Explosive Trace Detection Device (RFQ 2025_00.pdf

REQUEST FOR QUOTATION

RFQ 2025-0018

EXPLOSIVE TRACE DETECTION DEVICE

Issuance Date: February 5, 2025

Due Date: March 11, 2025, by Close of Business (COB)

(5:00 PM EST)

Bidder 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 response submittal, 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 are received by the Commission. 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 an Explosive Trace Detection Device. The device must be of the latest design and model and will have all the standard equipment normally furnished.

1.2 Unless otherwise stated, items equal to the identified brand name will be acceptable, considering quality, workmanship, economy of operation, and suitability for the purpose intended. The device furnished will be new without repair, and appointments listed by the manufacturer as standard equipment and must meet all equipment requirements by State and Federal safety regulations. The device must be of the latest design models and shall have all the standard equipment normally furnished with such models.

1.3 Quality Assurance Products shall be Designed, Tested, Rated, and Certified in accordance with, and installed in compliance with all local, City, State and Federal Standards and Codes. All material and equipment shall meet or exceed existing material specifications.

Material brand identified is used merely as a specification and not as a statement of a preference for the specific product identified. Unless otherwise stated, items equal to the identified brand name will be acceptable, considering quality, workmanship, economy of operation, and suitability for the purpose intended. Items must meet these MINIMUM requirements.

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

1.5 A copy of the bidder’s specifications for these units will be submitted with the bid. The successful bidder will have parts and service support capabilities available in the Savannah, Georgia area (within 50 miles of Savannah, GA). If applicable, bidders are required to provide service locations for equipment associated with this RFQ.

1.6 Pre‐Bid Conference: N/A

1.7 Receipt for RFQ and Addenda: All addenda associated with this RFQ will be provided through https://savannahairport.bonfirehub.com/ by the date noted in this 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.

1.8 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 bidder of the conditions contained in this RFQ, and the intent to enter into an Agreement with Commission.

1.9 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 bid response submittal, please contact Melanie Freeman at mfreeman@flysav.com.

mailto:mfreeman@flysav.com

1.10 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 bidder(s) will be notified via email.

1.11 Contract Term: N/A

1.12 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.

1.13 Certification: N/A

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

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

1.16 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.

1.17 Time of Delivery: The bidder must specify the approximate timeframe of delivery of the device on the Pricing Sheet.

1.18 Warranty: The bidder must specify the warranty associated with the units, as designated on the Pricing Sheet.

1.19 Delivery Point: The specified shipping address associated with this RFQ is 640 Gulfstream

Road, Savannah, GA. 31408.

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

2.0 REQUIREMENTS FOR SUBMISSION

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

mailto:accountspayable@flysav.com

2.2 Specifications: Below are the specifications for the Explosive Trace Detection Device. The device must meet or exceed the specifications below.

1. TSA Approved: Equipment must meet all TSA certification standards.

2. Mobile Unit: Equipment must be portable and easy to transport.

3. Detection Capabilities: The unit o Must identify the detected substance(s) causing an affirmative response.

o Must detect explosives and hazardous materials.

o Must detect fentanyl and other narcotics.

o Must include advanced threat recognition software with automatic alerts.

4. Battery Life:

o Prefer the unit provides a minimum of 3-5 hours of continuous battery operation.

o Swappable internal battery pack preferred.

o If there is no internal battery, it must be compatible with an external battery pack.

5. Ease of Use:

o Intuitive user interface.

6. Size and Weight:

o Compact design to fit in tight spaces while maintaining functionality.

o Lightweight for ease of mobility by a single operator.

7. Compliance and Record-Keeping:

o Prefer the ability to log scans and maintain detailed records for TSA audits.

8. Training and Support:

o Access to technical support and maintenance services 24/7.

o The vendor must provide initial, comprehensive training for operators.

Additional Features:

o Units certified to withstand light precipitation during transport are preferred.

o Very low-cost sample swabs are preferred.

o Modular design for easy upgrades and futureproofing.

Warranty o Bidders will specify warranty details of the device on the Pricing Sheet.

GENERAL REQUIREMENTS:

3.0 Terms and Conditions: By signing this document, the bidder 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 Cone of Silence: The bidder 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 bidder violating this provision.

3.2 Supplemental Agreements: The awarded contractor 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 exclusively between the participating entity and contracted bidder.

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 Broker’s Clause: 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 fulfil all requirements of this solicitation.

3.5 Required Forms: The full bid response will be completed in its entirety.

(a) Local, Small Business (LSB) /Minority Business Form: Please complete the Local, Small Business/Minority Business Form for this RFQ. If your company does not hold an LSB or Minority Business Designation, please check the box noted as non-applicable. If your company is an LSB/Minority Business, please complete the form, while also including your LSB Certificate/Minority Business Certification along with the form in this section.

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

(c) Pricing Sheet: Please complete the unit pricing sheet in its entirety. Pricing needs to include all costs associated with the device. Please include the warranty, maintenance service location for warranty of equipment if applicable, and Estimated Time of Delivery after award for the units.

(d) Exceptions Sheet: If there are any differences or additional requirements to the item 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).

(e) 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. Please do not submit your bid until after SAC has issued the final addendum, per the date noted in 3.6 of this RFQ. Early submissions before final the final addendum is published can result in absence of Acknowledgement of Addendum, resulting in a non-responsive bid.

3.6 RFQ Procurement Schedule

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

Bidders are cautioned not to obliterate, erase, or strike‐over any printed material as set forth in this RFQ. In quoting prices, wherever the bidder 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 bidder’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 the bidder may be rejected.

3.9 Compliance with Laws: The bidder 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 bidder 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 bidder 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, bidder catalogs, or model numbers are stated, they are for the sole purpose of establishing a grade or quality of material.

RFQ Opens February 5, 2025 Questions From Bidders Are Due No Later Than (NLT) 5pm on February 18, 2025 SAC Issues Last Addendum to Answered Questions (if applicable) February 21, 2025 Bidder’s Final Responses Are Due to SAC COB (5:00PM EST), March 11, 2025 SAC Evaluates Responses March 12, 2025 – April 30, 2025 SAC Makes Contact With the "Successful Bidder" NLT May 2, 2025 SAC Makes Contact With the "Unsuccessful Bidder(s)" NLT May 2, 2025

3.15 “OR EQUAL” Interpretation: It is the bidder’s responsibility to prove to SAC that each item offered by the bidder is equal to the grade or quality of material specified. The bidder 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 services 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 bidder may be cancelled by SAC in whole or in part via written notice, upon the bidder’s non‐performance or violation of contract terms. An award may be made to the lowest quoting bidder for material or services specified, with consideration of lead time and purchases may be made on the open market. The defaulting bidder will be liable for costs to the Commission in excess of the defaulted contract prices. The bidder 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 bidder will unconditionally guarantee items and workmanship on all uniforms/items for the bidder’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 bidder and SAC.

3.21 Additional Information: Prior to the final selection, bidders may be required to submit additional information which may be necessary to further evaluate the bidder’s response and/or qualifications. If such information is required, the bidder 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 bidder 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: Bidders 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 bidders will become the property of the Commission when received. Once an award is made, all excess copies that bidders 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 bidders. 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 bidder’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 bidder whose bid is evaluated to be the most advantageous to the Commission. All other bidder accommodation that best suits the needs of the Commission will also serve as the basis of the award. Bidder 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 bidder fails, or SAC concludes that there is a reasonable likelihood that the bidder 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 bidder.

(a) Withhold any monies then or next due to the bidder; 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 bidder and hold bidder liable for any amounts paid to the third party (or parties) to the extent that withholding payments to the contractor 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 bidder 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 bidder or purchase any goods and/or services resulting from this request; and

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

(g) to reject any bidder whom an investigation shows bidder 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 bidder fails to meet the obligations/agreement in the bid response (i.e., pricing, agreed timeframe of delivery).

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