Revised IFB Specifications 1240210.pdf

CITY OF ATLANTA

DEPARTMENT OF PROCUREMENT

SUITE 1900

55 TRINITY AVENUE, SW

ATLANTA, GA 30303

(404) 546-1000

Excellence in VALUE CREATION through Partnership, Collaboration, and Innovation

Ver. 8.23.23

Andre Dickens Mayor

Jaideep Majumdar Chief Procurement Officer

Material Type: Custom Printed Polyvinyl Chloride (PVC) Laminate Item Number: 6150100 Revision Date: 1/12/2024

CITY OF ATLANTA SPECIFICATION FOR IFB/PS/DOA/2401-1240210/SECURITY

CLEARANCE BADGES

SCOPE AND CLASSIFICATION - PART I

Scope - This specification describes minimum requirements. Please refer to Scope and Classification – Part II.

Classification - The material(s) must be classified as follows:

GROUP I - HID iClass 16K Contactless Smart Card (without magnetic strips).

SPECIFICATION REQUIREMENTS

1. Definitions

1.1. “Parts” means the components of a unit to be provided by a Preferred Bidder to the City of Atlanta.

1.2. “Pricing Line” means the separate pricing that the Bidder submits for each line-item bid.

1.3. “Service” means the furnishing of labor, time, or effort to repair or rebuild an entire unit or part(s) of a unit.

2. Standards And Specifications – Material(s), goods, Parts or Service(s) being solicited under this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation Administration Standards, and Georgia Occupational Safety and Health Act requirements, where applicable and in effect at time of delivery.

3. Equipment. The equipment to be furnished must be currently on production and must be manufacturer's standard model complete with all standard equipment. Bidder must be able to supply 90% of Parts required to maintain this equipment within 24 hours and have access to the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in termination of the contract. To the extent applicable, and except as otherwise expressly provided in this IFB, all energy consuming equipment purchased will be energy efficient, defined as meeting either Energy Star specification of criteria that puts products in the upper 25% of energy efficiency, as well as meeting quality, performance, and durability requirements.

4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service warranty for one (1) year after delivery date. While under warranty, Bidder must replace any damaged or inferior item in a prompt and timely manner. Bidder must submit price information for Parts and Service indicating schedule or rate of discount, which must apply to the City of Atlanta.

5. Original Manufacturer Part Crossover Numbers. Bidder must supply original manufacturer part crossover numbers for parts that are not manufactured by the equipment manufacturer after the award of bid, but prior to the delivery of equipment.

6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4) hours instruction on the proper and safe use of the equipment at the Bidder’s expense.

7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals for each unit of equipment provided and submit electronically, one (1) set of descriptive literature.

8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the

Bidder may submit on a separate sheet an option to the City for a multi-year purchase concept covering three (3) years’ service and parts for equipment covered by its bid. Include the terms of the multi-year purchase option including terms, price, and expiration date.

8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City for future budget years.

8.2. In the event options are exercised to purchase units in subsequent years, the provisions as related to parts and services will apply as indicated above.

9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease quantities shown without penalty.

10. Report of Purchases. Bidder must provide an itemized report of the annual spend (“Report of Purchases”) to the Chief Procurement Officer. The Report of Purchases must be submitted annually within fifteen (15) days after the anniversary date of the Agreement. Failure to submit a Report of Purchases may result in forfeiture of future contracts with the City of Atlanta.

11. Brand Name or Trade Name Instructions. If items in this IFB have been identified, described, or referenced by a brand name or trade name description, such identification is intended to be descriptive, but not restrictive and is to indicate the quality and characteristics of products that may be offered. Products may be considered for award if such products are clearly identified in the bids and are determined by the City of Atlanta to meet its needs in all respects.

11.1. All bidders, including bidders whose products may be referenced, must clearly indicate manufacturer/trade name and identifying number in space provided within Pricing Line of this IFB.

11.2. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes to furnish another product, such products must be clearly identified in the bid. The evaluation of bids and the determination as to equality of products offered must be the responsibility of the City and will be based on information furnished by the bidder.

Accordingly, to ensure that sufficient information is available the bidder may be required to submit literature and/or samples prior to award. These must be supplied within seven (7) days, if required.

11.3. The purchase of any item by the City, as a result of this Invitation for Bid, is not a judgment of one product against another. Consideration of application, need, and price will constitute purchase determination.

12. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services to those identified in its bid, if the goods or services identified in the bid are discontinued or out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted in its bid. The City will not absorb any cost increases for like or similar goods or services.

12.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at or below standard industry rates.

12.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.

12.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing lines at _______% discount from catalog prices.

13. Quality Assurance

13.1. Test and Inspection. It is the Bidder's responsibility to perform all tests and inspections required by this specification unless otherwise stated in the purchase order, data sheet, and/or contract. The Bidder may use in the process his/her own facility or any recognized independent laboratory acceptable to the City of Atlanta. The City of Atlanta reserves the right to perform any of the tests and inspection requirements where such tests and inspections are needed to further determine compliance with the specification. If such testing is needed, Bidder must pay for all testing costs.

13.2. Certification. Material covered by this specification must be manufacturer original parts or approved by the manufacturer for use in the specified systems. Certification to this standard must be provided with the Parts and/or Service. It is Bidder's responsibility to ensure that that all parts and/or services meet industry standards. Full acceptance of the materials must be subject upon findings of suitability as determined under Subsection 13.1.

13.3. Sampling. It is the Bidder’s responsibility to submit a random sample testing in accordance with this specification. Material furnished must be identical to the sample submitted for performance test and must comply with the requirements set forth herein. If the material does not comply with the requirements of this specification, or is not identical to the original sample submitted, the Bidder must be required to replace all such materials at its own expense. This includes all handling charges and transportation, with the material that does so comply.

13.4. Quality and Quantity Control - A system of test and inspection must be used to ensure receipt of the quality and quantity of items supplied. Goods will be promptly unpacked and inspected; any discrepancies from purchase order or supplier invoice will be reported immediately to the Chief Procurement Officer of the Department of Procurement.

13.5. Plant and Facility Inspections - The Department of Procurement may require the

Bidder to make their plant and facilities available for inspection or may require additional information concerning the Bidder's ability to comply with the requirements of this specification, or its ability to perform in accordance with delivery requirements and within budget. In addition to the above, Bidder may be required to produce shop orders and backlog orders documentation. Failure to comply with this requirement may cause rejection of the bid package.

13.6. Protection - The Bidder must assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials furnished. The Bidder further agrees to indemnify and hold harmless the City of Atlanta and its duly authorized agents from suits of law or actions of any nature for or on account of the use of any patented materials, equipment devices or processes.

13.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite visits to the Bidder's site to assure Bidder’s compliance with the City’s requirements and other applicable requirements. Suppliers must reimburse the City, in accordance with the City of Atlanta’s Code of Ethics provisions, for authorized travel and lodging expenses related to such onsite evaluations after the purchase order has been assigned and occur no later than 30 days after receipt of invoice.

14. Preparation for Delivery

14.1. Packing - Packing must be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated in the Agreement and/or purchase order. The Bidder must make shipments using the minimum number of containers consistent with the requirements of safe transit, available mode of transportation and routing. It is the Bidder’s responsibility to determine that packing is adequate to assure that all materials must arrive at destination in an undamaged condition ready for intended use.

14.2. Marking - All packages must be identified with the City of Atlanta purchase order number and the User Department. Sealed packing lists must be affixed to all cartons showing its content.

14.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase order or Agreement.

15. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However, Bidder must: (i) remain responsible for the goods, installation, delivery, and any services provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or services provided under the Agreement; and (iii) be solely responsible for the payment of any subcontractor.

15.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose all subcontractors in a bid submission will result in termination of an Agreement if awarded.

15.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and Enforcement Act (IIREA) Form and the completed subcontractor forms must be included in the Bidder’s bid.

16. Payment Terms. Bidder will provide payment terms of five percent (5%) 10, net 30 calendar days of invoice price. Otherwise, terms will be net 30 calendar days.

17. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original manufacturer's warranty of the goods/material(s) supplied.

18. Guarantee. The material must be guaranteed to be free from defects of construction, conception, and workmanship for a period of at least 12 months or manufacturer’s warranty whichever is greatest from date of acceptance. Any part or portion found not in accordance with this specification will be rejected and returned to Bidder at Bidder's expense for immediate replacement.

SCOPE AND CLASSIFICATION - PART II

REQUIREMENTS

Please state “Compliance” or “Exception” for the requirements listed below. Check marks, dittos, or any other markings may not be accepted, and your bid could be rejected.

1. GROUP I – HID iClass 16K Contactless Smart Cards

1.1 Identification Badges must be made with the following custom print dimensions, weight, and material.

1.1.1 Cards are white in color.

Compliance Exception

1.1.2 Card dimensions are 2.127”x 3.375” x 0.033” max.

1.1.3 Card weight is .20 oz.

1.1.4 Cards are thin, flexible Polyvinyl Chloride (PVC) Laminate.

1.1.5 Part No. 2001NGCNN-120124 HID iClass 16K, Contactless Smart Card.

1.1.6 Printed on the back (without the magnetic strip) must be:

PROPERTY OF THE CITY OF ATLANTA

IF FOUND, PLEASE DROP INTO ANY USPS MAILBOX

POSTAGE GUARANTEED

HARTSFIELD-JACKSON ATLANTA INTERNATIONAL AIRPORT

DEPARTMENT OF AVIATION

OFFICE OF THE GENERAL MANAGER

P.O. BOX 162768

ATLANTA, GA 30321

FOR AIRPORT EMERGENCIES CALL: 911 OR (404) 530-6666

FOR NON-EMERGENCIES CALL THE AIRPORT OPERATIONS CENTER: 404-530-6800

1.2 A sample ID card must be attached and submitted via PDF format with your electronic bid submission.

1.3 The vendor must provide a letter of certification from HID®, LENEL® or HONEYWELL® that verifies status as an authorized value-added reseller of Unprogrammed, Unconfigured HID, “N” Programming cards with your electronic bid submission. (Part Number: 2001NGCNN-120124).

1.4 The vendor must disclose the manufacturer cost for each item and clearly state the markup percentage applied to the manufacturer cost to arrive at the final selling price. Any additional fees or charges should be explicitly detailed for transparency and clarity. Please upload this information as a document with your electronic bid submission.

ACKNOWLEDGEMENT

Bidder, by and through its authorized representative, acknowledges that it has read and understands this Invitation for Bid (“IFB”) and has submitted all required documents and information in response to this IFB. Bidder further acknowledges and agrees that if it is awarded a contract, pursuant to this IFB, Bidder will be bound by terms and conditions of the Contract Documents which are, collectively, this IFB, Bidder’s submitted bid documents, any resulting purchase order(s) and the City’s terms and conditions as provided under an applicable purchase order(s), and the Agreement.

[Bidder]:

Legal Name of Firm

Address

City State Zip Code

Authorized Representative/Print

Signature/Title/Date

Area Code/Telephone Number /Email

COA Supplier ID Number