RFP_ 2025CPD1 RTCC.pdf

RFP-2025-CPD1

Solicitation RFP-2025CPD1

Chamblee Police Department Real Time Crime Center TV Wall and Workstations

Bid Designation: Public

City of Chamblee, Georgia

TABLE OF CONTENTS

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Project

Section 4: Offeror Qualifications

Section 5: Evaluation Criteria

Offeror’s RFP Checklist

Disclosure Form – Must be returned with proposal

Immigration and Security Form – Must be returned with proposal

Proposal Letter – Must be returned with proposal

SCHEDULE OF EVENTS

Bid Start Date February 19, 2025, 5:00:00 PM EST

Deadline for Questions March 5th, 2025, 5:00:00 EST

Answers Posted by the City On or about, March 12th, 2025 (Addendum)

Bid End Date March 24, 2025, 2:00:00 PM EST

SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Chamblee, Georgia, is soliciting competitive sealed proposals for the establishment of the Real Time Crime Center (RTCC) video wall, video processor and workstations within the operations center. Major components will include a bezel-less display video wall, advanced video wall processing, HD video conferencing, and multi-format encoded asset distribution. These tools will be managed by a powerful and intuitive custom control system user interface that is built specifically for RTCC environments. The project shall be comprised of the Operations Room and Conference Room. Raised access flooring will be installed in both the operations room and conference room for the ease of wire and cable management. The city will be responsible for the purchase and install of the access flooring.

Proposals must be returned by email with the Request for Proposal number and Company Name. Proposals will be received until 2:00 P.M. local time on March 24th, 2025. Any proposal received after this date and time will not be accepted.

1.1 POINT OF CONTACT

Contact information is as follows:

procurement@chambleega.gov cc Lt. Mike Winfield at:

mwinfield@chambleega.gov

1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the point of contact identified above via e-amil of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions in writing via email to the point of contact referenced above on or before 5 PM (EST) on March 5th, 2025. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

mailto:procurement@chambleega.gov mailto:mwinfield@chambleega.gov

C. City’s Answers.

The City will provide an official written answer to all questions on or about March 12th, 2025. The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of state law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Offerors submitting a response to this RFP.

E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.3 SUBMITTING PROPOSALS

Offerors must organize their proposals into sections that follow the following format.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Chamblee Disclosure Form (information entered)

2. City of Chamblee Immigration and Security Form (information entered and signed)

3. City of Chamblee Proposal Letter (signed)

Offerors must organize their proposal into sections that follow the format of Section 1.3.

B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

C. Proposal Submission and Deadline for Receipt of Proposals.

The City is accepting proposals through email format only. Proposals should be submitted digitally to procurement@chambleega.gov with the subject line listed as follows: RFP-2025-CPD1 Real Time Crime Center TV Walls and Workstations – NAME OF FIRM

Proposals must be received by 2:00 pm EST, on March 24th, 2025.

Proposals will be reviewed by the evaluation committee members once all bids are received.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery to the receptionist's desk at the designated office by the designated time. Late proposals will not be opened.

1.5 OFEROR'S CERTIFICATION

A. Understanding of Specifications and Requirements.

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

B. Offer in Effect for 120 Days.

A proposal may not be modified, withdrawn, or canceled by the offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.

The City of Chamblee may, in the event the selected proposer fails to perform and/or the contract is terminated within 120 days of its initiation, request the proposer submitting the next acceptable proposal to honor its proposal.

mailto:mwinfield@chambleega.gov

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Chamblee and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Chamblee. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Chamblee; (3) any company financial information requested by the City of Chamblee to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets.

Information separated out under this process will be available for review only by the evaluation committee members and limited other designees.

Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaced that would result in a determination of nonresponsive.

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation to determine the highest scoring Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposals and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

E. Opportunity for Discussion/Negotiation and/or Oral

Presentation/Product Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Chamblee, Georgia to discuss technical and contractual aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer.

The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Contract Negotiation.

The City and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

I. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Chamblee to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss an RFP submittal for any purpose in order to answer questions or to provide clarification,

6. Not award if it is in the best interest of the City not to proceed with contract execution; or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

SECTION 3: SCOPE OF PROJECT - MANDATORY REUQIREMENTS

3.1 General

The Chamblee Police Department is seeking proposals for the establishment of the Real Time Crime Center (RTCC) video wall, video processor and workstations within the operations center.

Contractor Qualifications:

• At least three (3) similar RTCC and/or video display wall installations successfully completed within the past 24 months. Client references must be provided for each of these documented installations.

• Must have certified reseller/installation integrator certifications for all the product lines and devices proposed for this submittal and video wall design solution.

• Been in business supplying and/or integrating video walls and video wall management systems for a minimum of 5 years.

• On-staff maintenance and installation technicians (a minimum of two) that are within reasonable distance of the RTCC to support a warranty/maintenance repair request from Chamblee Police to the selected vendor/contractor.

• All work persons employed by the Contractor performing activities on this objective shall be skilled in the relevant aspects of installation, manufacture, adjustment, and repair of the equipment used by evidence of experience and factory or manufacturer certifications.

Video Wall Displays/Monitors:

• The main video wall of the RTCC should be comprised of a 6 wide x 2 high configuration of a bezel-less design LCD video wall display. LCD video wall system should include installation kits and Mounting systems. This LCD Matrix should provide a small protruding footprint as much as possible and comply with any building code requirements for protruding objects where applicable.

• Display wall should be designed for 24/7 mission critical environments and have off-board, rack mounted power supplies and electronics. The distributed architecture provides for simple service, consolidated power and HVAC infrastructure and extended operation.

• The video wall panels should act as one large canvas with inter-panel communication.

• Below is a list of additional specifications the video wall displays, display mount hardware, and system should meet:

o Two additional 98” video displays for an adjacent wall within the RTCC and the conference room. These displays should have the capability to display the video wall contents or other content as desired.

o Each display should provide a minimum high definition (1920x1080 pixels) resolution to allow a large aggregate resolution of the entire video wall.

o The RTCC video wall display wall should provide an aggregate resolution of 11,520 x 2160.

o The video wall content should be powered by the redundant, scalable display wall processor.

The processor should be capable of displaying workstations feeds, client provided content computers, and external video sources into a large number of layouts to accommodate any situation.

• The client or RTCC users should have the capability to access. place, and manage dashboard content through an integrated custom control system (or equivalent alternate option).

• The video wall processing system shall be a high-density, IP-enabled video wall processor designed for mission-critical applications. Delivering uncompromising high-definition processing, display, and streaming. The video wall processor should be ideal for medium to large-scale control rooms and highly networked AV environments.

• Key system specifications or requirements:

o Multi-4k and HD capture and display

Native IP encoding and decoding

Accelerated 2D & 3D processing

24/7, mission-critical reliability o Output Formats Supported: DisplayPort, HDMI, DVI o Input Formats Supported: HDMI, DisplayPort, DVI, DSI, BNC, Component, Composite, S-Video, VGA

Processor Inputs and Outputs:

The Client will draw on a number of different information sources to provide content for the displays and audio zones. This includes but is not limited to inputs such as operator workstations, dedicated PCs, laptop feeds, video conferencing, cable TV feeds, etc. Users should also be able to display encoded content from remote command center sites. Sources can be routed to any of the displays in each area. Monitoring Console Workstations, Workstation Laptop Feeds, Cable, or Satellite TV Feeds, and/or Client provided Content PCs.

The following is a list of estimated day one output sources for the RTCC.

• Users should be able to operate all AV devices within the RTCC as part of a seamless control network with touch panels located in multiple locations throughout the RTCC as specified by the Client.

• The tough panels should have plug in capability at multiple locations within the RTCC. The touch panel system shall route and control selected AV devices such as audio/video conferencing, cable television, console workstation inputs, Tech room PC inputs, audio systems, CCTV cameras, etc. Any user will also have the ability to use the control system from their location workstation PC/monitors via a web URL assuming they have security access, and the system is located on the same network.

• Contractor assumes that all content PCs shall be controlled remotely via client provided software, such as VNC or remote desktop.

• The control system will save and recall custom display wall layouts for events such as shift change, town halls, dashboards, crisis management, site tours, etc. Users will have the ability to set and save display wall layouts with a one button function and recall them instantly.

• Features and Specifications:

o Video wall software should provide users with control over the video wall system, content, and environment. It should feature a user-friendly browser-based interface that can be accessed from any device and to all RTCC users.

o Video wall control software should leverage the video encoding and decoding capabilities of the display processor thus allowing team members to stream and access video wall content across a secure network. Provide robust content manipulation features for enhanced collaboration and create a focused view for maximum productivity.

o Video wall control software should use its decoding capabilities to open and display content from any IP-enabled source on the Client network. The software should stream content privately on a dashboard or drag and drop it onto the display wall.

o Video wall control software should allow users to encode and stream a content source, or part of the video wall to users and/or display systems across the Client’s network.

o Role Based Permissions: video wall control software should provide a role-based permissions system that allows administrator control of each user’s viewing, editing, and sharing rights. It should provide a secure log-in to ensure that users can only access the displays, content, and devices that their permissions allow.

o Drag and Drop Placement: Video wall control software should allow users to drag and drop content sources anywhere on the video display wall and manipulate them in real-time. Software should provide user-friendly scaling, zooming, cropping, and layering tools make it easy to achieve the focused view your team needs.

o Unlimited Custom Layouts: Video wall control software should provide users with unlimited custom layouts as well as capture and/or save unlimited arrangements of content sources – or layouts- for instant recall.

o Whiteboarding: Video wall control software should provide real-time white boarding features like text labels and drawing to enhance presentations and collaboration.

o Built-in Room Control: Video wall control software should provide users the ability to control and automate external devices – like audio systems, VTC and cable boxes- from the same interface used to control the video display wall.

o Flexible Multi-Video Wall Support: Video wall control software should allow users to control multiple video walls and displays with a single controller or processor. Additionally, it should allow users to stretch content across multiple video walls, control each video wall separately, or create independent display regions within a single video wall. Software should be compatible with LCD, LED, and projection-based display systems from any manufacturer and can control systems with different display types, resolutions, and aspect ratios simultaneously.

o Video conferencing: Within the conference room a video conferencing PTZ camera should be mounted above or below the 98” display and a microphone placed on the conference room table for professional video conferencing.

A/V Racking Equipment:

• Contractor will provide server racks for all video display wall power supplies, network switches, display wall processor, audio equipment, other misc. A/V equipment, etc. The racks shall also house Client owner furnished PCs being used as inputs in the AV system.

• All rack locations shall be mapped out, engineered and reserved for future installation requirements.

• Racks shall be 54U high. Each rack should have perforated front and rear doors to ensure proper air flow throughout. Racks can be designed to accommodate hot/cold aisle design as required by Client. The rack assemblies for this project include shelves; exhaust fans, lacing bars, vertical cable risers, front/rear-perforated doors and access (if required) to the raised access floor.

• Each rack shall come with 208V 30-amp PDUs for power connectivity. All rack mounted AV components will be directly plugged into the PDUs.

• Client (and/or its General Contractor) shall provide a ladder cable tray above the tech room racks if not already in place to facilitate cables form the RTCC.

Operator’s Console/ Furniture:

The following specifications pertain to the design, fabrication, delivery, and installation of custom console workstations and accessories for the Client.

• There shall be four (4) curved consoles (workstations), 8 mission critical 24/7 chairs for operators in the RTCC and one conference room table with 10 chairs for the adjoining conference room. The design for the conference room should match the design in RTCC.

• The consoles and workstations shall be designed and manufactured to accommodate a variety of computers, communication, display, and operator interface devices.

• The consoles shall have laboratory grade anti-microbial work surfaces, advanced cable management and equipment integration capabilities to improve user comfort and health.

• The consoles and workstations shall be of modular design and construction, facilitating future equipment retrofits, reconfigurations, and expansions, with minimal on-site cutting, drilling or machining.

• The consoles and workstations shall be fabricated to comply with industry recognized quality standards or other relevant local codes.

• All furniture described in the specification shall provide functionality and durability for use in mission critical, 24/7 Control Room Operations.

3.2 Proposal Requirements

1. Each consultant shall read all sections of this RFP including the instructions, and all attachments hereto. Failure to do so will be at the Offeror’s risk. The Offeror must sign the proposal with their usual signature by an authorized representative and shall give their full business address.

2. Proposals should be letter size, single-sided written pages using a font size no smaller than 11 point, and no more than 25 pages.

The following information should be submitted in the proposal in the format as specified herein.

• Cover Letter: A proposal cover letter should be provided presenting an Executive Summary of Consultant’s proposal. Please limit the cover letter to two (2) pages.

• Consultant’s Qualifications: Capability to meet RFP requirements.

Including the experience in the proposed project methodology and public sector and/or municipal experience.

• Experience: Quality and quantity of work previously performed on similar projects including the client’s name.

• References: Quality and Satisfaction with previous similar projects completed.

• Cost Proposal: The cost proposal must not be included in the technical portion of your submittal.

3.3 Terms and Conditions

The selected firm will agree, as a minimum, to the following terms and conditions:

1) Funding. The Contractor acknowledges that this Contract is funded with American Rescue Plan Act (“ARPA”) funds as granted by the state of Georgia and distributed through the Governor’s Office of Planning and Budget. In the event that the City determines that the source of payment no longer existing or is insufficient with respect to the Services, the City shall terminate funding. The City reserves the right to terminate this contract under the provisions in part 5.

2) Taxes. The City is exempt from State and Local Sales and Use Taxes on services. Tax Exemption Certifications will be furnished upon request.

Contractor or an authorized subcontractor shall provide the Division with a sworn verification regarding the filing of unemployment taxes or persons assigned by Contractor to perform Services, which verification is incorporated herein by reference.

3) Release of Materials Pursuant to the Georgia Open Records Act. All products, reports, information, data, etc., given to, derived from, prepared by, or assembled by the Contractor (the "Materials") in the performance of this Contract shall be governed by the Georgia Open Records Act. The Contractor shall not release or deliver any Materials to the general public or to local officials pursuant to a written or oral request under the Georgia Open Records Act unless authorized in writing to do so by the City of Chamblee.

4) Assignability. Contractor shall not transfer or assign all or any of its right, title or interest in this Contract or delegate any of its duties or obligations hereunder without the prior written consent of the City. The City may transfer or assign all or any of its right, title, or interest in this agreement to another agency or authority of the State of Georgia without written notice to Contractor.

5) Interest of Contract. The Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance required under the Contract. It is specifically agreed and understood that for the purposes of this Contract, the Contractor shall be an independent contractor and nothing in this Contract shall be construed as creating a joint venture, partnership, or employment relationship between the parties.

6) Copyrights. No reports, maps, or other documents produced or derived in whole or in part under this Contract shall be the subject of an application for copyright by or on behalf of the Contractor. Any such reports, maps and other documents shall constitute a "work made for hire" pursuant to the U.S. Copyright Act of 1976, as amended, and Contractor agrees that the City is the original and sole owner of all rights, including without limitation copyright, in and to such reports, maps and other documents. If for any reason such reports, maps, and other documents are found not to be "works made for hire," then Contractor hereby assigns to the City all right, title and interest in and to such reports, maps, and other documents without further consideration of any kind. Contractor agrees to execute all further documents and to take all further steps deemed advisable by the Division to secure and protect the Division's rights as stated herein.

7) Documents. Provided that Contractor has been paid for the Services, the City shall have the right to use the documents, maps, photographs, drawings, and other materials (including but not limited to models, software, or other digital work products) resulting from Contractor efforts on this Contract. Contractor acknowledges that, in accordance with the Contract, the City is the original and sole owner of all rights in and to such documents, maps, photographs, drawings and other such materials including but not limited to models, software or other digital work products. The City acknowledges that the reuse of any such materials by the City on any extension of this project or any other project shall, with the exception of the obligations of Contractor, be at City’s sole risk unless otherwise agreed to in writing by all parties.

Contractor shall have the right to retain copies of all such materials.

8) Site Access. The City or its authorized representatives, shall have the right to enter into the premises of Contractor and/or all subcontractors, or any places where duties under this Contract are being performed, to inspect, monitor, or otherwise evaluate the performance under this Agreement.

9) Right to Audit and Access to Records. The Contractor shall maintain books, records, and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the City throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records. The Contractor shall permit the Auditor of the State of Georgia or any authorized representative of the State, and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Contractor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Contractor shall not impose a charge for audit or examination of the Contractor's books and records. If an audit discloses incorrect billings or improprieties, the Division reserves the right to charge the Contractor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

10) Warranty. The Contractor warrants to the City that the Services will be performed in a workmanlike manner, consistent with that level of care and skill ordinarily exercised by other providers of similar services and with sound principles commonly used by similar professionals under similar circumstances at the time the Services are provided and further warrants that the work will be performed as intended and described in the Scope of Work.

a) Contractor warrants that they have not employed or retained any company or person, other than a bona fide employee working solely for them, to solicit or secure this Contract and that they have not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for them, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or the making of this Contract.

11) Indemnification. The Contractor agrees to indemnify and hold harmless the City and State and City and State officers, employees, agents, and volunteers (collectively, "Indemnified Parties") from any and all costs, expenses, losses, claims, damages, liabilities, settlements, and judgments, including reasonable value of the time spent by the Attorney General's Office, related to or arising from:

a) Any negligent or wrongful act or omission of the Contractor or any employee, agent or subcontractor utilized or employed by the Contractor;

b) The negligence or fault of the Contractor in design, testing, development, manufacture, or otherwise with respect to the Services provided under the Agreement;

c) The Contractor's negligent performance or attempted performance of the Contract, including any employee, agent or subcontractor utilized or employed by the Contractor;

d) Any failure by the Contractor to make all reports, payments and withholdings required by federal and state law with respect to social security, employee income and other taxes, fees or costs required by the Contractor to conduct business in the State of Georgia or the United States;

e) Any infringement of any copyright, trademark, patent, trade dress, or other intellectual property right, or

f) Any failure by the Contractor to adhere to the confidentiality provisions of this Contract.

12) Indirect Damages. Each party hereby waives its rights to recover from the other party any consequential, indirect, or incidental damages (including but not limited to, loss of use, income, profits, financing, or reputation), arising out of, or relating to, this agreement of the performance of the services or both.

13) Compliance with the Georgia Security and Immigration Compliance

Act. Contractor certifies that it will comply with O.C.G.A. §13-10-91 relating to the verification of the status of newly hired employees as incorporated herein by reference.

14) Federally Mandated Certifications and Disclosures:

a) Lobbying

i) Disclosure Regarding Lobbying: Contractor hereby warrants as a condition of this Contract that if it is an organization described in Section 501(c)(4) of the Internal Revenue Code of 1986, it will not engage in lobbying activities prohibited by the Lobbying Disclosure Act of 1985.

ii) Certification Regarding Lobbying: Contractor certifies to the best of its knowledge and belief that:

(1) No Federal appropriated funds have been paid in full or will be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this contract, then Contractor shall fully disclose same to the Division, and shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.

15) Drug Free Workplace: Contractor certifies that, in accordance with the provisions of O.C.G.A. § 50-24-1, et seq., a drug-free workplace will be provided to Contractor's employees during the performance of this contract; and it will secure from any subcontractor hired to work in a drug-free workplace the following written certification: "As part of any subcontracting agreement (Subcontractor's Name), certifies to Contractor that a drug-free workplace will be provided for the subcontractor's employees during the performance of this Contract pursuant to paragraph 7 of subsection (b) of Code 50-24-3."

a) Debarment, Suspension, and Other Responsibility Matters:

i) The Contractor certifies that it and its principles:

(1) Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from covered transactions by any Federal department or agency.

(2) Have not, within a three-year period preceding this contract, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction or contract under a public transaction; violation of Federal or State antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

(3) Are not presently indicted for or otherwise criminally or civilly charged by a government entity with commission of any of the above offenses.

(4) Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default.

b) Where the Contractor is unable to certify to any of the statements in this certification, such Contractor shall attach an explanation to this contract.

c) Equal Employment Opportunity: The Contractor will not discriminate against any employee for employment because of race, color, religion, sex, or national origin. The Contractor will comply with all sections of Executive Order 11246 -Equal Employment Opportunity.

16) Applicable Law. The parties agree that this agreement and all rights, privileges and responsibilities shall be interpreted and construed according to the laws of the State of Georgia.

17) Severability. If any one or more of the provisions of this Contract are, for any reason, held by any court of competent jurisdiction to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability will not affect any other provision, and this Contract will be construed as if such invalid, illegal, or unenforceable provision had never been contained herein.

SECTION 4: OFFEROR QUALIFICATIONS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Firms interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

SECTION 5: EVALUATION CRITERIA

5.0 EVALUATION CRITERIA

The City may elect to conduct a round of interviews with selected firms following receipt of the RFP. The City also reserves the right to issue a contract to a single firm based solely on the initial submittal.

1. Proposal Evaluation An evaluation committee will review and rank the proposals based on the factors listed below. (see section 3.2 Proposal Requirements)

• Consultant Qualifications

• Experience

• References

• Costs

2. Final Ranking and Negotiations

Upon completion of the interviews and demonstrations, if required, the review committee will rank the short-listed proposals based on a combination of the evaluation scores and presentations. The top-ranked proposal will be recommended for contract award, pending successful negotiations. At this stage, the City may conduct any final discussions, negotiations, or proposal revisions with the top-ranking company(s).

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Chamblee

1._______Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2._______Note the point of contacts name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3._______Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4._______Take advantage of the “question and answer” period. Submit your questions to the point of contact by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at https://www.chambleega.com/519/Procurement and will include all questions asked and answered concerning the RFP.

5._______Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6._______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. _______Check the website for RFP addenda. Before submitting your response, check the City website at https://www.chambleega.com/519/Procurement to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. _______Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror response.

https://www.chambleega.com/519/Procurement https://www.chambleega.com/519/Procurement

MUST BE RETURNED WITH PROPOSAL

RFP 2023-CPD2

PROPOSAL LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the Request for Proposal (RFP)2023-CPD2, Chamblee Police Department Real Time Crime Center.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature ___________________________________ Date _________________________

Print/Type Name ______________________________________________________________________

Print/Type Company Name ____________________________________________________________

MUST BE RETURNED WITH PROPOSAL

RFP 2023-CPD2

The offeror’s cost proposal shall be signed by an authorized agent of the company.

There is no maximum page limit.

The undersigned bidder, having familiarized themselves with the work required by the RFP, the bid documents, the site where the work is to be performed, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this bid for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP and the bid documents to be performed or furnished by bidder for the total contract price of:

Contract Amount: $ ________________

Print Total Fee in Words: _____________________________________________________

Print/Type Company Name:

Authorized Signature_____________________________ Date____________________

Print/Type Name___________________________________________________________

Print/Type Title______________________________________________________________

14) Federally Mandated Certifications and Disclosures: