City_of_St_Marys_RFP_Security_Services.pdf

City of St. Marys, Georgia

Request for Proposals (RFP)

Alarm, Fire, Video Surveillance, and Security System Services

Issue Date: Nov 06, 2025

Closing Date: Nov 21, 2025

Building / Facility

Security System

Fire Alarm (Fire/Smoke)

Access Control

Current City Hall

Future City Hall

Mainstreet (Current)

Visitor Center

Orange Hall & Property

Police Dept / Coast Guard Station

I. Introduction The City of St. Marys, Georgia, invites qualified and experienced firms to submit proposals for comprehensive Alarm, Fire, Camera System, and Security System Services. The selected firm will oversee the operation, maintenance, and expansion of the City’s network of electronic door locks, surveillance cameras, fire systems, and alarms (fire, smoke, and burglary).

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in

Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

The Owner reserves the right to reject any or all proposals/bids received, to waive informalities and to re-advertise, pursuant to federal and state law.

II. Scope of Work The selected firm will provide comprehensive management services, including fire and burglary alarm monitoring only, access control, maintenance, service, installation, integration, master security plan development, and documentation deliverables.

City of St. Marys – Building Systems & Services F&B Alarm Monitoring

Camera System

Fire Stations ☐ ☐ Public Works

Marina & Property

Gilman Park Downtown

(4) Water Plants

Point Peter Treatment Plant

Scrubby Bluff Treatment Plant

Library ☐ Aquatic Center

Submarine Museum

Experience and

Qualifications

Demonstrated expertise in similar municipal or institutional security system management.

III. Contract Type This RFP will establish an Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Task

Orders will be issued for specific services, defining scopes, costs, and timelines. Fire and Burglary Alarm Monitoring paid monthly.

IV. Proposal Requirements Each proposal must include the following: company profile, experience & qualifications, project plan & approach, pricing, equipment specifications, references, and insurance/licensing documentation.

V. Evaluation Criteria and Scoring Matrix Evaluation Category Description Maximum Points

Project Plan & Approach Quality, clarity, and feasibility of the proposed plan, including the emergency response strategy.

Cost Proposal Reasonableness, transparency, and competitiveness of proposed pricing.

Proposed Equipment &

Technology

Suitability, reliability, and integration capability of proposed systems.

References Strength and relevance of references from similar clients.

Total Possible Points 100

VI. Submission Instructions All proposals must be received no later than 4:00 PM on November 21, 2025, submitted to

Sarah Lee, Purchasing Department, City of St. Marys, 418 Osborne Street, St. Marys, GA 31558, or via email at slee@stmarysga.com.

VII. Tentative Schedule Event Date

RFP Release November 06, 2025

Deadline for Questions November 14, 2025

Proposal Due Date November 21, 2025

Evaluation Period November 21-25, 2025

Notice of Award December 2, 2025

Contract Start Date January 2, 2026

VIII. Terms and Conditions The Contractor must comply with all applicable laws and regulations and maintain required licenses and insurance throughout the contract term. The City reserves the right to reject any or all proposals.

Responses to this RFP must be addressed and delivered to City of St Marys Finance Department, 418 Osborne St., St Marys, GA 31558 no later than November 21, 2025 at 4:00 PM (EST). The proposals will be opened publicly at this time, and contractors names will be read aloud. Proposals must submit five (5) copies in a sealed package clearly labeled with the submitting company’s name and address, as well as the words “Alarm, Fire, Video Surveillance, and Security System Services” on the outside of the envelopes. Any proposal not received by the deadline or not properly marked will not be opened for consideration.

Neither faxed nor email submissions will be accepted. No proposal may be withdrawn for a period of ninety (90) days after the above opening date.

You are required to email your business name, contact person, email address, physical address, phone number, and the project name to Sarah Lee, Purchasing Coordinator @ slee @stmarysga.gov, to be placed on the Plan holders List. Failure to do so will prevent you from receiving addenda that are issued.

Contractor’s Name:

State Entity’s Name: City of St. Marys

State Solicitation/

Contract No.:

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the State Entity, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the attached Subcontractor Affidavit.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the

State Entity at the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

[NOTARY SEAL]

Notary Public

My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

Alarm, Fire, Video, Access Control, and Security System

IMMIGRATION AND SECURITY FORM

(GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT)

IMMIGRATION AND SECURITY FORM

Entity’s Name: City of St. Marys

Solicitation Name or

ADDITIONAL INSTRUCTIONS TO CONTRACTOR: Identify all subcontractors used to perform under the state contract. In addition, you must attach a signed and notarized affidavit (attached) from each of the subcontractors listed below. The contractor is responsible for providing a signed and notarized affidavit to the

State Entity within five (5) days of the addition of any new subcontractor used to perform under the identified state contract.

Subcontractors:

Alarm, Fire, Video, Access Control, and Security System

Subcontractor’s

(Your) Name:

Entity’s Name: City of St. Marys

Solicitation Name or

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Subcontractor which is engaged in the physical performance of services under a contract with the

Contractor identified above on behalf of the State Entity identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

EEV / E-VerifyTM Company Identification Number

BY: Authorized Officer or Agent Date

(Subcontractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

DAY OF , 20

[NOTARY SEAL]

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

Alarm, Fire, Video, Access Control, and Security System

IMMIGRATION AND SECURITY FORM

City of St. Marys Affidavit Verifying Status

For City Public Benefit Application

By executing this affidavit under oath, as an application for a City of St. Marys, Georgia Business License or Occupation

Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for:

Business License

Georgia Occupational Tax Certificate

Alcohol License

Taxi Permit or

Other public benefit

Please check one

Name:

Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity

1. I am a United States citizen

OR

2. I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality

Act 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of the Official Code of

Georgia Section 16-10-20.

Signature of Applicant Date

SUBCRIBED AND SWORN

Printed Name

DAY OF ,

Alien Registration number for non-citizens

*Note: O.C.G.A. § 50-36-1 (e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provided their alien registration number. Because legal permanent residents are included in the federal definition of “alien,” legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

TELEPHONE

(912) 882-4415

418 OSBORNE STREET * ST. MARYS, GEORGIA 31558

NOTICE OF AWARD

TO:

ACCEPTANCE OF NOTICE

Receipt of the above Notice of Award is hereby acknowledged:

By: , this the day of , 2025.

Signature Title

PROJECT NAME:

Alarm, Fire, Video, Access Control, and Security System

The Owner has considered the Bid submitted by you on , 2025, for the above-described

Work in response to its Advertisement Request for Bids.

You are required by the Information for Bidders to execute the Agreement and furnish the required

Documents per the Contract Documents for the Alarm, Fire, Video, Access Control, and Security

System within ten (10) calendar days from the date of this Notice to you.

If you fail to execute said Agreement and to furnish said documents within 10 days from the date of this

Notice, the Owner will be entitled to consider all your rights arising out of the Owner’s acceptance of your Bid as abandoned. The Owner will be entitled to such other rights as may be granted by law.

You are required to return an acknowledged copy of the Notice of Award to the Owner.

Dated this day of , 2025.

By: Title: Director of Public Works

St. Marys City Hall

TO:

You are hereby notified to commence work in accordance with the Agreement dated , 2025, on or before , 2025.

Dated this day , 2025.

By: Title: Public Works Director

Bobby Marr

ACCEPTANCE OF NOTICE

Receipt of the above Notice to Proceed is hereby acknowledged:

By: this the day of , 2025.

Printed Name

Signature Title

PROJECT NAME:

Alarm, Fire, Video, Access Control, and Security System

TELEPHONE

(912)510-4000

418 OSBORNE STREET * ST. MARYS, GEORGIA 31558

NOTICE TO PROCEED

St. Marys City Hall