Patrol Vehicle Laptop Replacme

REQUEST FOR PROPOSAL

FOR

PATROL VEHICLE LAPTOP REPLACEMENT

RFP 2023-007

ISSUE DATE March 13, 2023

DUE DATE: April 13, 2023

INVITATION FOR PROPOSALS FOR PATROL VEHICLE LAPTOP

REPLACEMENT

The City of Douglasville, Georgia, is issuing this request for proposal for furnishing the products and / or services described herein.

Completed proposals must be uploaded to http://www.bidnet.com by

2:00 p.m. eastern standard time on April 13, 2023. Any proposal received after this date and time will not be accepted. In order to be considered for selection, any proposer must submit a complete response to the invitation. Incomplete proposals may not be considered if the omissions are determined to be significant at the sole discretion of the City of Douglasville. Proposals must be submitted in two parts: (A) the Technical Proposal without the Fee Schedule; (B) the

Fee Schedule without the Technical Proposal. The Technical Proposal must contain all required documents, the Contractors, and

Subcontractors affidavits of compliance with the Georgia Security and

Immigration Act, affidavits of compliance with the Georgia Crime and

Information Center (GCIC), a current occupational/business license and a W-9 form. The Fee Schedule must include the full legal name of the company providing the equipment and leasing services. The City reserves the right to reject any non-responsive proposal, or all proposals submitted and to request additional information from any or all proposers. Any contract awarded will be awarded to the proposer, who, based upon evaluation of all proposals, is determined to have submitted the best proposal, considering both technical factors and http://www.bidnet.com/ fees.

I. GENERAL INFORMATION

A. PURPOSE

The purpose of this Request for Proposal is to establish a contract for the purchase of equipment and leasing services of

Getac S410G4 laptop computers. The following specifications are required:

Intel i5 processor with 16GB Ram and a 256GB SSD Windows 10 Pro upgradeable to Windows 11 Pro Touchscreen Extra bright sunlight readable display Stylus Power Cord Backlit keyboard Wifi Bluetooth Barcode Reader At least 1 USB 3.0 port, but at least 2 USB ports.

3 year complete no fault warranty

B. ANTICIPATED SCHEDULE OF EVENTS

The timetable for this RFP is presented below:

Activity Date

Optional appointments

(On-site review of equipment)

Week of March 20 – 24, 2023

Questions due by 2:00 p.m.

(EST)

March 31, 2023

Proposals due by 2:00 p.m. April 13, 2023

Approval and award TBD

Please note approval and award date are tentative and based upon Mayor and City Council meeting date availability.

II. CITY OF DOUGLASVILLE PATROL DIVISION INFORMATION

The City of Douglasville Police Department has an approximate operational fleet of seventy (70) marked patrol vehicles with permanently mounted Havis computer stands and docking stations. Each officer is assigned a Getac laptop which is utilized daily. The patrol officers utilize these computers to respond to calls for service, create and submit reports, and obtain necessary information in the performance of their assigned duties. The computers are also utilized by the Drone/Robot team to stream, monitor, and review video as well as to create mission assignments.

III. STATEMENT OF NEEDS

A. Procurement

The vendor should be able to obtain and deliver Getac S410G4 computers in a timely manner that meet the exact specifications described above. The vendor should also be a preferred Getac vendor, so the equipment needs take priority over the private sector orders.

B. Warranty

The vendor must be able to provide equipment replacement or repairs in a manner that will not inhibit the daily operations of the City of Douglasville Police Department.

C. Leasing Plan Capability

The vendor must have the capability to enter into a 3-year lease agreement with the City of Douglasville for the aforementioned Getac S410G4 computers and provide all necessary services. A lease contract must be provided by the vendor who is awarded the contract. The contract will be reviewed and approved by the City of Douglasville city attorney.

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL PROPOSAL PREPARATION REQUIREMENTS

1. Proposal Preparation

a. Proposals shall be signed by an authorized representative of the proposing company. All information requested must be submitted.

b. Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the Invitation to Submit Proposals. Emphasis should be placed on completeness and clarity of content.

c. The Technical proposal shall be a single volume and relate solely to the response to the Request for Proposal.

Nothing shall be included in the Technical Proposal which would indicate, in whole or in part, the cost component of the proposal or would be otherwise indicative of the dollar amount associated with the Technical Proposal. All

Fee Schedule documentation to be provided via

Bidnet.com as a separate file.

d. Ownership of all data, materials and documentation prepared for and submitted to the City in response to this Invitation to Submit Proposals shall belong exclusively to the City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open

Records Act, Official Code of Georgia Annotated, Section

50-18-70, et. seq., unless otherwise provided by law.

2. Costs incurred to prepare a proposal are solely those of the proposer. Nothing contained within this Invitation to Submit

Proposals is indicative of intent by the City to reimburse the proposer, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals.

B. SPECIFIC PROPOSAL PREPARATION REQUIREMENTS

Proposals shall be as thorough and detailed as possible so that the City may properly evaluate the vendor’s capabilities to provide the required services. Proposers shall submit the following items as a complete proposal:

1. COMPLETE, SIGNED COPY OF THE MANDATORY PRE-

QUALIFICATION FORM

Failure to meet the mandatory criteria contained in this form will result in immediate rejection of the entire proposal and no evaluation of the remainder of the Technical Proposal will be made.

2. TECHNICAL PROPOSAL

a. Detailed written narrative statements or schedules on each of the following:

i. A description of the company submitting the proposal, including whether the company is international, national, regional, or local, the number of years in business, and the number of employees in the local office.

ii. Experience in providing the product and services described herein, including relevant knowledge of and experience in applying applicable federal and state regulations.

iii. Biographies, including experience of the individuals who will be assigned to the engagement, relevant experience of each in performing repairs and maintenance on the product.

iv. A work plan to accomplish the scope defined in Section

III of the Invitation to Submit Proposals. The work plan must include identification of each significant segment of the work and the staff level to be assigned. The work plan must also include an explanation of the methodology to be followed to perform the services required in this request for proposals.

v. A list of the most significant equipment and leasing projects (minimum of five) performed in the last three

(3) years that are similar to the engagement described in this Invitaton to Submit Proposals. These engagements should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partner(s), total hours, and the name and telephone number of the client contact. Please use the attached client reference form.

b. There should be no dollar units or total costs included in the Technical Proposal.

C. FEE SCHEDULE

The following information must be included in a separate Fee

Schedule:

• The lease shall clearly indicate the terms and conditions.

• The lease shall specify if the equipment is owned by the City at the end of the lease or if the equipment should be turned in to the proposer.

• Total fees for leasing and shipping equipment.

• The City will not pay any out-of-pocket expenses unless previously agreed to by both parties. Instead, all expense reimbursements will be charged against the total all-inclusive maximum price submitted by the company.

V. EVALUATION AND AWARD CRITERIA

The following factors will be considered during the evaluation:

A. TECHNICAL FACTORS (0 – 80 points total)

1. Responsiveness of the proposal in clearly stating an understanding of the specifications of the equipment and the leasing terms. (0-20 points)

The following elements will be considered:

• Appropriateness and adequacy of proposed procedures

• Appropriateness of assigned staff levels

• Appropriateness of the lease agreement

2. Technical experience of the proposer (0-20)

• Quality of the firm’s management support personnel to be available for technical consultation

• Experience with leasing and providing law enforcement equipment.

3. Proposers’ status as a preferred Getac vendor (0-10)

4. Size and structure of the company, considering the scope of the project. (0-10)

5. References from five clients with prior experience with the company which should include a contact name and number (0-

10).

6. Geographic location of key personnel. (0-10)

B. FEE SCHEDULE

Although cost is a significant factor, it will not be the dominant factor. Cost will be given more importance when all the other evaluation criteria are relatively equal. The general approach is to first identify all qualified, responsive proposers and then to award the project to the lowest cost proposer in that group. If there is reason to believe that an unreasonably low proposal has been made, it will be rejected.

MANDATORY PRE-QUALIFICATION FORM

To be answered by Proposer

Section A - General Information

1. Firm Name: ____________________

2. Contact Person: ____________________

3. Telephone Number: _____ ____ ___ ____ ____ ___ ____ ____ ___ ____ ___ ____ ____ ___ ____ ____ ___ ____ ____ ___ ____ ____ ___ ____ ____ ___

4. Address:

5. Company Entity Identification Number: ________________________

6. Type of Company (place an "X" next to the appropriate response)

a. _______ Individual

b. _______ Partnership

c. _______ Corporation - provide name of the state of incorporation:

Section B - Proposer's Quality Program

Please respond to each request for information:

1. Quality Control: State the Proposer’s internal procedures to ensure proper quality control for equipment and leasing.

2. Quality Review: Attach a copy of any letters of accommodation or recommendation that the company has received from past clients.

PROPOSER CERTIFICATION STATEMENT

I (we) certify that this proposal is made without collusion or fraud and that the proposer has not offered or received any kickbacks or inducements from any other proposer in connection with their proposals, and that it has not conferred on any government entity employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged, and that this proposer is not in violation of the Official Code of Georgia Annotated, Sections 16-10-2 and 16-

10-22, for acts of bribery and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions. I (we) certify that the information contained herein is true and correct to the best of my (our) knowledge, and that the person submitting the Proposal on behalf of the proposer has the authority to submit this Proposal and make all representations contained herein. I (we) understand that the inclusion of false information may result in rejection of the proposal submitted in response to this Invitation to Submit

Proposals.

Company Name

Signature of Proposer’s Officer

Date

Client Reference Sheet

References must be provided by ALL responding Vendors using the form below. It is the vendor’s responsibility to provide COMPLETE and

ACCURATE reference information on the form below, INCLUDING FAX

NUMBERS AND EMAIL ADDRESSES.

1. _____________________________________________________

Company

Address, City, State, Zip Code

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

Dates:

2. _____________________________________________________

Company

Address, City, State, Zip Code

Name of Contact Person

E-Mail Address

Type of Project

Dates:

3. _____________________________________________________

Company

Address, City, State, Zip Code

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

Dates:

4. _____________________________________________________

Company

Address, City, State, Zip Code

E-Mail Address

Type of Project

Dates:

5. _____________________________________________________

Company

Address, City, State, Zip Code

Telephone Number

E-Mail Address

Type of Project

Dates:

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract.

Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA

SECURITY AND IMMIGRATION COMPLIANCE.

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 contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [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], 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 City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.

Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program*

Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned subcontractor 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 under a contract with (name of contractor) on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [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], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program*

Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).