Camera_Equipments RFQ.pdf

Event Description

RFQ #25554-86566

00385/115043

The Indiana Department of Homeland Secuirty is in need of various camera equipment.

Specific product details are included in the event packet. The shipping location is 302 W.

Washington Street. RM. E208 Indianapolis, IN 46204.

Please note that we are tax exempt.

Submission Instructions:

A completed bid package MUST be submitted by the due date/time. The bid package is available for download through the Bid Documents link in the Event Name column. This bid is not eligible for electronic bid through the Supplier Portal.

If you are viewing the event through the bidder portal, please be sure to check https://www.in.gov/idoa/procurement/current-business-opportunities/ for additional details and documents related to this event.

Questions and completed bids must be emailed to DaCarnahan@dhs.in.gov.

General Comments

- As required by IC 4-13-2-14.8:

Notwithstanding any other law, rule, or custom, a person or company who has a contract with the State or submits invoices to the State for payment shall authorize in writing the direct deposit by electronic funds transfer of all payments by the State to the person or company. The written authorization must designate a financial institution and an account number to which all payments are to be credited. For forms and additional information see the State Comptroller's website at https://www.in.gov/comptroller/forms/

- Prior to award of this solicitation, your business needs to be registered as a Bidder with the State; see the information posted at https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-th e-state/bidder-profile-registration/. Click Create a Bidder Profile. You may also see the Buy Indiana page at https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/buy-indian a/ for certification information. It is preferred that businesses register immediately, so that a delay of the solicitation award will not occur. You must keep your registration updated and your information current at all times.

- Supplier must include shipping and/or any other additional costs in bid response. Shipping and/or additional costs will not be paid if added to invoice.

- TERMS AND CONDITIONS

1. ACKNOWLEDGMENT: This solicitation/award contains the complete and final agreement between State and Vendor and no other agreement in any way modifying any of said terms and conditions will be binding upon State or Vendor unless made in writing and signed by State's and Vendor's authorized representative.

2. PRICING: Unit price must be entered and extended, and the total price of the solicitation must be shown. Unit prices are to be quoted/bid on the basis of the unit specified. A binding contract will be created, if the solicitation is accepted, by the issuance of a purchase order at any time within the period so given. Each bidder should carefully check his/her solicitation before submitting it to the Procurement Division of the Department of Administration. If there is an error between the unit price and total price, the unit price shall prevail. Awarded Prices: Prices listed for each item are firm and cannot be changed. Any revision in price may be rejected at the discretion of the IN Dept. of Administration, Contract Administration Director and may result in cancellation of the Purchase Order without recourse on the part of

Event Details

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 1 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

Event Currency: US Dollar Bids allowed in other currency: No the awarded vendor.

3. TERMINATION FOR CONVENIENCE: This contract may be terminated, in whole or in part, by the State whenever, for any reason, the State determines that such termination is in the best interest of the State of Indiana. Termination of services shall be affected by delivery to the contractor of a Termination Notice at least thirty (30) days prior to termination effective date, specifying the extent to which performance of services under which such termination becomes effective. The contractor shall be compensated for services rendered prior to the effective date of termination. The Contractor shall be compensated for services herein provided but in no case shall total payment made to contractor exceed the original contract price due on contract or any price increase be allowed on individual line items if canceled only in part prior to the original termination date.

4. INSURANCE: If this agreement provides for work to be performed by the Vendor on property owned or controlled by the State of Indiana, or on property of others named herein, Vendor shall be responsible for providing all necessary unemployment and workers' compensation insurance for the Contractor's employees. Upon request, Vendor shall furnish a written certificate of insurance specifying the name of the Insurer and the policy and expiration date.

5. F.O.B. DESTINATION: The State of Indiana prefers solicitations to be submitted on a delivered basis; therefore all solicitations will be considered to be made on the basis of all shipping charges prepaid and allowed. If transportation charges are NOT allowed, the bidder must so state and show such charges in his/her solicitation. The shipment must be prepaid and transportation charges added to the invoice. The State of Indiana will pay for such transportation charges only on the basis of the lower price, whether it is the one shown in the solicitation or the charges shown on the prepaid freight bill. THE STATE OF INDIANA DOES NOT HAVE FACILITIES FOR COLLECT

SHIPMENTS; THEREFORE, COLLECT SHIPMENTS WILL NOT BE ACCEPTED.

6. TITLE: Title to all drawings, blueprints, dies, patterns, tools and all other property prepared or constructed by Vendor at Vendor's plant or elsewhere or ordered for use in connection with the order to the extent that the State of Indiana has made payment, therefore, or has furnished to Vendor at no charge, shall vest in and be the property of the State of Indiana and shall be identified as such; and Vendor assumes all liability for loss or failure to deliver such property to the State of Indiana.

7. DELIVERY: Vendors are warned the agency receiving delivery is not alone authorized to modify the contract terms. Delivery must be made at time agreed upon. If any indicated or actual delays arise, the agency designated to receive the merchandise must be notified immediately and the cause for such delay stated. If any goods are not delivered within the time specified on any purchase order, or within a reasonable time not exceeding 30 days after receipt of a purchase order if no time is specified, the agency may refuse to accept such goods, and the Department of Administration, Procurement Division, may cancel this agreement. Each package shall be numbered and labeled with the State of Indiana's purchase order number, contents and weight, and shall contain an itemized packing slip and be properly packed for shipment. The Vendor shall make no deliveries on verbal orders except from the Using Agency on purchases less than $5,000 and only with written approval on purchases greater than $5,000 from the Indiana Department of Administration Procurement Division.

8. OPEN COMPETITION: The specifications contained herein are intended to be nonrestrictive.

Although at times brand names and model numbers may be used, they are merely intended to be guidelines to establish criteria and quality for competitive bidding. Alternate quotes/bids will be evaluated and may be acceptable as long as they can be verified as equal or better than specified as determined by the Indiana Department of Administration and the Using Agency. All offerors bidding alternate products are requested to submit detailed specifications with their solicitation. Any Specifications, drawings, notes, instructions, engineering notices or technical data referred to in the Solicitation/Purchase Order shall be deemed to be incorporated herein by reference as if fully set forth.

9. QUANTITY: Goods shipped in excess of quantity designated in Purchase Order may be returned at the Vendor's expense.

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 2 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

10. QUALITY: Vendor warrants all materials and/or services delivered hereunder to be free from defect of material or workmanship, and to conform strictly to the specifications, drawings, or samples specified or furnished. This warranty shall survive any inspection, delivery, acceptance, or payment by the State of Indiana of the material or service.

11. INSPECTION: All material, workmanship, or services entering into the performance of this Order shall be subject to State's (or designated representative's) inspection and test at all times before, during, or after manufacture. Vendor shall furnish, without additional charge, all reasonable facilities and assistance for the safe and convenient inspections and tests required by the inspectors. Final inspection and acceptance shall be on State's premises unless otherwise specified. The State of Indiana shall have the right to reject and return at Vendor's expense, or to require at Vendor's expense, the correction or replacement of materials, workmanship, or services which are defective or do not conform to the requirements of this Order. All rejects shall be held at transportation and handling costs until returned to Vendor or corrected by Vendor.

12. Nondiscrimination: Pursuant to IC 22-9-1-10 and Civil Rights Act of 1964, Contractor and its Agents, if any, shall not discriminate against any employee or applicant for employment, to be employed in the performance of this contract, with respect to his hire, tenure, terms conditions or privileges of employment or any matter directly or indirectly related to employment, because of his race, color, religion, sex, disability, national origin, ancestry or status as a veteran.

The contractor understands that the State is a recipient of federal funds. Pursuant to that understanding the contractor, and its subcontractor, if any, agree that if the contractor employs 50 or more employees and does at least $50,000.00 worth of business with the State and is not exempt, the contractor will comply with the affirmative action reporting requirements of 41 CFR 60-1.7. Breach of this covenant may be regarded as a material breach of contract. The State of Indiana shall comply with Section 202 of Executive Order 11246, as amended, 41 CFR 60-250, and 41 CFR 60-741, as amended, which are incorporated herein by specific reference.

13. TAXES: Prices listed on an invoice submitted by Vendor for payment is not to include any tax for which the State is exempt. The State of Indiana will furnish an exemption certificate for tax for which the State is exempted if such is required. The State will not be responsible for any taxes levied on the Vendor as a result of this agreement.

14. CONTAINERS AND PACKING: The State of Indiana will not advance the cost of drums, carboys, cylinders, barrels, bags, or other such returnable containers which, in the custom of the trade, are considered as the property of the Vendor, except under the following conditions: charges for such containers are to be covered by memo invoice, the State guarantees to return such containers when empty, and transportation charges are collect to destination specified by the Vendor. If the State fails to return containers within a reasonable time, it guarantees to pay for them. The bid must clearly state Vendor's compliance with the foregoing conditions and the charges applying to containers. No charge will be allowed for packing, crating, or cartage, unless specified by the Vendor in his/her solicitation.

15. PATENTS: The vendor agrees to defend, at its own expense, the State of Indiana and the Using Agency and to hold it harmless with respect to any claims that the equipment furnished by the Vendor under this agreement infringes or allegedly infringes any patents of the United States and with respect to any and all suits, controversies, demands, and liabilities arising out of such claim; provided that the foregoing shall not apply to infringement resulting from Vendor's use of a patented invention required to comply with the written instructions of the State, if such patented invention is not normally utilized by the Vendor, and provided that the State:

A. Gives the Vendor a prompt written notice of any claim; and B. Allows the Vendor to control and fully cooperates with the Vendor in the defense and all related settlement negotiations.

16. CONTINGENCIES: Neither party hereto shall be liable to the other for default or delay in delivering or accepting goods hereunder if caused by fire, strike, riot, war, act of God, delay of carriers, governmental order or regulation, complete or partial shut down of plant by reason of inability to obtain sufficient raw materials or power, and/or any other similar or different contingency beyond the reasonable control of the respective parties. This solicitation/award may

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 3 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

be canceled by the State of Indiana without liability in the event of a petition in bankruptcy being filed by or against the Vendor, or in the event of the appointment of any receiver.

17. FORCE MAJEURE: In the event that either party is unable to perform any of its obligations under this contract - or to enjoy any of its benefits - because of natural disaster or decrees of governmental bodies not the fault of the affected party (hereinafter referred to as a Force Majeure Event), the party who has been so affected shall immediately give notice to the other party and shall do everything possible to resume performance. Upon receipt of such notice, all obligations under this contract shall be immediately suspended. If the period of nonperformance exceeds thirty (30) days from the receipt of notice of the Force Majeure Event, the party whose ability to perform has not been so affected may, by giving written notice, terminate this contract.

18. COMPLIANCE WITH LAWS: The Contractor agrees to comply with all applicable federal, state, and local laws, rules, regulations, or ordinances, and all provisions required thereby to be included herein are hereby incorporated by reference. The enactment of any state or federal statute or the promulgation of regulations thereunder after execution of this agreement shall be reviewed by the State of Indiana and the Contractor to determine whether the provisions of the contract require formal amendment.

19. GOVERNING LAWS: This contract shall be construed in accordance with and governed by the laws of the State of Indiana and suit, if any, must be brought in the State of Indiana.

20. PAYMENTS: All payment obligations are subject to the encumbrance of monies and shall be made in arrears in accordance with Indiana law, IC 5-17-5-1, and state fiscal policies and procedures and in this regard the Contractor agrees to execute such State payment (invoice) forms not inconsistent herewith.

21. WARRANTY: The Seller will furnish all parts and maintenance at no charge for a period of at least 90 days or the manufacturers standard warranty, whichever is longer, beginning on the first day after acceptance by the agency provided that such maintenance and parts are not required because of accident, neglect, misuse, failure of electrical power or air-conditioning, humidity control, or causes other than ordinary use. Any such service required as a result of erroneous site preparation specifications furnished by the Seller or otherwise required due to the fault or negligence of the Seller, shall also be provided by the Seller at no additional charge. All replaced parts shall become the property of the Seller. Prior to the expiration of the warranty period, whenever equipment is shipped for a mechanical replacement purpose, the Seller, shall bear all cost of such shipment including, but not limited to cost of packing, transportation, rigging drayage, and insurance. The warranty shall apply to the replacement machine beginning on the first day following delivery of the replacement machine to the using agency.

22. INFORMATION TECHNOLOGY ACCESSIBILITY: The Contractor acknowledges and agrees that all hardware, software and services provided to or purchased by the State must be compatible with the principles and goals contained in the electronic and information technology accessibility standards adopted by the Architectural and Transportation Barriers Compliance Board under Section 508 of the Federal Rehabilitation Act of 1973 (29 U.S.C. 749d), as amended.

- This req will make the RFQ for an SSE.

Camera equipment for fire investigator drones.

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 4 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 5 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

Line Details No Bid:

Line: 1 Item ID: Line Qty: 5 UOM: Each Weighting: 33.33 Bid Qty: 5 Required: No Reserve Price: No

Description: Nikon Z6II Camera Body

Question UOM Best Worst Weighting Response What is your quote/bid price? 100%

Required: Yes Mandatory Response: No

Response Comments

No Bid:

Line: 2 Item ID: Line Qty: 5 UOM: Each Weighting: 33.33 Bid Qty: 5 Required: No Reserve Price: No

Description: Nikon Z 24-200mm Lens

Question UOM Best Worst Weighting Response What is your quote/bid price? 100%

Required: Yes Mandatory Response: No

Response Comments

No Bid:

Line: 3 Item ID: Line Qty: 5 UOM: Each Weighting: 33.33 Bid Qty: 5 Required: No Reserve Price: No

Description: Godox TT350 Flash

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 6 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

Question UOM Best Worst Weighting Response What is your quote/bid price? 100%

Required: Yes Mandatory Response: No

Response Comments

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 7 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST

Bidder Information Firm Name:

Name: Signature: Date:

Phone #: Fax #:

Street Address:

City & State: Zip Code:

Email:

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Homeland Security IN Dept of Homeland Security Main Office

302 W WASHINGTON ST RM E208

INDIANAPOLIS IN 46204

United States

Contact: Daniel Carnahan - 00385 Phone:

Email: DaCarnahan@dhs.IN.gov

State of Indiana Request for Quotation Event ID Format Type Page 00385-0000086566 Buy RFx 8 Event Round Version 1 1 Event Name Camera Equipments Start Time Finish Time

01/06/2026 12:00:00 EST 02/06/2026 12:30:00 EST