1-UPD25016 Motorcycle Comms Units.pdf

REQUEST FOR PROPOSALS

MOTORCYCLE COMMUNICATION UNITS

FOR

THE UNIFIED POLICE DEPARTMENT OF GREATER SALT LAKE

RFP # UPD25016

Date of Issue: December 2025

Unified Police Department

TABLE OF CONTENTS

1. SCOPE 4

2. BACKGROUND 4

3. CONTENTS 4

4. EXAMINATION OF DOCUMENTS 4

5. DEADLINE FOR PROPOSAL SUBMISSION 5

6. DELIVERY 5

7. CONTRACT TERM 5

8. PRICE ESCALATION 5

9. NON-EXCLUSIVE CONTRACT 5

10. WARRANTY 5

11. QUESTIONS 6

12. PROPOSAL ADDENDA 6

13. EVALUATION AND SCORING CRITERIA 6

14. TO SUBMIT A PROPOSAL 7

15. WRITTEN AGREEMENT REQUIRED 7

16. CONTRACT AND PROPOSAL INFORMATION 8

17. COSTS/FEES 9

18. COMPLIANCE WITH LAWS 9

19. TAXES EXEMPTION 9

20. NON-FUNDING CLAUSE 10

21. INDEMNIFICATION 10

22. TERMINATION FOR CONVENIENCE 10

23. TERMINATION FOR CAUSE 11

24. INDEPENDENT OFFEROR 11

25. EQUAL OPPORTUNITY 11

26. SEVERABILITY AND AMENDMENT 11

27. GOVERNMENTAL IMMUNITY 11

EXHIBITS:

Exhibit A: Pricing

RFP UPD25016

UNIFIED POLICE DEPARTMENT

1.0 SCOPE

The purpose of this Request for Proposal (RFP) is to solicit bids for the purchase of motorcycle communication units for law enforcement. The purpose of this Request for Proposal (RFP) is to purchase 14 Motorcycle Communication Units immediately, with the option to purchase additional communication units and accessories on an as needed basis. This contract may be used by other agencies within Salt Lake County.

2.0 BACKGROUND

The UPD was created on September 3, 2009, as an Interlocal Entity under Utah law and is run by a Board of Directors consisting of elected officials from the communities UPD serves.

Members of the UPD are the municipalities of Millcreek, Holladay, Midvale, Kearns, Magna, Copperton, Brighton, Emigration Canyon and White City. Day-to-day operations are run by the Chief of Police appointed by the Board. The Chief oversees a large group of shared services that are used by all communities the UPD serves including Investigations/Special Operations, Technical Services, Professional Standards, and administrative functions such as the Human Resources, Legal, and Fiscal Units.

In addition to managing shared services, the Chief oversees local precincts, each with its own Precinct Commander who is chosen by their respective communities. Precinct Commanders have authority over local operations such as Community Oriented Policing, Traffic Enforcement, Property Crimes, Directed Enforcement, School Resource Officers, Patrol, and Crossing Guards.

This flexible structure allows participating communities to take advantage of the cost savings and efficiencies of shared services while retaining local control over precinct-level operations.

3.0 CONTENTS

If any provision or specification in this “Request for Proposal” (RFP) is ambiguous or is disputed by a firm, the Offeror must notify the UPD Purchasing Division at 1330 E. Chambers St., Suite 220, Millcreek, UT 84106; (385)468-9665 prior to the opening of the proposals, which will occur no later than 10 calendar days after the closing date. No dispute or protest concerning the ambiguity of these proposal specifications or provisions of this RFP shall be accepted following the opening of the proposals. All other protests shall be submitted in writing within seven (7) days after notifications are made to the offerors.

4.0 EXAMINATION OF DOCUMENTS

All offerors are expected to thoroughly read all documents contained in this package including any and all attachments.

5.0 DEADLINE FOR PROPOSAL SUBMISSION

Bids must be submitted via the State of Utah’s Purchasing Platform, U3P/Bonfire by Friday, December 12th, 2025, at 4:00 p.m. MST. Attachment A: Pricing must be attached separately.

No responses will be accepted after the closing date and time.

6.0 DELIVERY

After award, the first initial order must be delivered to the Unified Police Department by March

1st, 2026, unless it is agreed upon in writing by both parties.

7.0 CONTRACT TERM

The contract resulting from this solicitation will become effective on the date of execution for a term of three (3) years and may be renewed for (2) additional one-year terms. Renewals will be initiated at the sole discretion of the Unified Police Department and completed in writing with mutual consent.

8.0 PRICE ESCALATION

Prices stated must be firm for the initial six (6) month term of the resulting contract. The contractor may issue a written request for price escalation. Price escalation shall not exceed 3.0% from the previous contract period without written consent from the UPD and justification statement from vendor. The request must include detailed documentation explaining and supporting the price change request. Price decreases shall be passed on to the Unified Police Department immediately.

9.0 NON-EXCLUSIVE CONTRACT

The contract to be awarded shall be a non-exclusive contract. UPD reserves the right to purchase, at its discretion, any goods covered by this contract from other sources during the term of the contract.

10.0 WARRANTY

Vendor expressly warrants that the merchandise will conform to its description and all specifications, shall be of good merchantable quality, and fit for the known purpose for which it is required. This warranty is in addition to any standard warranty or service guarantee given by the vendor to the Unified Police Department. Said warranties shall be in addition to any warranties express or implied under the laws of the State of Utah. Vendor warrants and assumes full and sole responsibility for all products that it licenses, contracts, or sells to the Unified Police for a period of one year, unless otherwise specified. Vendor acknowledges that all warranties provided under the Uniform Commercial Code of the State of Utah apply to this contract. Product liability disclaimers and/or warranty disclaimers by vendor are not applicable to this contract unless otherwise specified and accepted in writing by the Unified Police Department. Remedies available to the Unified Police Department include, but are not limited to, the following: The contractor will repair or replace, at no charge to the Unified Police Department, each and every nonconforming product upon discovery of the nonconformance and written notice from the Unified Police Department. If the repaired and/or replaced product does not meet the specifications and is not accepted by the Unified Police Department, the contractor will refund the full amount of all payments previously made by the Unified Police Department. Nothing in this warranty section will be construed to limit any rights or remedies the Unified Police Department may otherwise have under this contract or pursuant to law.

11.0 QUESTIONS

Written questions shall be submitted electronically through Bonfire, the State of Utah’s

Purchasing Platform, by Wednesday, December 10th, 2025, at 12:00 p.m. MST. Changes to the specifications will be released in an addendum to the “Request for Proposal.” Questions will not be accepted past Wednesday, December 10th, 2025, at 12:00 p.m. MST. Do not contact UPD officers or employees, or selection committee members.

12.0 PROPOSAL ADDENDA

If any changes are to be made to the specifications provided with this Request for Proposal and

Resulting Contract, they will be published through Bonfire as well as the answers to any questions.

An addendum will be issued if changes are to be made in the specifications. Proposals submitted based upon any information other than the information contained in these specifications is the sole risk of the submitting offeror(s).

13.0 EVALUATION AND SCORING CRITERIA

Committee members individually score the proposals. Proposals will be ranked 1,2,3, etc.

according to total scores. The following point system is utilized for each category and weighed based on the evaluation criteria:

Excellent (5): The proposal offer has a high probability of success.

Good (4): The proposal offer has a very good probability of success.

Acceptable (3): The proposal offer has a reasonable probability of success.

Poor (1-2): The proposal offer falls short of expectations.

Unacceptable (0): The proposal offer completely fails the requirement.

Evaluation criteria with assigned weights are as follows:

70% Technical Factors

1. System Architecture and Performance Requirements

2. Integration and Compatibility

3. Reliability, Durability, and Power Management

4. Wireless Capability and Communication System Abilities

5. Security Features

30% Cost of the Motorcycle Communication Units

The proposal with the lowest cost will receive the maximum points available. All other proposals will receive points determined by the ratio for the lowest proposal’s cost to their proposal’s cost, rounded to the nearest whole number. The score is calculated as follows: the maximum points available for the cost category multiplied by the lowest proposed price / proposal price. A proposal that contains a price that is more than double (200%) the lowest proposed price will receive no points.

A select number of Offerors may, if it is in the best interest of UPD, be invited for an interview.

UPD reserves the right to request a best and final offer.

14.0 TO SUBMIT A PROPOSAL

Applications must include:

Program Proposal. Proposals cannot be longer than 20 pages.

• A cover letter: The proposal shall have a cover letter indicating the offeror’s willingness to enter into an agreement with the Unified Police Department. An officer of the company who has the authority to commit his/her firm to the proposed project must sign this letter.

Proposals will include the full name, legal status (corporation, state of incorporation, partnership, proprietorship, etc.), business address of the Offeror, email address, and telephone number. The proposal must be signed in ink by a principal of the business who is authorized to execute the contract. The name of the principal and his/her business title will be included in the signature element in either type or print. Penciled signatures or notations will not be accepted.

• Completed Attachment A: Fees (This must be a separate attachment labeled “Fees”).

• Supply the billing rates, estimated number of billable hours, and a “not-to-exceed” fee for the project, inclusive of travel, per diem, and all other out-of- pocket expenses.

• Pricing sheet must be attached separately upon submission

15.0 WRITTEN AGREEMENT REQUIRED

The selected Offeror must be willing to enter into a written agreement with the Unified Police

Department. A binding agreement between UPD and the selected Offeror will be dependent upon the negotiation, preparation, and execution of a formal contract. If your firm wishes to alter any of the conditions present in this RFP, attachments, any addendums issued, or the attached sample agreement, that item must be specifically called out in the proposal with a reasonable alternative presented.

16.0 CONTRACT AND PROPOSAL INFORMATION

Submitting a proposal acknowledges your firm has read, understands, and agrees to be bound to fulfill the requirements and terms and conditions of this solicitation. UPD reserves the right to reject all proposals.

A. Firm Pricing: All prices, quotes, and/or proposals are to remain firm for 120 days after the closing date, unless a different period is stated in the RFP. Any proposal that does not offer to remain firm for the required period may be considered to be non-responsive.

B. Conflict of Interest: Any officer, employee, agent, representative or member of the board of UPD must disclose any interest or conflict in any proposal submitted as required by the Utah Public Officer’s and Employee’s Ethics Act, Utah Code Ann. 67-16-1, et seq., UPD Officers and Employees Disclosure, Utah Code Ann. 17-16a-1, et seq.

C. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into. Licenses must be maintained throughout the entire contract period.

Persons doing business as an Individual, Association, Partnership, Corporation, or other shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling

(801) 530-4849 or toll free at 877-526-3994, or by accessing:

www.commerce.utah.gov.

D. Public Domain: Offerors are advised that Utah law and UPD ordinances provide that, upon full-execution of a contract subsequent to an RFP, the contents of the awarded proposal accepted by UPD shall be subject to public disclosure and may become public records subject to examination by any interested parties in accordance to the Government Records Access Management Act (GRAMA), Utah Code Ann. 63G-2-101 et seq. and UPD ordinance. Trade secrets and proprietary information, recognized by UPD as such, may be protected from public disclosure if the offering firm clearly identifies in writing any part of its proposal that it claims to be proprietary information, trade secrets, other commercial information, or non-individual financial information that may be protected under GRAMA.

Proposals in total will not be considered proprietary. All materials submitted by an Offeror in response to UPD’s request for proposals will become the property of UPD upon delivery and will be managed in accordance with GRAMA.

E. Inquiries: All inquiries relating to the specifications or proposal procedures should be directed to Amanda Watrous, Procurement Administrator in the Finance Division of the Unified Police Department: awatrous@unifiedpoliceut.gov. Do not contact the agency, division, department, or other UPD officers or employees.

F. Costs: All costs associated with the preparation of the proposal, as well as any other related materials and delivery will be borne by the Offeror. All proposals become the property of the Unified Police Department. UPD will not be responsible for said costs in any event, including but not limited to, termination of the project in whole or in part mailto:awatrous@unifiedpoliceut.gov rejection of the proposals as non-responsive, or rejections of the proposal as non-responsible.

G. Notice to Retirees of Utah Retirement Systems (URS): UPD is a URS “participating employer.” Entering into an agreement with UPD may affect a URS retiree’s retirement benefits including, but not limited to, cancellation of the retiree’s “retirement allowance” due to “reemployment” with a “participating employer” pursuant to UCA §49-11-504 to 505. In addition, the offeror is required to notify UPD immediately if a retiree of URS is the offeror, or an owner, operator, or principal of the offeror. Offeror may refer the URS retiree to the URS Retirement Department at 801-366-7770 for all questions about post-retirement employment regulations.

17.0 COSTS/FEES

Payment will occur monthly after service is completed. Vendor requests for payment will be accompanied by an itemized invoice, including detailed Tax Exemption data. Payment will only be made for services already rendered. Invoices shall be mailed to the Unified Police Department - Accounts Payable, 1330 E. Chambers St, Suite 220, Millcreek, UT 84106. UPD will have 30 days to make payment upon receipt of a correct invoice. Invoices can also be emailed to UPD-ap@unifiedpoliceut.gov .

18.0 COMPLIANCE WITH LAWS

Each party agrees to comply with all federal, state and local laws, rules and regulations in the performance of its duties and obligations under this Agreement. Any violation of applicable law by Offeror shall constitute an event of default under this Agreement and Offeror shall be liable for and hold UPD harmless and defend UPD from and against any and all liabilities arising out of, or connected with, the violation including all attorney fees and costs incurred by UPD as a result of the violation. Offeror is responsible, at its own expense, to acquire, maintain, and renew, during the term of this Agreement, all necessary permits and licenses required for its lawful performance of its duties and obligations under this Agreement.

The Offeror shall comply with all applicable laws, regulations, and ordinances of UPD now in force or thereafter prescribed and promulgated by the authority of law, specifically including all fire codes and security regulations.

19.0 TAXES EXEMPTION

Sales tax will not be calculated in the quotation to the UPD. UPD certifies that the tangible personal property or services purchased are to be paid directly with funds from the entity noted on the purchase order and will be used in the exercise of UPD essential functions as a government entity. The exemption certificate must be completed by an individual authorized to sign a purchase order on behalf of the UPD.

mailto:UPD-ap@unifiedpoliceut.gov%20

20.0 NON-FUNDING CLAUSE

UPD intends to request the appropriation of funds to be paid for the services provided by Offeror under this Agreement. If funds are not available beyond June 30 of any effective fiscal year of this Agreement, UPD’s obligation for performance of this Agreement beyond that date shall be null and void.

In the event no funds, or insufficient funds, are appropriated in any fiscal year by UPD for payment due under this agreement or in the event there is a reduction in appropriations by the UPD Board, due to insufficient revenue, resulting in insufficient funds for payment due, or about to become due, under this agreement shall create no obligation on UPD as to current or succeeding fiscal year, and shall terminate and become null and void on the last day of the fiscal year for which funds were appropriated; or, in the event of a reduction in appropriations, on the last day before the reduction became effective, except as to those portions of payment agreed upon for which funds shall have been appropriated and budgeted.

Said termination shall not be construed as a breach or default under this agreement and said termination shall be without penalty, additional payment, or additional expense to UPD of any kind whatsoever, and no right of action for damages or other relief shall accrue to the benefit of the Offeror, its successors or assignees, as to this agreement, or any portions thereof, which may be terminated and become null and void.

21.0 INDEMNIFICATION

Offeror agrees to indemnify, hold harmless, and defend UPD, its officers, agents, and employees from and against any and all actual or threatened claims, losses, damages, injuries, and liabilities of, to, or by third parties, including Offeror, its sub-contractors, or the employees of either, including claims for personal injury, death, or damage to personal property or profits and liens of workmen and material men (suppliers), however allegedly caused, resulting directly or indirectly from, or arising out of, Offeror’s breach of this Agreement or any acts or omissions of or by Offeror, its agents, representatives, officers, employees, or sub-contractors in connection with the performance of this Agreement. Offeror agrees that its duty to defend and indemnify UPD under this Agreement includes all attorney’s fees, litigation and court costs, expert witness fees, and any sums expended by or assessed against UPD for the defense of any claim or to satisfy any settlement, arbitration award, or verdict paid or incurred on behalf of UPD.

22.0 TERMINATION FOR CONVENIENCE

UPD reserves the right to terminate this contract, in whole or in part, at any time during the term or any additional terms whenever UPD determines, in its sole discretion, that it is in UPD’s interest to do so. If UPD elects to exercise this right, UPD shall provide written notice to the Offeror at least thirty (30) days prior to the date of termination. Upon such termination, the Offeror shall be paid for all services up to the date of termination. Offeror agrees that UPD’s termination for convenience will not be deemed a termination for default, nor will it entitle the Offeror to any rights or remedies provided by law or this contract for breach of contract by UPD or any other claim or cause of action.

23.0 TERMINATION FOR CAUSE

UPD reserves the right to cancel the contract upon written notice to the Offeror for unauthorized substitution of product, excessive delays in filling orders, poor quality or failure to perform as outlined in the specifications of this solicitation for material breach of any term or condition of this contract, or other event of default. Termination for cause may be immediate; or alternatively, UPD may provide written notice of the default with a period in which the offeror may cure the default.

24.0 INDEPENDENT OFFEROR

The relationship between UPD and the awarded firm shall be that of an independent offeror status. Each party shall have the entire responsibility to discharge all of the obligations of an independent offeror under federal, state and local laws, including but not limited to, those obligations relating to employee supervision, benefits and wages; taxes; unemployment compensation and insurance; social security; worker’s compensation; disability pensions and tax withholdings, including the filing of all returns and reports and the payment of all taxes, assessments and contributions and other sums required of an independent offeror.

25.0 EQUAL OPPORTUNITY

Offeror, and all persons acting on its behalf, shall comply with all federal, state and UPD laws, rules and regulations governing discrimination and employment and shall not discriminate in the engagement or employment of any person or in the application for employment of any person in violation of any of the applicable laws.

26.0 SEVERABILITY AND AMENDMENT

If any provision of this contract or the proposal specifications is declared by a court to be illegal or in conflict with any law, such provision shall be ineffective to the extent of such invalidity or prohibition, without invalidating the remainder of such provision or the remaining provisions of this contract. This contract shall not be modified or amended except in writing signed by UPD and Offeror.

27.0 GOVERNMENTAL IMMUNITY

UPD is an interlocal agency and a body corporate and politic of the State of Utah, subject to the Governmental Immunity Act of Utah (the “Act”), Utah Code Ann. § 63G-7-101 to -904. The Parties agree that UPD shall only be liable within the parameters of the Governmental Immunity Act.

Nothing contained in this Agreement shall be construed in any way, to modify the limits of liability set forth in that Act or the basis for liability as established in the Act.

EXHIBIT A

INVITATION FOR BID UPD #25016

SPECIFICATIONS

Form must be filled out completely for the bid to be valid.

Communication unit for police motorcycles and motorcycle helmet

Meets Specs If no, indicate alternative to be supplied:

Yes No

1. Wireless Bluetooth modular allowing push-to-talk communication from the motorcycle to the officer’s portable police radio, along with PA communication system.

2. Weatherproof, noise cancelling, push-to-talk mic connecting to portable police radio.

3. Quick release cord running from the mic to the motorcycle helmet’s communication system.

5. Dual speaker communication kit for full face/modular motorcycle helmet with noise cancelling boom mic.

5. Warranty: > 2 years

5. Delivery Must be delivered by March 1st, The unit price must include all delivery charges.

Qty Description Unit Price Extended Price

Communication Unit for Police Motorcycle and Motorcycle Helmet

GRAND TOTAL:

(Including handling and delivery charges)