November 2025
REQUEST BIDS
The City of Berlin Police Department, NH, is inviting sealed bids until 2 PM prevailing time Friday, December 12, 2025, at the Berlin Police Department, 135 Green St., Berlin, New Hampshire, for the upfit of a 2025 Ford Transit (148” EXT High Roof) into a mobile command van. Shortly thereafter, bids will be publicly opened and read aloud in any available office or conference Room at the Berlin Police Department. The City, through its City Manager, reserves the right to waive minor defects in form and to reject any or all bids as it is determined to be in the best interest of the City. Bid Documents may be obtained, at no charge, from the Berlin Police Department or the City of Berlin website.
(https://www.berlinnh.gov/491/BidsRFP-Information)
GENERAL PROVISIONS
BID PROCESS
Each bid shall be submitted in a sealed envelope clearly identified with the Bidder’s name and marked “Berlin Police Department Upfit of a Ford Transit into a mobile command van”. and will be received at the Berlin Police Department Attn: Deputy Chief Nathan Roy, 135 Green Street, Berlin, NH until 2 PM, prevailing time, Friday, December 12, 2025. Shortly thereafter, bids will be publicly opened and read aloud at any available office or conference room at the Berlin Police Department, 135 Green Street, Berlin, NH. Bids when opened shall be irrevocable for a period of thirty (30) calendar days following the bid opening date. Following staff review of the bids, the City Manager will decide on the bid award.
BID SUBMISSION
The bidder is to submit a Bid on the attached Bid Form showing a LUMP SUM PRICE.
RIGHT TO REJECT BIDS
The Berlin Police Department expressly reserves the right to reject any or all bids as the City Manager may determine and to waive defects in the form of minor irregularities where the best interest of the City would be served.
BID AND PERFORMANCE BOND
No bid performance security is required for this contract.
BID PRICE
The bid price shall not include Federal or State taxes. If such are applicable, the successful Bidder shall furnish the City with the necessary tax-exempt forms in triplicate upon submission of the invoice.
EXCEPTIONS
The Bidder must clearly note any exceptions taken to the Bid Documents in the space provided in the Bid Form. Exceptions so considered may be grounds for rejection of bids as determined by the City Manager to be in the Police Department's best interest.
ADDENDA
Any change to the provisions or specifications of this Bid shall be made by a written addendum issued no later than four (4) working days before the bid opening date. Prospective Bidders shall be responsible for being aware of all addenda.
AGREEMENT EXECUTION
The successful bidder shall, upon award, execute and deliver the contract agreement to the Berlin Police Department within three (3) calendar days.
GUARANTEE
All manufacturers’ warranties shall apply. It is further understood that the Chief and or Deputy Chief shall be the final judge as to whether any defect is a defect in workmanship and/or materials, which is the bidder’s responsibility.
CONTRACT DOCUMENTS
The Contract Documents shall include the “Invitation to Bid”, “General Provisions”, “Specifications”, “Bid Form”, any issued addenda, and the final executed “Agreement”.
These documents intend to include all labor, materials, appliances, and services of every kind necessary for the proper execution of the work and the terms and conditions of payment thereof. The documents are to be considered as one, and whatever is called for by any one of the documents shall be as binding as if called for by all.
ADVERTISING
The successful Bidder shall not use the name of the Berlin Police Department in any advertising without first obtaining written permission from the Chief and or Deputy Chief.
NO COLLUSION
The Bidder shall not, either directly or indirectly, enter into any agreement, participate in any collusion, or otherwise take any action in restraint of free competitive bidding in connection with this bid.
PAYMENT
The Berlin Police Department shall make payment on account of the Contract as follows: The Vendor shall invoice the Berlin Police Department for the full amount upon delivery of all equipment that meets the specifications. The Berlin Police Department will inspect the equipment to ensure it complies with the specifications. If the delivered equipment fully meets the specifications outlined in the Contract Documents, the Berlin Police Department will make payment within fifteen (30) days of the approved amount of the invoice.
INSTRUCTIONS TO BIDDERS
We are requesting:
- A written quote with itemized pricing (equipment + labor)
- Broken down in the following sections:
- (1) Interior Build-Out
- (2) Electrical System
- (3) Communications/Radios Work
- (4) Storage/Workspace Build
- (5) Labor
- Broken down in the following sections:
- Estimated lead time
- Any warranty information
If you have equivalent products or layout recommendations, substitutions are acceptable as long as functionality is comparable.
Please return the quote by December 12, 2025.
Feel free to contact Deputy Chief Nathan Roy via email at nroy@berlinnhpd.gov
COMMAND VAN UPFIT REQUIREMENTS
Base Vehicle
- Ford Transit 148” Extended, High Roof (Agency-provided)
Interior Insulation and Finishing
- Full thermal & acoustic insulation of cargo area
- Interior wall and ceiling paneling suitable for equipment mounting
- Durable floor liner with non-slip surface
- Rear aluminum door sill plate
Workstation & Storage
- 72” workstation/desk surfaces for laptops/radios
- Mounted whiteboard and monitor/TV screen (2) at 32 inches
- Shelving unit (approx. 25”x16”x60”)
- Lockable drawer storage system (approx. 20” x 12” x 50” range) (2)
- Secure lockbox/cabinet for equipment storage (16”x18”)
- Grab rail installed on ceiling 10”
Electrical System
- 500W+ inverter system capable of supporting radios, monitors, and auxiliary electronics
- Dedicated 12V and 110VAC outlets in work area
- Power strip(s) integrated into workstation area
- Fuse protection and wiring to professional emergency vehicle standards
Communications & Radios
(Vendor may substitute equivalent products; agency will supply actual radios.)
- Pre-wire and mount agency-supplied radio(s)
- Install 100W emergency speaker
- Dual mobile radio charger mount(s)
- External radio antenna mounts as required
- 360-degree outside security camera with monitor
- Mobile Repeater
Lighting
- Interior LED Red/White work lighting in the command area
- Exterior scene/work lights or directional safety lighting as needed
Heat/Climate Enhancements
- Auxiliary warm-air venting (Heat & Air Conditioner unit) distribution inside working area
Video / Camera
- Rear camera monitor (approx. 9” screen)
- Required cable and routing through the vehicle interior
Additional Equipment
- Mesh Running boards/step system installed on exterior
- Partition or bulkhead behind driver/front cabin for separation and safety (Aluminum with sliding door)
- 2 Office Chairs
- Fire Extinguisher with mounts
Labor / Installation
- All labor required for mounting, wiring, testing, and configuration
- Installation must comply with NFPA/industry vehicle electrical safety standards
OFFICIAL BID FORM
The undersigned, as a lawfully authorized agent for the below named Bidder/Vendor, has carefully examined the form of this Bid, to be known as Uplift of a Ford Transit (148” Ext High Roof) into a mobile command van, with the General Provisions, Specifications and other bid documents and binds himself/herself and his/her company on award to them by the City Manager a contract under this Bid to execute in accordance with such award, a Contract Agreement on such form and in such manner as is prescribed by the City and to provide all necessary equipment, labor, materials and other items or services needed to perform all the requirements for the upfit of a Ford Transit (148” EXT High Roof) into a Mobile Command Van at the following price:
Configuration, Including all Baseline Equipment
Price
Upfit Ford Transit (148” Ext High Roof) into a Mobile Command Van
$__ $________________
Additional Components:
______________________________________________
______________________________________________
______________________________________________
Price of each Additional Component
(may or may not be purchased)
$________________
$________________
$________________
State number of days until installation.
_____________________
# of days to installation
List below and/or attach a list of any exceptions you are taking to the Bid General Provisions or Specifications (Exceptions taken to Specifications may lead to bid disqualification):
__________________________________________________________________________________________________
Print Bidder/Vendor’s Name: ___________________________________________________________________
Legally Authorized Representative’s Signature _____________
Print Legally Authorized Representative’s Name and Title______________________________________________
Street City, State and Zip Code
Telephone Number Date
__________________________________________
E-mail address