(13) Mobile Data Terminals (RFQ 2024_0028).pdf

REQUEST FOR QUOTATION

RFQ 2024-0028

(13) MOBILE DATA TERMINALS (MDTs)

Issuance Date: August 19, 2024

Due Date: Sept. 20, 2024, at Close of Business (COB) (5:00 PM EST)

Vendor must fill in the information below:

Company Name:

Address:

City/State/Zip:

Contact Name:

Title:

Contact Phone & Cell:

Fax:

Email: (Point of Contact):

All responses to this RFQ must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. In order to provide a response to this RFQ, all respondents must first register their company through the link provided above. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding vendor registration or instructions on bid submissions, please contact Melanie Freeman at mfreeman@flysav.com.

It is the sole responsibility of the Vendor to make sure the submitted RFQ is received on time and all required documents. Responses via mail or email are not acceptable.

Christy Dixon Purchasing Manager Savannah Airport Commission 400 Airways Avenue Savannah, GA. 31408 cdixon@flysav.com https://savannahairport.bonfirehub.com/ mailto:mfreeman@flysav.com mailto:cdixon@flysav.com

1.0 INTRODUCTION

1.1 Purpose: The Savannah Airport Commission (SAC) is seeking qualified vendors to provide quotes for the procurement of thirteen (13) Mobile Data Terminals (MDTs) for the Airport Police Department (APD) Patrol Vehicles. The thirteen (13) MDTs will consist of thirteen

(13) Panasonic Toughbook 55 (pp 8-9). All units will be new, without damage or repair.

1.2 Definition: Mobile data Terminal (MDT) – A vehicle-based computer that is provided for dispatching, car-to-car communications, and criminal justice database inquiries.

1.3 The respondent acknowledges and accepts that any cost incurred from the respondent’s participation in this RFQ shall be at the sole risk and responsibility of the respondent. The Commission will award the most responsible and responsive respondent.

1.4 Pre‐Conference: N/A

1.5 Receipt for RFQ and Addenda: All addenda associated with this RFQ will be provided through https://savannahairport.bonfirehub.com/ by the date noted on page 4 of this document. All questions must also be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. As required, it is the respondent’s responsibility to ensure that all addenda are acknowledged through submission of the Acknowledgement of Addendum form.

1.6 Except as otherwise provided herein, all responses which are incomplete or which are not in conformance with the law, may be rejected as non‐responsive. Timely responses received will be subject to applicable laws and regulations governing public disclosure. Submission to this request indicates acceptance by the respondent of the conditions contained in this RFQ, and the intent to enter into an Agreement with Commission.

1.7 RFQ Submittal: All responses to this RFQ must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail. For questions regarding vendor registration or instructions on quotes submittal, please contact Melanie Freeman at mfreeman@flysav.com.

1.8 RFQ Opening: The opening of this RFQ will take place at the Savannah Airport Commission.

RFQ information will not be available until after an award has been made. Once an award is made, the awarded Vendor(s) will be notified via email.

1.9 Contract Term: N/A

1.10 Force Majeure: If by reason of Force Majeure, either party hereto will be rendered unable wholly or in part to carry out its obligations under this Agreement then such party will give notice and full particulars of Force Majeure in writing to the other party within 30-calendar days after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, will be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party will endeavor to remove or overcome such inability with all reasonable dispatch.

mailto:mfreeman@flysav.com

1.11 Certification: N/A

1.12 Prices to be Firm: Submission of prices in this RFQ will remain firm for 90 days after the closing date of this RFQ.

1.13 Cancellation: In the event of default of the Vendor, the contract may be cancelled by SAC within (30) days written notice, unless otherwise specified. The Vendor will be given an opportunity to cure the default within the 30‐day written notice period.

1.14 Payment Terms: Payment terms are net 30 days upon receipt of goods and validation of services by the Commission. All invoices must reference the purchase order number and will be addressed to SAC’s Accounting Department @ accountspayable@flysav.com.

The Commission will not provide prepayment for any order.

1.15 Time of Delivery: The bidder must specify the approximate timeframe of delivery of items after a request is made by the Commission.

1.16 Delivery Point: The specified shipping address for all items associated with this RFQ is 640 Gulfstream Road, Savannah, GA. 31408.

1.17 Contract PO Document: The Commission will consider its executed Purchase Order (PO) or executed contract between the Vendor and SAC as the primary and binding contract document between SAC and the awarded Vendor.

2.0 REQUIREMENTS FOR SUBMISSION

2.1 The Commission will award the most responsible and responsive bidder.

2.2 DETAILED SPECIFICATIONS

• (13) Panasonic Toughbook 55 Note: Docking Stations for the MDTs are not needed and should not be included in pricing.

GENERAL REQUIREMENTS:

3.0 Terms and Conditions: By signing this document, the Vendor agrees to abide by all the terms and conditions contained in this RFQ. Any exceptions to the requirements of this RFQ, or the SAC terms and conditions of this RFQ will be noted in writing, with detailed explanation, and included with the RFQ submittal by using the attached exceptions sheet. The contractor acknowledges that taking exceptions to this RFQ may subject the response submittal to be rejected.

3.1 The Vendor will not attempt to discuss any aspects of the request with any other party except for the POC noted in this RFQ. No verbal agreements will be considered during the bid/quote process. The Commission reserves the right to reject the bid/quote of any Vendor violating this provision.

3.2 Supplemental Agreements: The awarded vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract (i.e., invoice requirements, ordering requirements, specialized delivery, etc.). Any supplemental agreement developed as a result of this contract is mailto:accountspayable@flysav.com exclusively between the participating entity and awarded vendor.

3.3 Completeness: All requested information and required forms must be completed, signed, and submitted with this document to constitute a proper bid/quote. The entire package must be returned, complete with all required forms, signature, and information. Failure to complete or comply with any part of the specifications or requirements in this RFQ may constitute a basis of rejection. It is within the rights of the Commission to reject any RFQ submittal in this solicitation document.

3.4 To be eligible for award, bidders shall be a bona fide wholesale stocking distributor, dealer or manufacturer of the products listed in this bid, with the facilities, personnel and equipment to perform all requirements of this solicitation.

3.5 Required Forms:

(a) The full RFQ will be completed in its entirety.

(b) Local, Small Business Form: If your company does not hold the LSBE designation, please check the box noted as non-applicable. If your company is an LSBE, please complete the form, while also including your LSBE Certificate along with the form in this section.

(c) Vendor Certification Form: Please complete the form in its entirety.

(d) Unit Pricing Sheet: Please be sure to itemize all costs. Docking stations for the MDTs are not required in this RFQ and will not be included in costs.

(e) Exceptions Sheet: If there are any differences or additional requirements to the items or requests of this RFQ, please be sure to list them on the exceptions form. If not, please note it as non-applicable (N/A).

(f) Acknowledgement of Addenda Form: If applicable, please sign and complete the form in its entirety. If there is not an associated addendum with this RFQ, the Addendum Form is not required to be submitted. The form must be submitted if there is an associated addendum. Note: Please submit all responses on September 6, 2024, after issuance of last addendum on September 5, 2024 to ensure that all addenda are acknowledged. (if applicable)

3.6 RFQ Procurement Schedule

RFQ Opens Monday, August 19, 2024 Questions From Bidders Are Due No Later Than (NLT) 5pm on September 2, 2024 SAC Issues Last Addendum to Answered Questions (if applicable) Note: Please submit all responses on September 6, 2024, after issuance of last addendum on September 5, 2024 to ensure that all addenda are acknowledged. (if applicable) September 5, 2024 Bidder’s Final Responses Are Due to SAC COB (5:00PM EST), September 20, 2024 SAC Evaluates Responses September 23, 2024 – November 15, 2024 SAC Makes Contact With the "Successful Bidder" NLT November 18, 2024 SAC Makes Contact With the "Unsuccessful Bidder(s)" NLT November 18, 2024

3.7 Errors: Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids/quotes.

Vendors are cautioned not to obliterate, erase, or strike‐over any printed material as set forth in this RFQ. In quoting prices, wherever the Vendor has made an error and has corrected, all such corrections should be initialed by the person signing this RFQ. If errors occur in the extension of prices in the RFQ, the unit prices will govern. Failure to comply with this provision may result in rejection of Vendor’s submittal. All documents submitted must be legible.

3.8 Changes/Modifications: No changes or modifications will be made to any Savannah Airport

Commission forms, or your request may be considered null or void. If changes or modifications are noted by SAC, the bid submitted by Vendor may be rejected.

3.9 Compliance with Laws: The Vendor will obtain and maintain all licenses, permits, liability insurance, workman’s compensation insurance, and maintain compliance with any other federal, state, or local requirements during the term of the contract with SAC.

3.10 Specifications: Whenever mention is made of any article, material, or workmanship to be in accordance with any laws, ordinances, codes, regulations, etc., these requirements will be construed to be the minimum requirements of these specifications.

3.11 Multiple Request: Depending upon product/service being requested, the Vendor may be required to submit more than one RFQ response. Any alternate responses to the RFQ must be brought to the Savannah Airport Commission’s attention and noted on submitted documentation as a separate and alternative request.

3.12 Invoicing: The Commission normally will pay properly submitted Vendor invoices within thirty

(30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order (PO) with reference to the PO number and submitted to the correct address for processing.

3.13 Description of Materials: N/A

3.14 Brand Name: If and wherever brand names, make, manufacturers, trade names, Vendor catalogs, or model numbers are stated, they are for the sole purpose of establishing a grade or quality of material.

3.15 “OR EQUAL” Interpretation: It is the Vendor’s responsibility to prove to SAC that each item offered by the Vendor is equal to the grade or quality of material specified. The Vendor will clearly indicate the product, including brand, catalog, model number, etc. being offered and supply sufficient data in detail to enable an intelligent comparison to be made with the brand or manufacturer specified. Failure to submit the required information may be sufficient grounds for rejection of bid/quote. The Commission will be the sole judge concerning the merits of the RFQ response submitted.

3.16 Quality: All items used for the manufacture or construction of any supplies, materials, equipment, or service will be new unless otherwise specified. All materials will be of the best quality, and to the highest grade of workmanship that meets the specs in this document.

Materials or service must comply with all applicable Federal, State, or OSHA requirements.

3.17 Acceptance of Material: N/A

3.18 Default: Any contract made between SAC and the Vendor may be cancelled by SAC in whole or in part via written notice, upon the vendor’s non‐performance or violation of contract terms. An award may be made to the lowest quoting vendor for material or services specified, with consideration of lead time and purchases may be made on the open market. The defaulting vendor will be liable for costs to the Commission in excess of the defaulted contract prices. The Vendor will continue the performance of this contract to the extent any part is not terminated under the provisions of this clause.

3.19 Guarantee: The vendor will unconditionally guarantee items and workmanship on all uniforms/items for the vendor’s specified guaranteed period, unless otherwise stated.

Within the guarantee period, if any defects occur which are due to faulty items and/or services must be satisfied to the complete satisfaction of the Commission.

3.20 Add/Delete Items: During the term of the contract, items and or services may be added and/or deleted to the contract upon agreement between the successful Vendor and SAC.

3.21 Additional Information: Prior to the final selection, Vendors may be required to submit additional information which may be necessary to further evaluate the Vendor’s response and/or qualifications. If such information is required, the Vendor will be notified and will be permitted approximately seven (7) days to submit the information requested.

3.22 Reimbursement: The Commission will not reimburse the Vendor for any costs associated with the preparation and submittal of any RFQ response, or for any travel and/or per diem costs that are incurred.

3.23 Gratuity: Vendors will not offer gratuities, favors, or anything of monetary value to any official, employee or agent of the Commission as a means of influencing consideration of this RFQ.

3.24 Submitted Material: All requests, responses, inquiries, or correspondence relating to, or in‐ reference to this document submitted by Vendors will become the property of the Commission when received. Once an award is made, all excess copies the Vendor’s request may be destroyed.

4.0 SPECIAL CONDITIONS:

4.1 Mandatory Requirements: The Commission has established certain requirements with respect to solicitations to be submitted by Vendors. Whenever the terms “must,” “” or “is” are used in the package, the specifications being referred to are a mandatory requirement.

Failure to meet any requirement(s) may cause rejection of the Vendor’s submittal.

4.2 Tax Exempt: The Commission is exempt from State Sales Tax. If a tax‐exempt certificate is necessary, please contact the SAC Purchasing Department.

4.3 Indemnification: Seller/Vendor agrees for itself and its contractors, subcontractors, suppliers, employees, agents, servants, patrons, customers, visitor and licenses to indemnify, protect, save and hold harmless the SAC, its members, directors, officers, employees, and agents against any expense, loss or liability paid, suffered or incurred, including any environmental fines and/or penalties, as a result of any breach by Seller/Vendor, Seller/Vendor’s agents, servants, employees, patrons, contractors or subcontractors, suppliers, customers, visitors or licenses of any covenant or condition of any agreement with Buyer/SAC or as a result of the seller’s/buyer’s work or a product or service provided by seller/vendor or the seller’s/Vendor’s use, occupancy or presence on SAC’s property or the carelessness, negligence or improper conduct of seller/Vendor, seller’s/Vendor’s contractors, subcontractors, suppliers, employees, agents, servants, patrons, customers, visitors, or licenses. Such indemnification will be to the extent caused in whole or in part by negligent acts or omissions by the Seller/Vendor, its contractors, subcontractors, suppliers, employees, agents, servants, patrons, customers, visitors or licensees. Seller/vendor agrees to defend buyer/SAC from any legal or equitable actions brought against buyer/SAC based on the work or a product or service provided by seller/vendor or the carelessness, negligence or improper conduct of Seller/Vendor, Seller’s/Vendor’s contractors, subcontractors, suppliers, employees, agents, servants, patrons, customers, visitors, or licenses.

4.4 Basis of Award: Any contract awarded as a result of a selection process is to be awarded to the most responsive and responsible vendor whose bid is evaluated to be the most advantageous to the Commission. All other vendor accommodation that best suits the needs of the Commission will also serve as the basis of the award. Vendor availability to seek or exceed SAC’s specifications and requirements will be considered.

4.5 Changes and Alterations: N/A

4.6 Statutory Affidavit: N/A

4.7 Cure and Cover Clause: If a successful Vendor fails, or SAC concludes that there is a reasonable likelihood that the Vendor will not be able to timely perform its obligations under this RFQ and/or contract, SAC may (in addition to any other contractual, legal, or equitable remedies) proceed to take any of the following actions after a five (5) day written notice to the Vendor.

(a) Withhold any monies then or next due to the Vendor; or

(b) Terminate the contract and obtain the deliverables (or equivalent) or portion thereof (or equivalent) from a third party, pay the third party for the same, and withhold the amount so paid from any money then or thereafter due party Vendor and hold Vendor liable for any amounts paid to the third party (or parties) to the extent that withholding payments to the Vendor does not cover SAC’s cost of cover.

4.8 The Savannah Airport Commission Reserves the Right:

(a) to reject any or all RFQs or any part thereof; and

(b) to waive any irregularities and/or technicalities on the RFQ; and

(c) to accept the Vendor that is in the best interest of SAC; and

(d) to obtain clarification or additional information; and

(e) to purchase either selected items, or to not select any Vendor or purchase any goods and/or services resulting from this request; and

(f) to reject any Vendor who has previously failed to perform properly or complete on time projects of a similar nature, or

(g) to reject any Vendor whom an investigation shows Vendor is not in a position to perform the project and/or service as specified in this RFQ.

(h) to cancel a Purchase Order (PO) and/or contract if the vendor fails to meet the obligations/agreement in the bid response (i.e. pricing, agreed time-frame of delivery).

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