Investigation Interview Audio-

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 1 of 31

FINANCE DEPARTMENT

PURCHASING DIVISION 100 TENTH STREET, P.O. BOX 1340

COLUMBUS, GEORGIA 31902-1340

706-225-4087, FAX 706-225-4086

BIDLINE 706-225-4536

www.columbusga.org

Date: March 20, 2023

INVITATION FOR

QUOTATIONS:

PQ NO. 23-0012

Qualified vendors are invited to submit sealed bids, subject to conditions and instructions as specified for the furnishing of:

INVESTIGATION INTERVIEW AUDIO / VIDEO

RECORDING SYSTEM FOR COLUMBUS FIRE & EMS

GENERAL SCOPE

The Columbus Consolidated Government (the City) is seeking quotes from qualified vendors to provide and install one (1) digital audio/video interview recording system for investigation interviews for the Columbus Fire & EMS Department.

DUE DATE

APRIL 5, 2023 – 2:30 PM (EASTERN)

Responses must be submitted via DemandStar on or before the due date. A virtual opening will be held during the 3:00 PM hour of the due date. Responding vendors are not required but are invited to attend the opening.

If you wish to attend the virtual opening, use one of the Microsoft Teams meeting options: Click here to join the meeting or call in (audio only) +1 478-239-

0725,,855808406# United States, Macon Phone Conference ID: 855 808 406# Find a local number | Reset PIN. Note: Columbus Consolidated Government is not responsible for technical issues that may arise during the virtual opening.

SUBMISSION

REQUIREMENTS

See APPENDIX B for Submission Requirements, Submission Requirements Checklist, and DemandStar Registration and Submission Instructions.

ADDENDA

IMPORTANT INFORMATION

Any and all addenda will be posted on the Purchasing Division’s web page, at https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote.

“NO QUOTE”

RESPONSE

Refer to the form on Page 3 if you are not interested in this invitation.

Andrea J. McCorvey Purchasing Division Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government http://www.columbusga.org/ https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZDBhMjU0OWQtNzhmMC00MWI3LWFmYTUtMWE5Mzg1MjYzNjJh%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%2522f6bad3c9-1001-44da-acff-b25808ccd0c4%2522%252c%2522Oid%2522%253a%252231b993f8-2ba4-4447-8595-e9bd2a9237bb%2522%257d&data=04%7C01%7CDLewis%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378728883%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=EtqSxTlQyxV6y%2Fbuj7jQhhssFaCviAFruPTKL665iPk%3D&reserved=0 tel:+14782390725,,855808406# tel:+14782390725,,855808406# https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F59f93fad-7434-42f9-b866-29ac5c89c046%3Fid%3D855808406&data=04%7C01%7CDLewis%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378728883%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=VVDIVins36aPwsCTcm3xO81%2FChUT7B5Np0mgAp9rAas%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.microsoft.com%2F59f93fad-7434-42f9-b866-29ac5c89c046%3Fid%3D855808406&data=04%7C01%7CDLewis%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378728883%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=VVDIVins36aPwsCTcm3xO81%2FChUT7B5Np0mgAp9rAas%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fmysettings.lync.com%2Fpstnconferencing&data=04%7C01%7CDLewis%40columbusga.org%7C76679aafcef641b2945608d8c307fdd1%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637473786378738837%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=B3EFQGocYOaZ%2FWJeJvvy0qfiZu309O0I%2BWBqssG8iuo%3D&reserved=0 https://www.columbusga.gov/finance-2/bid-opportunities

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 2 of 31

IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification system. You must register with the Team Georgia Market

Place/Georgia Procurement Registry to receive future procurement notifications via http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier.

If you have any questions or encounter any problems while registering, please contact the Team Georgia Marketplace

Procurement Helpdesk:

Telephone: 404-657-6000

Fax: 404-657-8444

Email: procurementhelp@doas.ga.gov http://doas.ga.gov/state-purchasing/suppliers/getting-started-as-a-supplier mailto:procurementhelp@doas.ga.gov

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 3 of 31

STATEMENT OF “NO QUOTE”

Complete and return this form immediately if you do NOT intend to Quote:

Email: bidopportunities@columbusga.org Mail: Columbus Consolidated Government Purchasing Division P.O. Box 1340 Columbus, GA 31902-1340

We, the undersigned decline to bid on your PQ No. 23-0012, for Investigation Interview Audio/Video Recording System for Columbus Fire & EMS for the following reason(s):

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below) There is insufficient time to respond to the Invitation for Quotations.

We do not offer this product or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Remarks:

COMPANY NAME: ______________________________________________

AGENT: ______________________________________________

DATE: ______________________________________________

TELEPHONE NUMBER: ______________________________________________

EMAIL ADDRESS: ______________________________________________

mailto:bidopportunities@columbusga.org

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 4 of 31

PQ - GENERAL PROVISIONS

THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE SPECIFICATIONS.

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations and award of all contracts and is specifically incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing Division.

1. TERM “CITY”. The term “City” as used throughout these documents will mean Consolidated Government of Columbus, Georgia.

2. PREPARATION OF FORM. Responses shall be submitted on the forms provided by the City. All figures must be written in ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be crossed out, corrections inserted adjacent thereto, initialed in ink by the person signing the proposal. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. Failure to properly sign forms, in ink, will render response incomplete.

3. EXECUTION OF THE PRICE QUOTE. Execution of the price quote will indicate the vendor is familiar and in compliance with all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.

4. QUOTE DUE DATE. The quote submission must arrive in the Purchasing Division on or before the stated due date and time. Upon receipt, quotes will be time and date stamped. Quotes will remain sealed and secured until the stated due date and time for the PQ opening.

5. QUOTATION RECEIPT AND OPENING. Sealed Quotations shall be opened publicly in the presence of one or more witnesses at the time and place stated in the public notice. The amount of each quotation, the bidder's name and such other relevant information as the Purchasing Manager deems appropriate shall be recorded and retained in accordance with Georgia law. The record and each bid shall be open to the public in accordance with Article 3, 301A of the Procurement Ordinance (Public Access to Procurement Information).

6. LATE RESPONSES. It is the responsibility of the vendor to ensure responses are submitted by the specified due date and time. Responses received after the stated date and time will be returned, unopened, to the vendor. The official clock to determine the date and time will be the time/date stamp located in the Finance Department. All responses received will be time and date stamped by the official clock. The City will not be held responsible for the late delivery due to the U.S. Mail Service, or any other courier service.

7. RECEIPT OF ONE RESPONSE. In the event only one response is received, the Purchasing Division shall conduct a survey of vendors to inquire of “no quote” responses and non-responsive vendors. If, from the survey, it is determined by the Purchasing Division that specifications need revision, the one response received will be returned, to the responding vendor, with a letter of explanation and a new solicitation prepared. If it is determined that other vendors need to be contacted, the due date will be extended, and the one response received will remain secured until the new due date. The vendor submitting the single response will receive a letter of explanation. If it is determined the one response received is from the only responsive, responsible vendor, the single response will be evaluated by the Purchasing Division and the using agency for award recommendation.

8. RECEIPT OF TIE QUOTES. In the event multiple responsive, responsible vendors are tied for the lowest price and all other terms and requirements are met by all tied vendors, the award recommendation shall be resolved in the order of the preferences listed below:

1. Award to the local vendor whose principal place of business is located in Columbus, Georgia.

2. Award to vendor previously awarded based on favorable prior experience.

3. Award to vendor whose principal place of business is located in the State of Georgia.

4. If feasible, divide the award equally among the vendors.

5. If it is not feasible to award equally and only two vendors are tied, perform a coin toss in the presence of the two vendors, either in person or virtually.

6. If the above preferences are insufficient to resolve the tie, all quote responses will be rejected and the PQ will be re-advertised.

9. RECEIPT OF MULTIPLE RESPONSES. Unless otherwise stated in the specifications, the City will accept one and only one response per vendor. Any unsolicited multiple response(s) will not be considered. If prior to the due date, more than one response is received from the same vendor, the following will occur: (1) the vendor will be contacted and required to submit written acknowledgment of the response to be considered; (2) the additional response(s) will be returned to the vendor unopened. If on the due date more than one response is enclosed in a single response package, the City will consider the vendor non-responsive and all responses will be returned to the vendor.

10. CONDITION AND PACKAGING. Unless otherwise defined in the specifications, it is understood and agreed that any item offered or furnished shall be new, in current production and in first class condition, that all containers shall be new and suitable for storage or shipment, and that prices include standard commercial packaging.

11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the quoted price(s). The City will pay no additional charges.

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12. CORRECTION OR WITHDRAWAL OF RESPONSE/CANCELLATION OF AWARDS. Corrections or withdrawals of inadvertently erroneous responses before or after due date, or cancellation of awards of contracts based on such mistakes may be permitted where appropriate. Mistakes discovered before due date may be modified or response withdrawn by written notice received in the office of Purchasing prior to the due date.

After the due date, no changes in prices or other provisions of responses prejudicial to the interest of the City or fair competition shall be permitted. In lieu of correction, a low, responding vendor alleging a material mistake of fact may be permitted to withdraw its response if the mistake is clearly evident, or if the vendor submits evidence which clearly and convincingly demonstrates that a mistake was made. All decisions to permit corrections or withdrawals of responses or to cancel awards or contracts based on mistakes will be supported by the written determination of the Purchasing Officer.

13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this solicitation, a written addendum will be provided to all vendors. The City is not bound by any oral representations, clarifications, or changes made to the written specifications by City employees, unless such clarification or change is provided to the vendors in written addendum form from the Purchasing Officer. Vendors will be required to acknowledge receipt of the addenda (if applicable) in their response. The vendor may provide an initialed copy of each addendum or initial the appropriate area on the pricing page. Failure to acknowledge receipt of the addenda (when applicable) will render response incomplete. It is the vendor’s responsibility to contact the City for copies of addenda, if price quote solicitation documents are received from any source other than the City.

14. EVALUATION AND AWARD. Quotation responses will be evaluated by the using agency for award recommendation.

Purchasing Staff will perform further review for due diligence. During the evaluation of responses, the City reserves the right to request clarification of responses and to request the submission of references, if deemed necessary for a complete evaluation of responses. Award will be made to the responsive and responsible vendor whose response is most economical according to criteria designated in the solicitation. The determination of the lowest responsive and responsible vendor may involve all or some of the following factors: prices, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payment, compatibility as required, other cost, and other objective and accountable factors, if any, (which are further described in the specifications). The City shall be the judge of the factors and will make the award in the best interest of the City.

15. TIME FOR CONSIDERATION. Responses must remain in effect for at least thirty (30) days after date of receipt to allow for evaluation.

16. SECURITY AND PERFORMANCE BOND. Security (Bid Bond) shall be required for competitive solicitations for contracts when deemed necessary by the City. Security shall be a bond provided by a surety company authorized to do business in the State, or in the form of a certified check. Security shall be in an amount equal to at least five percent (5%) of the quoted amount.

The City will accept a copy of a bid bond on the due date. However, if a copy of a bid bond is submitted, the vendor must submit to the Purchasing Division the identical original document within five (5) days after the due date. If the original document is not received within the five (5) days, the response will not be considered.

If a Performance Bond is required, such shall be executed by a surety company authorized to do business in the State. The performance bond shall be equal to one hundred percent (100%) of the quoted price.

17. SUBCONTRACTING. Should vendor intend to subcontract all or any part of the work specified, name(s) and address (es) of sub-contractor(s) must be provided in response (use additional sheet if necessary). The vendor shall be responsible for subcontractor(s) full compliance with the requirements of the specifications. THE COLUMBUS CONSOLIDATED

GOVERNMENT WILL NOT BE RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS.

18. DISQUALIFICATION OF VENDORS AND REJECTION OF RESPONSES. Vendors may be disqualified and rejection of responses may be recommended by the City for any (but not limited) to the following reasons:

(A) Receipt after the time limit for receiving responses as stated in the invitation.

(B) Any irregularities contrary to the General Provisions or specifications.

(C) Unbalanced unit price or extensions.

(D) Unbalanced value of items.

(E) Failure to use the proper forms furnished by the Consolidated Government.

(F) Failure to complete the proposal properly.

(G) Omission of warranty, product literature, samples, acknowledgment of addenda or other items required to be included with response.

(H) Failure to properly sign forms.

The City reserves the right to waive any minor informality or irregularity. The City reserves the right to reject any and all responses.

19. BRAND NAMES OR EQUAL. Whenever in this invitation any particular material, process and/or equipment are indicated or specified by patent, proprietary or brand name of manufacturer, such wording will be deemed to be used for the purpose of facilitating description of the material, process and/or equipment desired by the City. It is not meant to eliminate vendors or restrict competition in any process. Any manufacturers names, drawings, trade names, brand names, specifications and/or catalog numbers used herein are for the purpose of description and establishing general quality levels. Vendors may propose equivalent equipment, services or manufacturer. Any response that is equivalent to or surpasses stated specifications will be

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 6 of 31 considered. Determination of equivalency shall rest solely with the City. Please Note: Due to existing equipment, specific manufacturers may be required to facilitate compatibility.

20. ASSIGNMENT OF CONTRACTUAL RIGHTS. It is agreed that the successful vendor will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any sureties.

21. DISCOUNTS. Terms of payments offered will be reflected in the space provided on the pricing page. Cash discounts will be considered net in the evaluation process. All terms of payment (cash discounts) will be taken and computed from the date of delivery of acceptable material or services, or the date of receipt of the invoice, whichever is later.

22. TAXES. The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-8-3.

Federal ID No. 58-1097948.

23. FEDERAL, STATE AND LOCAL LAWS. All vendors will comply with all Federal, State, and Local laws and ordinances, relative to conducting business in Columbus, Georgia.

24. INCLUSIONS. When inclusions are required, such as warranty information, product literature/specifications, references, etc, the inclusions should reference all aspects of the specific equipment or service proposed by the vendor. Do not include general descriptive catalogs. References to literature or other required inclusions submitted previously does not satisfy this provision. Responses found to be in non-compliance with these requirements will be subject to rejection.

25. NON-COLLUSION. By signing and submitting this response, vendor declares that its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competition in connection with this invitation. In the event said vendor is found guilty of collusion, the company and agents will be removed from the City’s bid list for one full year and any current orders will be canceled.

26. INDEMNITY. The successful vendor agrees, by entering into this contract, to defend, indemnify and hold City harmless from any and all causes of action or claims of damages arising out or under this contract.

27. DISADVANTAGED BUSINESS ENTERPRISE. Disadvantaged Business Enterprises (minority or women owned businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.

28. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE. The Consolidated Government of Columbus, Georgia (“the City”) is committed to using Disadvantaged Business Enterprises (DBEs) (small, women-owned and minority business enterprises) to the greatest extent practical in all solicitations and day-to-day procurement needs of the City and to taking specific affirmative actions to meet these commitments.

The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful vendor will comply with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.

29. AWARDS TO LOCAL BUSINESSES. Except for construction contracts, Federally funded projects, Request for Proposals and Request for Qualifications, awards will be made to responsive and responsible local businesses proposing a cost not more than two percent (2%) above the low bid or quote for contracts involving an expenditure less than or equal to $25,000.00; and made to responsive and responsible local businesses proposing a cost not more than one percent (1%) above the low bid or quote for contracts involving an expenditure greater than $25,000.00.

30. RIGHT TO PROTEST.

(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and of no effect.

(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.

(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5) business days prior to the opening of bids or the closing date of proposals or qualification statements.

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

31. FAILURE TO QUOTE. Vendors choosing not to submit a response are requested to return a Statement of “No Quote”.

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32. PRODUCT/EQUIPMENT DEMONSTRATION - SITE VISIT. During the evaluation, the City reserves the right to request a demonstration or site visit of the product, equipment or service offered by a vendor. The demonstration or site visit shall be at the expense of the vendor. Vendors who fail to provide demonstration or site visit, as requested, will be considered non-responsive.

33. CANCELLATION PROVISIONS. After the receipt of a product or piece of equipment, it is found that said item does not perform, as specified and required, payment for said product or equipment will be withheld. The successful vendor will be notified of the non-performance in writing. After notification, the successful vendor will have ten (10) calendar days, from the date of notification, to deliver product or equipment, which performs satisfactorily. If a satisfactory product is not delivered within 10 calendar days, from the notification date, the City will cancel the contract (purchase order) and award to the next low, responsive, responsible vendor. The vendor will be responsible for the pick-up or shipment of the unsatisfactory equipment or product.

34. QUESTIONS: Questions concerning specifications must be submitted, in writing, at least 5 (five) working days (Monday - Friday) prior to due date. Questions received less than five working days prior to due date will not be considered.

35. SAMPLES: When samples are required to be included with the response, the vendor will be responsible for the following:

1) Unless otherwise specified, vendors are required to submit exact samples of item(s) proposed. Do not submit sample of “like” item(s).

2) Affix an identification label to each individual sample to include vendor’s name, price quote title and number.

3) Make arrangements for the return of sample after the award. All shipping costs will be the responsibility of the bidder.

If vendor does not make arrangements for return of sample, within 30 days after award, the sample will be discarded.

36. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations and performance.

37. PAYMENT DEDUCTIONS: The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees, etc.

38. PAYMENT TERMS: The City's standard payment term is usually net 30 days, after successful receipt of goods or services.

Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or invoice is in dispute.

39. FINAL CONTRACT DOCUMENTS: If a formal contract is required as a result of the Request for Bid; the final contract shall include the following: 1) The RFB; 2) Addenda; 3) Awarded Vendors(s) Bid response; 4) Awarded Vendor(s) Clarifications; and

6) Awarded Vendor(s) Business Requirements

NOTICE TO VENDORS

Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.—By mayor or councilmembers.

Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid to the consolidated government. (Ord. No. 92-60, 6-23-92)

Sec. 2-3.06. - Same—By members of boards, authorities, commissions.

No member of any board or authority or commission or other independent or subordinate entity of the consolidated government shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a b id to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such membership. (Ord. No. 92-61, 6-23-92)

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DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY

ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO THE

PURCHASING DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION

SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR

TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION REGARDING

BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE

PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE

INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH

THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT CITY

EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION

COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY

OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS, CLARIFICATIONS,

OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING DIVISION IN

WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS

ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE

USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART

OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL

BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS,

OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES,

UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN

A WRITTEN ADDENDUM FROM THE PURCHASING MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

“QUESTION/CLARIFICATION FORM” TO FAX OR EMAIL QUESTION.

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD,

MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION.

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QUESTION/CLARIFICATION FORM

DATE:

TO: Patti Postorino, Buyer Email BidOpportunities@ColumbusGA.org

RE: PQ No. 23-0012; Investigation Interview Audio/Video Recording System for Columbus Fire & EMS

Questions/clarification requests must be submitted at least five (5) business days before the due date:

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org

PQ No. 23-0012 Investigation Interview Audio/Video Recording System Page 10 of 31

TION/CLARIFICATION FORM

GENERAL SPECIFICATIONS

INVESTIGATION INTERVIEW AUDIO/VIDEO RECORDING SYSTEM

FOR COLUMBUS FIRE & EMS

PQ No. 23-0012

I. SCOPE

The Columbus Consolidated Government (the City) is seeking quotes from qualified vendors to provide and install one (1) digital audio/video interview recording system, Legaltek LX Oracle (LXO) 1080P HD, or current production model equivalent, for investigation interviews for the Columbus Fire & EMS Department. The quote should include all labor and material for a turn-key solution.

See Appendix A for Technical Specifications.

The City reserves the right to reject any or all quotes, to waive any informality in quotes, to accept in whole or in part such quote or quotes as may be deemed in the best interest to the City.

II. BRAND NAME DISCLOSURE

It is not the intent of Columbus Consolidated Government (City) to restrict competition in any purchasing process. Any manufacturers’ names, drawings, trade names, brand names, information and/or catalog numbers used herein are for purpose of description and establishing general quality levels. Such references are not intended to be restrictive; any equivalent products of any manufacturer may be offered. Any bid that is equivalent to or surpasses these specifications will be considered; determination of equivalency shall rest solely with the City.

III. COOPERATIVE CONTRACT PURCHASE OPTION

The City reserves the right to make this purchase via any comparable Cooperative Contract, if the contract cost is lower and meets the City’s requirements.

IV. QUESTIONS/ADDENDA

Questions and requests for clarification must be submitted within five (5) business days of the due date (see pages 8 & 9). Changes to the specifications (if any) will be provided in the form of an addendum, which will be posted on the web page of the Finance Department/Purchasing Division of Columbus Consolidated Government at https://www.columbusga.gov/finance-2/bid-opportunities.

It is the vendors’ responsibility to periodically visit the web page for addenda before the due date and prior to submitting a quote.

V. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT/E-VERIFY

Pursuant to O.C.G.A. § 13-10-91, a public employer shall not enter into a contract for the performance of services unless the contractor registers and participates in the federal work authorization program. If a supplier is providing services under a contract with a total compensation amount of $2,500 or greater, (even if such services will be performed outside of the State of Georgia), Columbus Consolidated Government requires a notarized affidavit from the supplier attesting to the following:

(A) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(B) The user identification number and date of authorization for the affiant;

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(C) The affiant will continue to use the federal work authorization program throughout the contract period; and

(D) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (A), (B), and (C) of this paragraph.

Additional information regarding the State’s E-Verify requirements can be found at:

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E- Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

VI. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract.

Insurance requirements are listed on the attached Insurance Checklist. The limits shown are minimum limits. Vendor shall indicate the actual limit they will provide for each insurance requirement. The vendor shall complete the Insurance Checklist and include with quote response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the vendor’s ability and agreement to provide the required insurance, in the event of contract award.

The successful candidate shall provide the required Certificates of Insurance within 10 business days after award notification. The Certificates of Insurance will name Columbus Consolidated Government as an additional insured, as well as, list the applicable project or annual contract name, and/or solicitation name and number. The Certificate of Insurance will be included with the contract documents prior to signing.

VII. QUOTE SUBMISSION REQUIREMENTS

Quote responses must be submitted via DemandStar. See APPENDIX B for: Submission Requirements; Submission Requirements Checklist; and DemandStar Registration and Submission Instructions.

Each bidder shall include the following information with bid submission. Bidder shall submit ONE

(1) ELECTRONIC RESPONSE VIA DEMANDSTAR (See Appendix B). The City reserves the right to request any omitted information, to exclude E-Verify Affidavit and Communication Concerning This Solicitation, WHICH DOES NOT AFFECT THE SUBMITTED BID PRICE.

Bidders shall be notified, in writing, and shall have two (2) days, after notification to submit the omitted information. If the omitted information is not received within two (2) days, the Bidder shall be deemed non-responsive and the Bid Submission will be deemed “Incomplete”:

A. PQ Form - Pricing Page (Form 1) B. Statement of Qualifications and Work Guarantee (Form 2) C. E-Verify/GSICA Form: Refer to page 11, Section VII, regarding (Form 3) D. Communication Concerning This Solicitation (Form 4) E. Addenda Acknowledgement (Form 5): Acknowledge receipt for all addenda (if any).

Addenda will be posted at https://www.columbusga.gov/finance-2/bid-opportunities.

Vendors are responsible for periodically visiting the web page, to check for addenda, prior to the bid due date and before submitting a bid.

F. Federal Compliance (Form 6) G. Form W-9, Request for Taxpayer Identification Number and Certification: Complete and return Page 1 of the Form W-9 available at https://www.irs.gov/pub/irs-pdf/fw9.pdf H. Insurance Checklist: Refer to page 11, section VIII, regarding (Form 7) https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.irs.gov%2Fpub%2Firs-pdf%2Ffw9.pdf&data=04%7C01%7CSChandler%40columbusga.org%7Cc8628469737742381e5308d874344954%7Cf6bad3c9100144daacffb25808ccd0c4%7C1%7C0%7C637387115206133623%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=ewiVdDodqCsxBoc9QJQD7YCSxNc8H3CD6UZAKUMWV%2Bw%3D&reserved=0

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I. Product Literature: Bidders shall submit with their bid the latest printed specifications and advertising literature on the units they propose to furnish.

J. Warranty Information: Provide a copy of manufacturer’s warranty, printed on manufacturer’s letterhead.

K. Business License: Vendors located in Muscogee County shall submit a current copy of their City of Columbus Business License (Occupation License). If the business is not located in Muscogee County and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the vendor will not be required to pay occupation taxes in Columbus, Georgia.

If the business location is not in Georgia, vendor must provide a current copy of their active Articles of Incorporation from the State and/or a current business license from the City/State in which business is located.

If you have questions regarding this requirement, please contact Yvonne Ivey, Revenue Manager: 706-225-3091.

VIII. AWARD/DELIVERY/INVOICE

A. Award: This PQ will be awarded to the lowest, responsive, responsible vendor. The City will be the sole judge of the factors and will make the award accordingly. Should the successful vendor not be able to supply the required product(s), The City reserves the right to procure from other sources.

B. Delivery: All freight, shipping and delivery charges must be included in the unit price. The City will not authorize additional freight, shipping, delivery charges, or any other additional fees.

The successful vendor shall deliver the equipment to:

Columbus Consolidated Government, Fire Marshal’s Office Public Safety Building 510 10th Street, 2nd Floor Columbus, GA 31901

C. Invoice: Invoice(s) must reference the purchase order number and be forwarded to:

IX. TERMINATION OF CONTRACT

A. Default: If the contractor refuses or fails to perform any of the provision of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or non-performance and if not cured within ten (10) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor's right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

In the event of termination in whole or in part the Purchasing Division Director may procure similar supplies or services, from other sources, in a manner and upon terms deeded appropriate by the Purchasing Division Director. The contractor shall continue performance of the contract to the extent it is not terminated and shall be liable for excess costs incurred in procuring similar goods or services.

Columbus Consolidated Government Accounting Division – Accounts Payable P. O. Box 1340 Columbus, Georgia 31902-1340

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B. Compensation: Payment for completed supplies delivered and accepted by the City shall be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Division Director deem necessary to protect the City against loss because of outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services.

C. Excuses for Nonperformance or Delayed Performances: Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms, if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God;

acts of public enemy; acts of the City and any other governmental entity in its sovereign or contractual capacity; fires; floods; epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather.

If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deeded in default, unless the supplies or services to be furnished by the subcontractor were reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

Upon request of the contractor, the Purchasing Division Director shall ascertain the facts and extent of such failure, and, if such director determines that any failure to perform was occasioned by any one or more of the excusable causes, and that, but for the excusable cause, the contractor's progress and performance would have met the terms of the contact, the delivery schedule shall be revised accordingly.

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TECHNICAL SPECIFICATIONS

I. SCOPE

The Columbus Consolidated Government (the City) is seeking quotes from qualified vendors to provide and install one (1) digital audio/video interview recording system, Legaltek LX Oracle (LXO) 1080P HD, or current production model equivalent, for investigation interviews for the Columbus Fire & EMS Department. The quote should include all labor and material for a turn-key solution.

The City reserves the right to reject any or all quotes, to waive any informality in quotes, to accept in whole or in part such quote or quotes as may be deemed in the best interest to the City.

II. SYSTEM REQUIREMENTS

The system needs to be capable of digitally recording and storing both audio and video evidence for criminal investigations.

III. INSTALLATION

The installation will involve a separate room for the interview which will house the camera and microphone components; as well as, a control room for the DVR to be housed with a single monitor. Additionally, the Department requires hard line feeds to be run to three (3) nearby offices to the existing computer monitors so that that each investigator can witness the interview room for his/her separate work station.

See diagram (Page 15) for description and distance measurements. Site visits will be accommodated, if needed. To schedule a site visit, contact Fire Deputy Chief Ricky Shores at 706-225-4212.

APPENDIX A

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FORM 1

PQ FORM - PRICING PAGE

FOR COLUMBUS FIRE & EMS DEPARTMENT

The undersigned hereby agrees that he/she has carefully examined the specifications herein referred to and will provide and install all equipment services and terms of the Consolidated Government of Columbus for the equipment described.

DESCRIPTION QUANTITY UNIT PRICE

Investigation Interview Audio/Video Recording System 1 $

Installation of Audio/Video Recording System $

TOTAL: $

*All shipping, delivery, and /or freight charges must be included in unit price. Columbus Consolidated Government will pay no additional shipping, delivery, freight charges or any other additional fees.

Non-commercial alternates will not be accepted. Each Vendor is requested to provide the unit price based on the type of material and design identified in Appendix A.

The undersigned agrees to deliver and install the Audio/Video Recording System to Columbus Consolidated

Government, Fire & EMS Department, Columbus, GA, 31904, within _______ days after receipt of the purchase order.

In the event the Consolidated Government of Columbus would consider options to purchase additional quantities of Audio/Video Recording System in the FY23 budget year (July 1, 2022 through June 30, 2023), the purchase price would be: _$_____________________.

In the event the Consolidated Government of Columbus would consider options to purchase additional quantities of Audio/Video Recording System in the FY24 budget year (July 1, 2023 through June 30, 2024), the purchase price would be: _$______________________.

Additional purchases are contingent upon price comparisons with the Cooperative Contract Purchase Option (See

Section V of General Specifications.)

If there is a discrepancy between words and figures, the words will prevail. The above prices are total prices delivered to the City as described herein. Except as stated in the instructions, the City will pay no charges that are not included in the above bid. Any and all deviations from the specifications must be approved by the City in advance of changes/revisions to items to be furnished and delivered. Additional cost resulting from contractor requested and approved revisions are the responsibility of the contractor.

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The vendor attaches hereto and makes a part hereof drawings and specifications of the equipment it proposed to furnish, in the quantity and level of detail required by the instructions. The vendor agrees to furnish an invoice to the City as far in advance of delivery or completion as possible (to facilitate payment).

Vendor’s Name Website

Vendor’s Street Address City State Zip (P. O. Boxes will Render Bid Incomplete)

Vendor’s Remittance or Mailing Address (If different) City State Zip

Phone Number Fax Number Email Address

Signature of Authorized Representative “Print” Name and Title Date of Signature

Please initial if business is Minority or Woman owned; if not, “N/A”:

Minority owned: _____ Woman owned: _____

If certified as a DBE or WBE, list the certifying agency: ____________________

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FORM 2

STATEMENT OF QUALIFICATIONS & WORK GUARANTEE

Investigation Interview Audio/Video Recording System for Columbus Fire & EMS

1. Company Name: _____________________________________________________________________

2. Permanent Main Office Address: _________________________________________________________

3. Date company organized; if a corporation, when/where incorporated? ____________________________

4. How many years have you been providing the requested equipment and services under your present company/trade name? _________________________________________________________________

5. List at least three (3) similar projects your company has performed within the last three (3) years, stating contract value and month/year of completion:

Company Name/Address Contact Person/

Telephone Contract Value

Month/Year of Completion

6. List personnel that will be assigned to this project, their qualifications, and years of experience:

(Attach additional sheet, if necessary)

7. Have you ever failed to complete a project and/or defaulted on a contract? If so specify when and with whom:

8. Describe your statement of Warranty and Guarantee of Work: __________________________________

Signature of Authorized Representative Print Name and Title of Signatory

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GEORGIA SECURITY AND IMMIGRATION COMPLIANCE”

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of

Columbus Consolidated Government has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Company ID Number (numerical, 4-7 digits) Date of Authorization

**See https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES to access your E-Verify Company Identification Number.

Date of Authorization

Name of Contractor

Investigation Interview Audio/Video Recording System for Columbus Fire & EMS; PQ No. 23-0012

Name of Project

Columbus Consolidated Government

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ____, 20___ in ________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________, 20___.

NOTARY PUBLIC

My Commission Expires: _________________________________

A properly completed, notarized E-Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s proposal non-responsive and…