NORTHEAST KANSAS COMMUNITY ACTION PROGRAM, INC. NEK-CAP, INC. PO BOX 380 Hiawatha, KS 66434 (785) 742-2222
Request for RFP/Competitive Proposal for THE PURCHASE OF CSBG PROGRAM VEHICLE
Issued: October 22, 2026
Proposals for CSBG Program Vehicle are due to NEK-CAP, Inc. no later than 1:00 PM CST, Monday, November 9, 2026
Contact Information:
Mr. Robert Grissom, NEK-CAP, Inc., CFO (785) 288-1293 Email: rgrissom@nekcap.org
or
Mrs. Belinda Estes, NEK-CAP, Inc., Community Services Director (785) 288-8041 Email: bestes@nekcap.org
1. GENERAL INFORMATION AND PURPOSE OF THIS RFP/COMPETITIVE PROPOSAL
Northeast Kansas Community Action Program, Inc. (NEK-CAP, Inc.) is a Community Action Agency operating social services programs for the benefit of low-income individuals and families living in the Northeast, North Central, and Northwest Kansas.
2. WHO MAY SUBMIT PROPOSALS?
Only licensed Vehicle dealerships or manufacturers may submit proposals. Service Provider / Contractor and its principal employees are not presently debarred or suspended from doing business with the Federal government in accordance with the provisions of E.O.s 12549 and 12689, "Debarment and Suspension". The offerors must certify this in Attachment A. NEK-CAP, Inc. will verify offeror's eligibility through SAM.gov prior to award. In addition, all prospective companies submitting a bid must certify and meet the required federal certifications of Attachment A as federal funds are used in the award of this contract. All offerors are required to disclose any known or potential Conflicts of interest in Attachment B.
3. BIDDER'S CONFERENCE
There will be no pre-bid conference. NEK-CAP, Inc. will meet with potential bidders by appointment only.
4. SCOPE OF THIS RFP/COMPETITIVE PROPOSAL
NEK-CAP, Inc. desires to receive proposals for a used CSBG Program vehicle. This vehicle must be delivered F.O.B. NEK-CAP, Inc. Hiawatha, KS. Dealership or Manufacturer must assist with completing any paperwork for discounts. There will be no trade-ins. We are looking for a CSBG Program vehicle meeting the following specifications by type:
CSBG VEHICLE SPECIFICATIONS:
Vehicle and equipment must comply with all applicable Federal Motor Vehicle Safety Standards (FMVSS), laws, and regulations of the state of Kansas and specifications included in the bid advertisement. Offerors must point out any changes in applicable federal or state law that need to be included in the purchase of a CSBG vehicle and include it in their proposal. Vendors are advised that the vehicle will be inspected upon delivery to ensure compliance with all specifications and regulations.
• Used Mini-Van/SUV with a warranty
• Minimum of 12-month/12,000 mile warranty
• Offeror shall certify actual vehicle mileage and that the odometer disclosure is accurate.
• Offeror shall certify that the vehicle has not been in a flood zone or totaled.
• Any standard color will be acceptable.
• Must have under 50,000 miles with less mileage being preferred.
• Front and middle bucket seats with a bench seat in the rear.
• 4 door and liftgate. Must have standard manufacturing options including cruise control, power window,
• Must have automatic transmission.
• power locks, automatic headlights, standard safety features, and keyless entry.
• Must have air conditioning and heat.
• Must be free of hail or other damage. Offeror shall provide a vehicle history report (Carfax or equivalent) with the proposal.
• Must not have been involved in accidents previously.
• Vehicle shall have no known engine, transmission, drivetrain, electrical, steering, suspension, or braking defects and shall pass state safety inspection requirements.
• Interior must not be tears, stains, rips or offensive odors.
• Tires must be in excellent condition or new.
• Vehicle must be available for delivery within 5 (five) business days of purchase order issuance.
Title to the vehicle will vest with NEK-CAP, Inc.; however, the vehicle remains subject to federal property management requirements under 2 CFR Part 200 as applicable. Note: NEK-CAP, Inc. is purchasing this vehicle for use in its CSBG Program and is therefore not exempt from Kansas Sales Tax. All offeror's should provide an easy-to-read summary sheet of your proposal along with other information such as pictures, brochures, warranty information and specifications of vehicles to be provided. Also, include in the proposal the total final cost to NEK-CAP, Inc. for each vehicle including administrative fees, warranty, delivery charge, tax/tag/and titling. The certifications in Attachment A should be completed and returned with your bid as well as any real or potential conflicts of interest in Attachment B. This is necessary because federal grant funds are being used. A W-9 should also be submitted with your proposal.
In accordance with 2 CFR 200.321, NEK-CAP, Inc. will take affirmative steps to include small, minority-owned, women-owned, veteran-owned, and Labor Surplus Area businesses in the procurement process. No preference will be given over other offerors for the afore-mentioned businesses as well as local preferences or set-asides or scoring bonuses for certain business types (2 CFR 200.321). An Offeror qualifies as a small business if it meets the definition as established by the Small Business Administration (13 CFR 121). Please visit the Department of Labor for areas deemed as qualifying as Labor Surplus Areas.
NEK-CAP, Inc. will take the following affirmative steps under 2 CFR 200.321:
• Place qualified small and minority businesses on solicitation lists
• Assure such businesses are solicited whenever they are potential sources
• Divide total requirements into smaller tasks to permit maximum participation
• Establish delivery schedules that encourage participation
• Require prime contractors to take the same affirmative steps
In accordance with 2-CFR Part 200.322 Domestic content preference or Build American / Buy American (BABA): As appropriate and to the extent consistent with law, NEK-CAP, Inc. will to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States. Bidders must provide documentation supporting any domestic content claims in accordance with 2 CFR 200.322 BABA implementation guidance. Definitions for "Produced in the United States" and "Manufactured products" are included in the RFP.
TRADE-IN INFORMATION
NEK-CAP, Inc. will not have a trade-in.
5. RIGHTS
NEK-CAP, Inc. reserves the right to select the bid or bids that it deems most advantageous to the needs of the organization; and in its sole discretion may reject all or any part of any proposal that is submitted under this RFP/Competitive Proposal, as well as the right to issue similar RFP/Competitive Proposals in the future. NEK-CAP, Inc. may cancel this RFP/Competitive Proposal at any time due to lack of funding, funder approval, or funding availability. This RFP/Competitive Proposal is in no way an agreement, obligation, or contract and in no way is NEK-CAP, Inc. responsible for the cost of preparing the associated bid. NEK-CAP, Inc. reserves the right to contact any potential bidder submitting a bid for clarification on any item in the bid without a requirement to notify or contact all other potential bidders submitting a bid.
It is the sole responsibility of submitting bidder to ensure that the bid reaches NEK-CAP, Inc. on or before the specified date and time. It is the sole responsibility of the potential bidders to request additional information in a timely manner to allow staff time to respond appropriately. The contractor agrees to provide access to any books, documents, papers, and records directly pertinent to this contract to NEK-CAP, Inc., KHRC, and the Comptroller General of the United States, or any of their authorized representatives, as required under 2 CFR 200.337. NEK-CAP, Inc. will retain all records of this RFP/Competitive Proposal and any responses for a period of 3 years upon completion of the RFP/Competitive Proposal process.
6. EVALUATION CRITERIA
Per Competitive Proposal Procurement rules under 2 CFR 200.320: "NEK-CAP may reject any proposal that is non-responsive." "Responsiveness" means meeting all material requirements. NEK-CAP, Inc. will conduct a price analysis of all bids in accordance with 2 CFR 200.324. Potential bidders shall be evaluated by NEK-CAP, Inc. staff on a point scale that considers the following criteria:
• 70 pts - Unit Price and warranty.
• 20 pts - Meets specification requirements of the RFP/Competitive Proposal.
• 10 pts - Domestic content preference per 2-CFR Part 200.322.
Bidders must provide documentation supporting any domestic content claims in accordance with 2 CFR 200.322 BABA implementation guidance.
(Scoring details provided: 10 points = vehicle manufactured in the United States with supporting documentation; 5 points = partial domestic content documentation; 0 points = no documentation provided.)
7. ATTACHMENTS
The following attachments are part of this RFP/Competitive Proposal:
• Attachment A - Required Federal Contract Provisions and Certifications
• Attachment B - Conflicts of Interest
NEK-CAP, Inc. reserves the right to post additional information on the agency website under "Doing Business with NEK-CAP, Inc." should it believe such information is needed by all potential bidders. Potential bidders are solely responsible for checking the website periodically to see if additional information has been posted. NEK-CAP, Inc. has no responsibility to notify potential bidders of additional information posted to the website or provided to other potential bidders.
8. ITEMS TO INCLUDE IN THE PROPOSAL
• Executive letter. Information about the bidder such as general information, information on the item(s), safety information, domestic content information on the item, Contact Information, and other items you deem necessary in evaluating the bid.
• Easy to read plan summary sheet.
• Bid and other documentation.
• Completed Attachment A- Certifications.
• Completed Attachment B- Conflicts of Interest.
• Completed W-9
NEK-CAP, Inc. reserves the right to contact individual potential bidders for missing information and may at its sole discretion consider that information in the evaluation process.
9. RFP/COMPETITIVE PROPOSAL PROCESS
To be considered, all proposals shall be received in the office of NEK-CAP, Inc., CFO, PO Box 380, 1260 220th St., Hiawatha, KS 66434 before 1:00 PM CST on Monday, November 9, 2026. This procurement is conducted using the RFP/Competitive Proposal method in accordance with 2 CFR 200.320(c). Award will be made to the responsive and responsible offeror whose proposal receives the highest evaluated score and is determined by NEK-CAP, Inc. to be most advantageous to the organization. It is important that Offeror's proposal be identified in an email or lower left corner of envelope with the subject line: RFP/Competitive Proposal for CSBG Vehicle Proposal 1:00 PM CST Monday, November 9, 2026. Late proposals will not be considered.
Proposals may be emailed to Mr. Robert D. Grissom, NEK-CAP, Inc., CFO at rgrissom@nekcap.org if the Offeror so desires due to mail uncertainty and to ensure adequate competition. However, it is the responsibility of the Offeror to ensure that the proposal is received by NEK-CAP, Inc. by the date and time specified and to request a confirmation email reply. Late email proposals will not be considered. Proposals will be opened at the NEK-CAP, Inc. office at 1:00 PM on Monday, November 9, 2026, at the NEK-CAP, Inc. Administrative Office located at 1260 220th St. Hiawatha, KS 66434. The evaluation process will begin sometime following the opening. NEK-CAP, Inc. expects to select the proposal or proposals that, in our judgment, best meets our needs. The tabulation of the results will be given upon written request. NEK-CAP, Inc. anticipates contacting or meeting potential offerors of interest to the agency or their representatives following November 9, 2026, after receiving funder approval from KHRC. Prices must remain firm for at least 45 calendar days after proposal submission. The selected proposal or offerors will be awarded a purchase order after funder approval.
ATTACHMENT A and ATTACHMENT B: Required Federal Contract Provisions, Certifications and Conflicts of Interest forms and certifications are included as part of the solicitation and must be completed and returned with the proposal.
