected vendor will be responsible for the complete construction and delivery of one (1) new Type 1 ambulance, adhering to all specified requirements.
Vehicle Specifications
Chassis Requirements
Feature Specification
Make/Model Ford F550 or equivalent
Drivetrain Four-wheel drive
Power Features Power locks, power doors, power windows
Transmission Automatic
Suspension Liquid Spring suspension
Paint To match current fleet
Decals To match current fleet
Patient Module Requirements
● Construction Material: All-aluminum construction
Delivery Timeline
The complete unit must be delivered within six (6) months from the date of contract award.
Bid Submission Requirements
Interested vendors are requested to submit a comprehensive proposal that includes:
1. Detailed specifications of the proposed ambulance, ensuring all listed requirements are met.
2. A firm fixed price for the complete unit, including all components, installation, and delivery fees.
3. A proposed delivery schedule.
4. Information on warranty coverage for the chassis and patient module.
5. Documentation demonstrating the vendor’s experience and qualifications in manufacturing and delivering emergency vehicles.
Contact Information
For any questions regarding this bid request, please contact Battalion Chief Randy McMullen at randy.mcmullen@erlangerfd.com.
Deadline for Submissions
All bids must be received by August 22, 2025 at 10:00 A.M. EST. Bids received after this deadline will not be considered.