REQUEST FOR PROPOSAL

FOR

PATROL TAHOE EMERGENCY EQUIPMENT,

LABOR & INSTALLATION

RFP 2025-015

ISSUE DATE: November 06, 2025 DUE DATE: December 08, 2025

INVITATION FOR PROPOSALS FOR PATROL TAHOE EMERGENCY

EQUIPMENT, LABOR & INSTALLATION

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

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, a current occupational/business license, a certificate of insurance, and a W-9 form. The Fee

Schedule must include the full legal name of the company submitting the proposal.

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 fees.

I. GENERAL INFORMATION

A. PURPOSE

The purpose of this Request for Proposal is to establish a contract for the purchase and installation of emergency equipment for (12) Chevrolet Tahoe

PPV vehicles that will be assigned to the patrol division. The Douglasville

Police Department utilizes specific equipment in the patrol vehicles to maintain uniformity, connectivity, and interchangeability throughout the fleet. This equipment is manufactured by Whelen Manufacturing, Havis, Inc., Pro-Gard and Westin. Vehicle upfitters who sell and install these brands and have installation locations within a seventy (70) mile radius are utilized.

II. REQUEST FOR INFORMATION

All requests for information and clarifications regarding this project shall reference the above invitation name and be submitted via Bidnet Direct

(https://www.bidnetdirect.com) no later than 11/17/25 at 4:00 PM EST. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct (https://www.bidnetdirect.com).

Please contact Alyssa Gordon, Senior Accounting Specialist at gordona@douglasvillega.gov if further assistance is needed. All firms are responsible for checking Bidnet Direct https://www.bidnetdirect.com, on a regular basis for updates, clarifications, and announcements. The City of Douglasville reserves the right to communicate via electronic mail with the primary contact listed in the proposer’s response to the RFP.

III. SUBMITTAL DATE AND INFORMATION

Please submit an electronic copy of the complete package via Bidnet

Direct: (https://www.bidnetdirect.com). The electronic submittal must include a reference to Patrol Tahoe Emergency Equipment, Labor &

Installation RFP 2025-015. Submission must be received no later than

12/08/25 at 4:00 PM EST.

It is the sole responsibility of the proposer to ensure delivery by specific deadlines. No submittals will be accepted after the date and time stipulated above. A list of firms submitting responsive proposals will be available on Bidnet Direct

(https://www.bidnetdirect.com) after the stated submission deadline.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Georgia Open Records Act, the details of the proposal documents will remain confidential until final award.

IV. COMMUNICATION

From the issue date of this (RFP) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this project for any reason with any members of the City of

Douglasville administration and government, except for submission of questions http://www.bidnetdirect.com/ https://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov https://www.bidnetdirect.com/ https://www.bidnetdirect.com/ https://www.bidnetdirect.com/ or scheduling of site visit appointments as instructed in the RFP, or during the pre− proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. If assistance is needed after the question submittal deadline, please contact Alyssa Gordon – Senior Accounting

Specialist at gordona@douglasvillega.gov.

All Proposals must comply with all applicable general and special instructions. The City of Douglasville reserves the right to reject any Proposal that is non-responsive or incomplete or to reject all bids. All Proposals must be for completion of the entire project

— any work intended to be subcontracted must be noted on the Proposal. Proposals must include the following to be considered.:

• Completed E-Verify

• Contractors and Subcontractors Affidavit

• Contractor's Oath

All Proposers shall comply with all statutory requirements for ethical bidding and with the Georgia Security Immigration Compliance Act.

Please note that there will not be a pre-proposal meeting.

However, there will be optional appointments on November 11- 14, 2025. All bids shall be quantity bids utilizing a fee schedule supplied by vendor.

V.

ANTICIPATED SCHEDULE OF EVENTS

The timetable for this RFP is presented below.

RFB ESTIMATED

TIMELINE

City issues public advertisement of RFP 11/06/25

Optional appointments

(On-site review of current vehicle specifications Contact Lt. A. Haney 770-920-3010)

November 11- 14 2025

Deadline for written questions/requests for clarification

11/17/25 4:00 PM EST

Publish responses to questions 11/24/25

Deadline for submission of Bid Proposals 12/08/25 4:00 PM EST

*All proposers will be notified of the City’s decision via Bidnetdirect.com. 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. This includes both daily use vehicles, back up vehicles, and pool vehicles used for new officers. The patrol fleet has emergency equipment installed in a uniform fashion to provide a level of comfort, familiarity, and safety if an officer should be required to use a different vehicle than the one assigned to them. Potential vehicle upfitters can view and inspect a patrol vehicle to observe the way in which equipment is installed by appointment.

III. STATEMENT OF NEEDS

A. Vehicle Delivery

New patrol vehicles will be delivered to the equipment installation company once the required door painting is completed, the windows have been tinted, and the vehicle decals have been installed.

B. Equipment Purchasing

Equipment installers will purchase required emergency equipment based on the specifications provided by the Support Services Lieutenant. The specifications are based on previous purchases, changes in equipment, and improved technology.

C. Equipment Installation and Inspection

The vehicles will be inspected before, during, and after equipment installation to ensure the rigorous standards set by the Douglasville Police Department are met, the equipment footprint is correct, and all items are properly installed and operational.

D. Customer Service and Warranty

All equipment comes with a manufacturer's warranty. The proposer will correct issues resulting from improper installation until the issues are resolved according to the Support Services Lieutenant.

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 is to be provided via Bidnet 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 proposer’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 (ATTACHMENT B)

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 products 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 purchasing equipment and the installation of the equipment in law enforcement vehicles for entities like the police department; only manufacturer certified installers will be considered.

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 law enforcement vehicle equipment installation projects (minimum of five) performed in the last three

(3) years that are similar to the engagement described in this

Invitation 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.

vi. A timeline for the completion of the project should be included.

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:

• Total hours required to complete the engagement by personnel levels, i.e., total hours for partner, manager, supervisor, etc.

• 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 – 100 points total)

1. Responsiveness of the proposal in clearly stating an understanding of the work to be performed. (0-30 points)

The following elements will be considered:

• Appropriateness and adequacy of proposed procedures

• Reasonableness of time estimates and total project hours

• Appropriateness of assigned staff levels

• Timeliness of projected completion

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

• Quality and knowledge of the proposer’s professional personnel to be assigned to the engagement pertaining to purchase and installation of emergency equipment for Chevrolet Tahoe PPV vehicles that will be assigned to the patrol division

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

3. Qualifications of staff, including recent pertinent education/training. (0-20)

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 scanning 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.

ATTACHMENT B: 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 its vehicle outfitting projects.

2.

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

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

PROPOSER CERTIFICATION STATEMENT

I (we) certify that this proposer has sufficient and qu al i f ie d staff for the completion of the project contemplated under this Proposal. 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 or auditor 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 Invitation to Submit Proposals 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

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

3. ______________________________________________________

Address, City, State, Zip Code

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

4. ______________________________________________________

Address, City, State, Zip Code

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

5. ______________________________________________________

Address, City, State, Zip Code

Telephone Number

Name of Contact Person

E-Mail Address

Type of Project

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).