REQUEST FOR Bids and/or Lease Options
(1) 4WD Pickup Patrol Vehicle for the CITY OF MEDICINE LODGE
January 6th, 2026
The City of Medicine Lodge, Kansas (hereinafter referred to as the “City”) is soliciting bids and/or Lease Options for One (1) New, “dealer leftover” or new order,4WD Pursuit Pickup Patrol Vehicle to the Medicine Lodge Police Department. Please carefully review this document. If you are interested in making a bid consistent with the conditions, instructions, requirements, and specifications as contained herein, submit a comprehensive bid in a sealed envelope no later than Monday 01/12/26 at 1:00 pm. The outside of the envelope should be clearly marked with the Proposer’s name and address and identified as “Submission of Proposal— Police Patrol Vehicle Bid”. The sealed envelope should be addressed as follows:
Medicine Lodge City Clerk
ATTN: Police Patrol Vehicle Bid
114 W. 1st. Ave.
Medicine Lodge, KS 67104
It is the sole responsibility of the proposer to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving bids will be returned to the bidder unopened and will not be considered. It is the responsibility of the vendor to check Medicine Lodge’s website for information and updates.
GENERAL INFORMATION
This request is for One –New 4WD Pursuit Pickup Patrol Vehicles that meet the specifications listed. It is the intent of these specifications to describe a New 4WD Pursuit Pickup Patrol Vehicle that is capable to accommodate the needs of the City. Questions regarding this bid request must be made in writing and directed to: Chief of Police, John A. Defore jdefore@pd.medicinelodge.ks.gov or 620-213-0043.
INSTRUCTIONS TO BIDDERS
Preparation of Bid. Bid shall be made on the Bid Form included or by attaching the lease option in this request for Bids (supporting documents may be attached if needed). Bid information shall be entered into the appropriate space on the Bid Form. All costs of bid preparation are the expense of the bidder. No electronic, verbal, facsimile or telephone bid will be accepted.
Examination of Bid Documents. Submission of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. No claim for additional compensation will be allowed beyond that stated in the bidder’s submitted Bid Form. Neglect or failure of the bidder to receive or examine all or part of the Bid Document shall in no way relieve the bidder from any obligations with respect to this bid.
Submission of Bid. Bidders shall submit the completed Bid Form, together with any supporting documents, prior to the time and date set for receiving bids as stated on the cover page of this Request for Bid and/or any modifying Addenda thereto. Bids shall be delivered in a sealed envelope clearly marked and addressed to:
ATTN: Police Patrol Vehicle
114 W. 1st Ave.
Modification or Withdrawal of Bids. Bids may be modified or withdrawn prior to the bid submission deadline. Bids modified must be retrieved by bidder, at bidder’s expense, and resubmitted with corrected information prior to the bid submission deadline. There will be no extensions for bid modification beyond the bid submission deadline. No bids may be modified after the bid submission deadline.
Late Bids. Bidder shall be responsible for the timely delivery of bid. Bids received after the deadline for receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for identification purposes.
Bid to Remain Open. The bidder shall guarantee its bid for a period of one hundred twenty (120) calendar days from the date of bid opening.
Reservations. The City reserves the right to:
1. Reject any bid that is conditional in any way or that contains erasures, items not called for, items not in conformity with applicable law, changes, additions, alternate proposals, or any other modifications of the Bid Form which are not in accordance with the Bid Documents;
2. Make any investigations deemed necessary to determine if a bidder is responsive and responsible;
3. In the event that only one bid is received in response to this bid invitation, require the sole bidder to submit cost or pricing data to assist in determining if the price is reasonable;
4. Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder that is not responsible;
5. Waive minor defects or irregularities in any bid, provided that the discrepancy does not affect the bid amount or give the bidder an advantage over others;
6. Accept a bid which offers a newer product than specified if, in the opinion of the buyer identified on the cover page of this bid invitation, it offers equal or greater functionality than the specified product, even though it may not comply with bid specifications in every detail.
7. Award a Purchase Order to a single bidder for the entire procurement or to multiple bidders by line item, in groups, or in phases, according to specifications.
BID REQUEST OVERVIEW
Purpose: Police Patrol Vehicle
Bid Request Date: Monday January 12, 2026
Due Date Monday January 12, 2026 at 1:00 p.m.
Proposal Opening Monday January 12, 2026 at 1:00 p.m.
Requested Action
Send competitive bids to:
City of Medicine Lodge
City Clerk
Attn: Police Patrol Vehicle Bid
Attachment: Bid Form & Bid “sent to” list
