UTV for R13 Law Enforcement Subregion 8 FLEET

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the opportunity, clarifying requirements and processes.

• Vehicle Model Year: The government will accept a brand-new model year 2025 vehicle.
• Authorized Signatory: R VanDenHeuvel is the authorized signatory for trade-in documentation.
• Trade-in Inspection: To verify the cosmetic and mechanical status of trade-in assets, the government requires the name and direct contact information for the local fleet manager to coordinate a visual inspection.
• Local Fleet Manager Contact: Contact information for the local fleet manager (name, phone number, or email) is requested to coordinate site visits or phone verifications.

This Q&A clarifies acceptable vehicle model years and provides key government contacts for trade-in verification, which may impact bidder planning and proposal preparation.

Solicitation / RFP / RFQ

This document is a solicitation for the purchase of a new Utility Task Vehicle (UTV) for the R13 Law Enforcement Subregion 8 FLEET. The requirement includes the purchase of a new UTV, a trade-in of an existing UTV, and the delivery of the new UTV.

• Purchase of a new UTV.

• Trade-in and pick-up of an existing UTV.

• Delivery of the new UTV.

• The UTV must meet or exceed all salient characteristics specified in the solicitation.

• The product must be clearly identified by brand name, make, and model number.

• Descriptive literature or documentation demonstrating how the proposed product meets requirements is required.

• Availability for delivery within the timeframe specified in the solicitation.

• Anticipated contract type: Firm-Fixed Price.

• The government intends to make one award.

• Quotes must be valid for at least 90 calendar days.

• Offers must include contractor representations and certifications.

• Questions due by May 13, 2026, 11:00 PM Eastern.

• Offers due by May 20, 2026, 11:00 PM Eastern, via email to Joshua Franks.

• Evaluation will be based on technical capability and price.

• Technical capability will be rated as "acceptable" or "unacceptable."

• Price will be evaluated to determine if it is fair and reasonable.

• Award will be made to the offeror representing the best value to the Government.

• Delivery of all items is required within 60 days of award; early deliveries are accepted.

• Offerors must have an active entity registration in the System for Award Management (SAM).

• Various clauses related to small business concerns, HUBZone, and other set-asides are listed as potentially applicable.

• The document incorporates numerous Federal Acquisition Regulation (FAR) and Agriculture Acquisition Regulation (AGAR) clauses and provisions by reference.

• Attachment 1 contains specifications, and Attachment 2 contains the Schedule of Items.

• The F.O.B. point for all deliverables is destination.

• Shipping instructions are provided for both UTV delivery and trade-in pickup.

Form / Attachment / Pricing Sheet

This document is a "Schedule of Items" that lists specific vehicles to be procured. It serves as a pricing sheet for bidders to provide quotes for these items.

• Line Item #: Identifies each distinct item.

• Description: Details the vehicle, including make, model, and Vehicle Identification Number (VIN) where applicable.

• Unit of Measure: Specifies "Each" for all items.

• Estimated Quantity: Indicates "1" for each item.

• Total Cost per Quantity: A field for bidders to enter the cost per item.

• Total Trade-in Credit: A field for bidders to enter any trade-in value.

• Total: A field for the final total cost.

• Bidders must complete the "Total Cost per Quantity" and "Total Trade-in Credit" fields for each line item.

• The "Total Quoted Amount with Delivery and Trade-ins" should reflect the final price, including all applicable taxes and shipping costs.

• The delivery address is specified as: Region 13 Subregion 8 Law Enforcement, 1700 Bypass Road, Winchester, KY 40391.

This document is critical for bidders to understand the specific vehicles required and to prepare their pricing proposals accurately. It outlines the format for submitting quotes, including the necessity of including all taxes and shipping costs.

Form / Attachment / Pricing Sheet

This document outlines the minimum technical specifications for Utility Terrain Vehicles (UTVs) that bidders must meet. It also details the government-furnished equipment/trade-ins and the required documentation for delivery.

Minimum Technical Specifications:

• Model Year: 2026, new, unused, current production
• Engine: 875cc or better, Electronic Fuel Injection (EFI), 4-stroke, 2+ cylinders
• Performance: Minimum 75 horsepower, 4WD with selectable drive modes
• Dimensions: Trail width 50 inches or less, minimum 11 inches ground clearance
• Suspension: Independent suspension
• Steering: Electronic Power Steering (EPS)
• Brakes: 4-wheel hydraulic disc brakes
• Cab/Controls: Digital display or touchscreen gauge system
• Safety: ROPS, 3-point seat belts, side protection doors/nets
• Factory-Installed or Equivalent Features: Aluminum wheels, all-terrain tires, front bumper protection, 4,500 lb winch, LED headlights/taillights, 12V accessory port, aluminum roof, rear bumper extension, ROPS-mounted mirrors, hard-coat polycarbonate windshield and rear window, 69-quart cargo box.
• Windows: Zip windows for front upper doors
• Mud Flaps: Front, black
• Exterior Lights: 32-inch dual-row combo LED light bar
• Underbody Protection: Kick-out rock sliders, full underbody skid protection, CV guards.

Government Furnished Equipment/Trade-Ins: The following assets will be traded in: 2016 CAN AM OUTLANDER, 2016 Suzuki LT-A500XCL/LT-A500XL, 2012 Polaris Sportsman, 2017 Honda FourTrax.

Deliverables/Schedule:

• UTV delivery to R13 Law Enforcement Subregion 8 FLEET, 1700 Bypass Road, Winchester, KY 40391.
• Seller must provide 72 hours advance notice for delivery.
• Trade-in pickup address: R13 Law Enforcement Subregion 8 FLEET, 5162 Valleypointe Pkwy, Roanoke, VA 24019.

Required Documentation for Delivery:

• One (1) fully configured UTV
• Installed seating, storage, electrical systems, and accessories
• Applicable manufacturer warranties, manuals, and documentation
• Operator and maintenance manuals, Warranty documentation
• If a COV is generated, specific titles and paperwork must be mailed to the Roanoke address.

Bidders must ensure their proposed UTVs meet all listed minimum technical specifications. Failure to meet any specification will result in the quote being deemed technically unacceptable. Bidders should also note the trade-in assets and the specific delivery and documentation requirements.