RFP 25_0010 Bullet Recovery System for Police.pdf

RFP No. 25-0010 Bullet Recovery System for Police Department Page 1 of 42

FINANCE DEPARTMENT

PURCHASING DIVISION 1111 1ST AVENUE, P. O. BOX 1340

COLUMBUS, GEORGIA 31902-1340

706-225-4087

Date: August 27, 2024

REQUEST FOR

PROPOSALS:

RFP No. 25-0010

Qualified vendors are requested to submit proposals, subject to conditions and instructions as specified, for the furnishing of:

BULLET RECOVERY SYSTEM

FOR THE POLICE DEPARTMENT

GENERAL SCOPE The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested parties to furnish and install one Bullet Recovery

System for use in forensic firearms examinations for the Columbus

Police Department.

DUE DATE September 20, 2024 - 5:00 PM (EASTERN)

SUBMISSION

REQUIREMENTS

See Appendix A for information and instructions on how to register and submit a proposal through DemandStar.

ADDENDA The Purchasing Division will post addenda (if any) for this project at https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility to periodically visit the web page for addenda, before the due date and prior to submitting a response.

NO SUBMITTAL If you are not interested in this solicitation, complete and return page 3.

Andrea J. McCorvey, Purchasing Manager

COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government https://www.columbusga.gov/finance-2/bid-opportunities

RFP No. 25-0010 Bullet Recovery System for Police Department Page 2 of 42

IMPORTANT INFORMATION

e-Notification

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

Georgia Market Place/Georgia Procurement Registry to receive future procurement notifications via https://doas.ga.gov/state-purchasing/getting-started-supplier.

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

Marketplace Procurement Helpdesk:

Telephone: 404-657-6000

Fax: 404-657-8444

Email: procurementhelp@doas.ga.gov

RFP No. 25-0010 Bullet Recovery System for Police Department Page 3 of 42

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email: BidOpportunities@ColumbusGa.org

Attn: Xen Ruffin, Buyer

Columbus Consolidated Government

Purchasing Division

P. O. Box 1340

Columbus, Georgia 31902

We, the undersigned decline to submit a proposal for RFP No. 25-0010 for Bullet Recovery

System for Police Department for the following reason(s):

Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below)

There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Comments:

COMPANY NAME:

REPRESENTATIVE:

DATE:

TELEPHONE:

EMAIL:

mailto:BidOpportunities@ColumbusGa.org

RFP No. 25-0010 Bullet Recovery System for Police Department Page 4 of 42

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.

3-110. Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the Purchasing Manager determines that the use of competitive sealed bidding for any procurement is either not practicable or not advantageous to the City, a contract may be entered into using the competitive sealed proposals (negotiation) method. In addition, the competitive sealed proposal process shall be used for the procurement of professional services, specialized equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total cost less than $25,000.00, if deemed to be in the best interest of the City. If the total cost can be determined, the authority to approve such solicitations will be as prescribed by article 3-104, Purchasing Limits. If, due to the required services, a total cost cannot be determined then the award recommendation will be approved by Council.

A. Request for Proposals

Proposals shall be solicited through Request for Proposals. The Purchasing Division shall establish the specifications with the using agency and set the date and time to receive proposals. The request for proposal shall include a clear and accurate description of the technical requirements for the service or item to be procured.

B. Public Notice

The public will be given adequate notice of the request for proposals, provided that, adequate notice shall mean at least fifteen (15) business days before the due date, which is stated in the request. The City reserves the right to seek request for proposals in a shorter period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the procurement in general terms, as well as, the place and due date for proposals, and appear in a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to publication in newspapers, notice shall also be made by electronic means, including posting on the internet and on the City's government access television channel.

Public works construction projects shall be advertised in accordance with Georgia State

Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the following circumstances:

− Solicitations for specialized equipment/supplies.

− Solicitations for specialized services.

− Re-bid of solicitations where normal advertising procedures netted no responses.

− Whenever deemed necessary by the purchasing manager.

https://library.municode.com/ga/columbus/codes/code_of_ordinances?nodeId=PTICH_ARTIIILEBR_CH1THCO_S3-104POCO

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C. Receipt of Proposals

Proposals must be received by the deadline date established. No public opening will be held.

No proposals shall be handled to permit disclosure of the identity of any offeror or the contents of any proposal to competing offerors during the process of discussion. A register of proposals shall be prepared as part of the contract file, and shall contain the name of each offeror, the number of modifications received (if any), and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.

D. Evaluation Factors

The request for proposals shall identify the relative importance of cost (when applicable) and other evaluation criteria.

E. Evaluation Process

An odd number of voting members of a Selection or Evaluation Committee shall evaluate all proposals received based upon the criteria stated in the request for proposals. Each voting committee member shall grade each submitted proposal based upon the evaluation criteria.

F. Discussion with Responsible Offerors and Revisions to Proposals

As provided in the Request for Proposals, discussions (negotiations) may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award, to assure full understanding of and conformance to the solicitation requirements. All qualified, responsible offerors shall be given fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or any information derived from proposals submitted by competing offerors. If only one proposal response is received, then the award recommendation shall be to the single offeror, if the offeror meets all requirements.

G. Award

After negotiations, the award recommendation must be presented to Columbus City Council for final approval. Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration total cost (if determined) and all other evaluation factors set forth in the Request for Proposals.

After Council approval, a contract based on the negotiations (if negotiations were necessary) will be drawn and signed by all necessary parties. If Council does not approve the award, it may direct that further negotiations may take place with the recommended offeror, or that negotiations begin with the next most qualified offeror. Council may also exercise the option to reject all offers and instruct the Purchasing Manager to begin the procurement process again. The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be afforded the opportunity to make an appointment with the Purchasing Division for a debriefing. After the award, the contract file and the unsuccessful proposals will become subject to disclosure under the Georgia Open Records Act.

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DO YOU HAVE QUESTIONS, CONCERNS OR NEED

CLARIFICATION ABOUT THIS SOLICITATION?

COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY

ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO

THE PURCHASING DIVISION.

ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION

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

TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION

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

THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE WILL BE

INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.

ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE

THROUGH THE PURCHASING DIVISION. BIDDERS SHALL NOT CONTACT

CITY EMPLOYEES, DEPARTMENT HEADS, USING AGENCIES, EVALUATION

COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH QUESTIONS OR ANY

OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS,

CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE

PURCHASING DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL

QUESTION NEEDS ADDRESSING, THE PURCHASING DIVISION WILL FORWARD

SUCH TO THE USING AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.

THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE

RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF

THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL

BIDDERS.

THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS,

CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY

CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS PROVIDED

TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE PURCHASING

MANAGER.

BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED

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

ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING

AWARD MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING

DIVISION.

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QUESTION/CLARIFICATION FORM

Date:

To: Xen Ruffin, Buyer

Email BidOpportunities@ColumbusGA.org

Re: RFP No. 25-0010– Bullet Recovery System for Police Department

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

From:

Company Name Website

Representative Email Address

Complete Address City State Zip

Telephone Number Fax Number mailto:BidOpportunities@ColumbusGA.org

RFP No. 25-0010 Bullet Recovery System for Police Department Page 8 of 42

COLUMBUS CONSOLIDATED GOVERNMENT

GENERAL PROVISIONS FOR REQUEST FOR PROPOSALS

Bullet Recovery System for Police Department

The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested parties to furnish and install one Bullet Recovery System for use in forensic firearms examinations for the

Columbus Police Department.

A. PROPOSAL SUBMITTAL DATE:

PROPOSALS ARE DUE: SEPTEMBER 20, 2024, NO LATER THAN 5:00 PM (EASTERN).

Submit one electronic response via DemandStar.

The City shall not be held liable for any expenses incurred by the respondent in preparing and submitting the proposal and/or attendance at any interviews, final contract negotiations or applicable site visits. The

City reserves the right to award this project or to reject any and all proposals; whichever is in the best interest of the City.

B. RECEIPT OF PROPOSALS:

Unless otherwise stated in the technical specifications of the RFP, the City will accept one, and only one, proposal per Offeror. In the event a team of firms is entering into a joint venture to respond to the RFP, one firm shall be named the prime contractor and the proposal shall be submitted in the name of the prime contractor. All correspondence concerning the RFP will be between the City and prime contractor.

C. SUBCONTRACTING:

Should the offeror intend to subcontract all or any part of the work specified, names and address of subcontractors must be provided in proposal response. The offeror shall be responsible for subcontractors’ full compliance with the requirements of the RFP specifications. If awarded the contract, payments will only be made to the offerors submitting the proposal. The Columbus Consolidated Government will not be responsible for payments to subcontractors.

D. QUESTIONS ABOUT THE RFP:

Communication concerning any solicitation currently advertised must take place in writing and addressed to the Purchasing Division. See page titled “Do You Have Questions …” within this proposal package.

Questions and Requests for Clarification will be received until five business days prior to the proposal due date.

E. PUBLIC INFORMATION:

All information and materials submitted will become the property of the Columbus Consolidated

Government, Columbus, Georgia; and shall be subject to the provisions of the Georgia public records law.

If awarded the contract, the proposal submission, in its entirety, will be included as part of the contract documents and filed, as public record, with the Clerk of Council.

F. ADDENDA:

The proposer shall include acknowledgment of receipt of addenda (if any) in their sealed proposal. The proposer should include an initial copy of each addendum in the proposal package. It is the proposer’s responsibility to contact the City for copies of addenda if they receive the proposal document from any other source other than the City.

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G. CONTRACT:

Each proposal is received with the understanding that an acceptance in writing by the City of the offer to furnish any or all of the services and materials described shall constitute a contract between the proposer and the City. This contract shall bind the proposers to furnish and deliver the services and materials quoted, at the prices stated and in accordance with the condition of said accepted proposal.

It is agreed that the successful respondent will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the

City and any sureties.

H. NON-COLLUSION:

Proposer declares that the proposal is not made in connection with any other proposer submitting a proposal for the same commodity or commodities, and that the proposal is bona fide and is in all respects fair and without collusion or fraud.

I. INDEMNITY:

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the "City") from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

J. DISADVANTAGED BUSINESS ENTERPRISE CLAUSE:

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

K. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE:

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

L. SPECIFICATION DESCRIPTIONS:

The specifications detailed herein represent the quality of equipment, goods or services required by the

City. Whenever in this invitation any particular process, service or equipment is indicated or specified by patent, proprietary or brand name of manufacturer/developer/inventor, such wording will be deemed to be used for the purpose of facilitating descriptions of the process, service or equipment desired by the City. It is not meant to eliminate offerors or restrict competition in any RFP process. Proposals that are equivalent or surpass stated specifications will be considered. Determination of equivalency shall rest solely with the

City.

M. TAXES:

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

8-3. Federal ID No. 58-1097948.

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N. DRUG-FREE WORKPLACE:

Per Ordinance No. 93-55, in compliance with Federal and State Drug Free Workplace Acts, the Council of

Columbus, Georgia adopted a drug free Workplace Policy. Consequently, any vendor providing goods or services to Columbus Consolidated Government must comply with all applicable Federal and State Drug

Free Workplace Acts.

O. FEDERAL, STATE, LOCAL LAWS:

All respondents will comply with all Federal, State and Local laws, ordinances, rules and regulations relative to conducting business in Columbus, Georgia and performing the prescribed service. Ignorance on the part of the respondent shall not, in any way, relieve the respondent from responsibility for compliance with said laws and regulations or any of the provisions of these documents.

P. PROVISIONS OF THE PROCUREMENT ORDINANCE:

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended by Council shall apply to all invitations to respond to Requests for Proposals and is specifically incorporated herein by this reference. The procurement ordinance is codified on Section 2-

3.03 of the Columbus Code and can be accessed through the City’s web-site at https://library.municode.com/ga/columbus/codes/code_of_ordinances.

Q. INSURANCE:

All respondents shall maintain, and if requested, show proof of insurance applicable for services described in these specifications.

R. HOLD HARMLESS AGREEMENT:

The successful respondent hereby agrees to indemnify, hold free and harmless Columbus Consolidated

Government (The City), its agents, servants, employees, officers, directors and elected officials or any other person(s) against any loss or expense including attorney fees, by reason of any liability imposed by law upon the City, except in cases of the City’s sole negligence, sustained by any person(s) on account of bodily injury or property damage arising out of or in the consequence of this agreement.

S. TERMINATION OF CONTRACT:

1. Default: If the contractor refuses or fails to perform any of the provisions of this contract with such diligence as will ensure its completion within the time specified in this contract, or any extension thereof, otherwise fails to timely satisfy the contract provisions, or commits any other substantial breach of this contract, the Purchasing Division Director may notify the contractor in writing of the delay or nonperformance and if not cured within thirty (30) days or any longer time specified in writing by the Purchasing Division Director, such director may terminate the contractor’s right to proceed with the contract or such part of the contract as to which there has been delay or a failure to properly perform.

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

2. Compensation: Payment for completed supplies or services delivered and accepted by the City will be at the contract price. The City may withhold from amounts due the contractor such sums as the Purchasing Director deems to be necessary to protect the City against loss because of https://library.municode.com/ga/columbus/codes/code_of_ordinances

RFP No. 25-0010 Bullet Recovery System for Police Department Page 11 of 42 outstanding liens or claims of former lien holders and to reimburse the City for the excess costs incurred in procuring similar goods and services.

3. Excuse for Nonperformance or Delayed Performance. Except with respect to defaults of subcontractors, the contractor shall not be in default by reason of any failure in performance of this contract in accordance with its terms (including any failure by the contractor to make progress in the prosecution of the work hereunder which endangers such performance) if the contractor has notified the Purchasing Division Director within 15 days after the cause of the delay and the failure arises out of causes such as: acts of God; acts of public enemy; acts of the

City and any other governmental entity in its sovereign or contractual capacity; fires; floods;

epidemics; quarantine restrictions; strikes or other labor disputes; freight embargoes; or unusually severe weather, If the failure to perform is caused by the failure of a subcontractor to perform or to make progress, and if such failure arises out of causes similar to those set forth above, the contractor shall not be deemed to be in default, unless the supplies or services to be furnished by the subcontractor was reasonably obtainable from other sources in sufficient time to permit the contractor to meet the contract requirements.

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

T. TIME FOR CONSIDERATION:

Due to the evaluation process, proposals must remain in effect for at least 180 days after date of receipt.

U. CONTRACT AWARD:

Award of this contract will be made in the best interest of the City.

V. REQUEST FOR EVALUATION RESULTS:

Per the City’s Procurement Ordinance, evaluation results cannot be divulged until after the award of the contract. After contract award, proponents desiring to review documents relevant to the RFP evaluation results will be afforded an opportunity by appointment only.

W. GOVERNING LAW:

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

X. FINAL CONTRACT DOCUMENTS:

It is understood that the final contract shall include the following: 1) The RFP; 2) Addenda; 3) Awarded

Vendors(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated Components; and 6) Awarded

Vendor(s) Business Requirements.

After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

Y. PAYMENT DEDUCTIONS:

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

Fees, Landfill fees, etc.

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Z. PAYMENT TERMS:

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

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

AA. RIGHT TO PROTEST:

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

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

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

(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until the City Council, Mayor, or City

Manager makes a determination on the record that the award of the contract without delay is necessary to protect substantial interests of the City.

NOTICE TO VENDORS

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

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

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

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

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GENERAL SPECIFICATIONS

I. GENERAL SCOPE

The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested parties to furnish and install one Bullet Recovery System for use in forensic firearms examinations for the Columbus

Police Department. Technical Specifications, including minimum qualifications, begin on page 18.

II. INDEMNITY CLAUSE

The Contractor covenants to save, defend, hold harmless, and indemnify the City, and all of its officers, departments, agencies, agents, and employees (collectively the “City”) from and against any and all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s intentional, negligent, or grossly negligent acts or omissions in performance or nonperformance of its work called for by the Contract Documents.

III. INSURANCE

The vendors shall be required, at their own expense, to furnish to the City of Columbus Purchasing Division, evidence showing the insurance coverage to be in force throughout the term of the contract. Insurance requirements are listed on the attached Insurance Checklist. The limits shown are minimum limits.

Vendor shall indicate the actual limit they will provide for each insurance requirement. The bidder shall complete the Insurance Checklist and include with bid response. Certificate of Insurance is acceptable. The Insurance Checklist will indicate to the City, the bidder’s ability and agreement to provide the required insurance, in the event of contract award.

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

IV. E-VERIFY AFFIDAVIT

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

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

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

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

and,

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

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

https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf. A completed, notarized E-

Verify Affidavit must be included with sealed proposal; failure to do so will render the firm’s or individual’s proposal non-responsive and ineligible for award consideration.

V. PROPOSAL PREPARATION AND SUBMISSION

See Appendix A for information and instructions on how to register and submit proposals through

DemandStar.

Firms should submit proposals that address each of the sections specified below. With the exception of the E-Verify Affidavit (Form 1), the form titled “Communication Concerning This Solicitation”

(Form 2), and Conflict of Interest Affidavit (Form 5), the City reserves the right to request any omitted information. Firms shall be notified, in writing, and shall have two (2) days, after notification, to submit the omitted information. If the omitted information is not received within two (2) days, the firm shall be deemed non-responsive, and the proposal will not receive further consideration.

Submit the information in the order listed below; include a header for each item, e.g., Section 1 –Item A, Section 1 - Item B, etc.

Section 1: Transmittal Letter

The transmittal letter shall:

A. Introduce the business; describe the ownership; include complete address, phone, and fax numbers (if applicable), and include the name and email address(es) of contact person(s) during this proposal process.

B. List the complete address, telephone number and fax number for the corporate office as well as for the office/branch that will administer the contract.

C. Include a statement to the effect that the proposal is binding for at least 180 days from the proposal date. An authorized agent of the business must sign the transmittal letter.

Section 2: E-Verify Affidavit (Form 1)

A properly completed, notarized E-Verify Affidavit must be included with sealed proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration. Additional information regarding the State’s E-Verify requirements can be found at: https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-

10-91.pdf.

Section 3: Communication Concerning This Solicitation (Form 2)

Complete the form titled Communication Concerning This Solicitation.

Section 4: Conflict of Interest Affidavit (Form 3)

A properly completed, notarized E-Verify Affidavit must be included with sealed proposal;

failure to do so will render the firm’s proposal non-responsive and ineligible for further consideration.

Section 5: Addenda Acknowledgement (Form 4)

Use Form 3 to acknowledge receipt for all addenda (if any). Addenda will be posted at:

https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’ responsibility https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf https://www.audits2.ga.gov/wp-content/uploads/2021/10/13-10-91.pdf

RFP No. 25-0010 Bullet Recovery System for Police Department Page 15 of 42 to periodically visit the web page for addenda before the due date and before submitting a proposal.

Section 6: Federal Compliance

Complete the form titled Federal Compliance (Form 5)

Section 7: Exceptions to RFP

A. List ANY AND ALL exceptions to the RFP specifications in this section of proposal submission. Exceptions listed in other areas of the vendor’s submission will not be considered. All exceptions will be vetted during the RFP process, and if found unacceptable, the vendor’s proposal will be rejected and no longer considered for award. Exceptions shall be considered by the Evaluation Committee. The vendor’s proposal may not receive further consideration if exceptions are not acceptable and/or cannot be clarified to the Committee’s satisfaction. Vendors shall be notified in writing if exceptions are not acceptable. PLEASE NOTE: EXCEPTIONS TO THE RFP

GENERAL PROVISIONS WILL NOT BE CONSIDERED, AND IF

SUBMITTED WILL AUTOMATICALLY RENDER THE RESPONSE NON-

RESPONSIVE.

B. VENDOR AGREEMENT/CONTRACT FORM: Exceptions also include the terms of any contract or other agreements which the vendor or any subcontractors will require to be executed by the City.

C. If there are no exceptions, vendor must include a statement for this Section stating the following: No Exceptions.

Section 8: Qualifications and Experience At a minimum, the submittal shall include the following:

A. Delineate the qualifications and expertise to demonstrate your company’s ability to provide the equipment and services per the requirements of this RFP.

B. Provide the point of contact for the subsequent contract, including name, title, address, telephone number and email address, if awarded this contract.

C. Vendor must demonstrate history of performance and financial responsibility.

Section 9: Equipment

A. Provide product literature/brochures, and photographs for proposed equipment.

B. Provide Shop drawings indicating equipment layout, dimensions, clearances, and location and size of services.

Section 10: Warranty

Provide a written warranty, to include the following:

A. Covering performance, as well as defects in materials and workmanship.

B. Bullet Recovery vessel will be warranted against leaks for a period of 5 years.

C. Under the warranty period repairs will be made without expense to customer.

D. All other components will be warranted against manufacturing defects for a period of 2 years.

Section 11: Service Plan

A. Proposed Timeline for delivery of equipment.

B. Proposed installation timeline, after notification.

RFP No. 25-0010 Bullet Recovery System for Police Department Page 16 of 42

C. Provide a description of on-site training/Instruction for Operation and maintenance of

System.

Section 12: Client Work History (Form 6)

Provide a list of contracts and projects, for whom your company has provided similar equipment and services. For each contract/project, include the following:

A. Entity name, contact person, mailing address, telephone number, email address.

B. Project/contract location.

C. Contract amount.

Section 13: Cost Proposal (Form 7)

Complete Form 6 to provide a cost proposal to the Police Department described in this

RFP.

Section 14: Contract Signature Page

Complete (Form 8). City officials will sign the copies after Columbus Council approves the contract award with the successful firm (see note below). Per the General Provisions, Page 11, Item X, the final contract shall include the following: 1) The RFP; 2) Addenda; 3)

Awarded Vendor(s) response; 4) Awarded Vendor(s) Clarifications; 5) Negotiated

Components; and 6) Awarded Vendor(s) Business Requirements.

Please note: After award of the contract by Columbus Council, awarded vendor will be notified to provide one identical hard copy of submitted proposal with original signatures. The awarded vendor will receive a digital copy of the executed contract.

Section 15: Proof of Insurance

Provide Insurance Checklist (Form 9) or Certificate of Insurance.

Section 16: Form W-9, Request for Taxpayer Identification Number and Certification

Complete and return Page 1 of the Form W-9, which is available at https://www.irs.gov/pub/irs-pdf/fw9.pdf

Section 17: Business License (Occupation License)

Provide a current copy of the Business License (Occupation License) that is required to conduct business at your location.

If awarded the contract, the successful vendor must obtain a business license from the City of Columbus. However, if the business is located in Georgia and has proof of being properly licensed by a municipality in Georgia, and paid applicable occupation taxes in that city, the contractor will not be required to pay occupation taxes in Columbus, Georgia.

If you have questions regarding this requirement, please contact the Revenue Division at

706-225-3780.

RFP No. 25-0010 Bullet Recovery System for Police Department Page 17 of 42

VI. EVALUATION OF PROPOSALS

Each submittal will be evaluated to determine the ability of each offeror to provide the required services.

The following weighted criteria will be used to evaluate proposals:

*The Cost Proposal is subject to negotiation.

Description Value

Poor = Is not qualified. 20 Points

Marginal = Is minimally qualified but one or more area is lacking in some essential aspect. 40 Points

Adequate = Is qualified and is generally capable of achieving the objectives of this RFP. 60 Points

Good = Is more than qualified and exceeds in some areas. 80 Points

Excellent = Is fully qualified and exceeds in several or more areas. 100 Points

After the review and rating of proposal (s) by the evaluation committee, individual scores will be averaged and ranked. Offerors will be ranked in descending order of numerical predominance.

Criteria Weight

A. Qualifications & Experience 40%

B. Equipment and Warranty 30%

C. Client Work History 15%

D. Service Plan 10%

E. *Cost (subject to negotiations) 5%

Acceptable performance on previous contracts with Columbus Consolidated Government for similar services.

+5

No previous contracts with Columbus

Consolidated Government for similar services

Unacceptable performance on previous contracts with Columbus Consolidated Government for similar services.

-5

RFP No. 25-0010 Bullet Recovery System for Police Department Page 18 of 42

TECHNICAL SPECIFICATIONS

I. INTRODUCTION

The Consolidated Government of Columbus, Georgia (the City) invites qualified and interested parties to furnish and install one Bullet Recovery System for use in forensic firearms examinations for the

Columbus Police Department.

II. REQUIREMENTS FOR BULLET RECOVERY SYSTEM:

A. Furnish and install one BULLET RECOVERY SYSTEM for use in forensic firearms examinations.

System will enable the recovery of projectiles fired from an assortment of firearms with a maximum kinetic energy equivalent to a .338 Win. Mag. cartridge. System will fully contain water under all firing conditions. The system must be proof-tested to 13,000 ft-lbs. (50 BMG) before leaving the manufacturer. System construction will maximize safety of personnel and minimize damage to the recovered projectile. Self-contained design will incorporate all necessary components on a single, transportable structure. These components will include, but not be limited to: one-piece shooting tank;

water filtration; automatic lid operation; solid-state underwater lighting; integral vacuum recovery of projectiles; and optionally, brass catcher; remote firing stand; air spring suspension of the tank; HEPA air filtration. Contractor will be required to demonstrate a fully operational system prior to shipment.

Further contractor requirements include on-site training, 5-yr. tank warranty and two-year parts and labor warranty.

System must be a regularly manufactured item by the vendor, with at least four prior law enforcement installations. References, literature/brochures, and photographs must accompany proposal. Proposal must address each of the requirements contained herein. Vendor must demonstrate history of performance and financial responsibility.

B. The following items are to be constructed of type 304 or 316 stainless steel:

Bullet recovery tank and lid, lid hinges, air filter housing, all weldments and reinforcements to the tank, all screws, bolts, nuts and washers used by the vendor in the construction of the system. NYLOK nuts are required where vibration and shock are present in mechanical fittings. Underwater lighting housing will be constructed of stainless.

C. All plumbing and piping are to be constructed of stainless steel. The initial piping fittings at the tank must be stainless steel due to the strength requirements imposed by shock.

D. The use of galvanized piping or fittings is prohibited. The joining or abutment of dissimilar metals that would provide conditions for galvanic corrosion is prohibited. Brass to stainless is allowed.

E. Platform walkway will be constructed of aluminum checker decking. Handrails will be constructed of anodized aluminum tubing.

RFP No. 25-0010 Bullet Recovery System for Police Department Page 19 of 42

F. The bullet recovery tank shall be a one-piece welded design having minimum overall interior dimensions of 101 inches length, 28 inches width, and 57.5 inches height. Tank bottom, target end and all remaining sides shall be a minimum of 1/4" Stainless Steel. The sides and bottom of the tank will be welded as follows: TIG welded inside and out, followed by MIG welding inside and out, yielding a total of four independent welds on all tank abutments. Interior and exterior sides will be given a finish grade of 2B

(satin). Inside and outside bottom will be free of scale and clean, but otherwise unfinished.

G. Tank lid will be at least 11-gauge Stainless Steel, cross-folded diagonally for added rigidity, and finished with a grade 2B. Lid will be raised and lowered by using a pneumatic, hydraulic, or motorized mechanical means. Lid actuation should be smooth, quiet and crisp, and speed of opening or closing should be user adjustable. The lid construction should be such that water or condensation does not drain outside the tank when operated. Water must not be ejected or leaked from the system, including the lid and shooting port during firing of any cartridge up to the system’s maximum rating, i.e. 338 Win Mag. A simple means of disconnecting the actuator/s and manually raising the lid should be incorporated.

H. Shooting port will be a 6" Sch. 40 Stainless Steel tube, angled such that the centerline of the tube extends to the abutment of the tank bottom and target end. Length of the tube will be sufficient to prevent a fired projectile from leaving the tank, regardless of the firearm shooting angle. The shooting tube extending into the tank will remain above the intended waterline of the tank, which is 48". The tube will include a ‘V’ notched nylon or similar block to rest the barrel of the firearm under test.

I. Tank bracing will consist of no less than 3" x 1/4” Stainless Steel angle around the exterior at heights of 20", 40", and 57.5" (top edge).

J. A surface skimmer will be employed opposite the shooting port and plumbed in a manner to enable floating debris to be rapidly cleared, thus providing an unobstructed view of the bottom.

K. Except for water inlet, vacuum wand and air duct, no other interior plumbing or piping will be allowed. The entire floor of the tank will be unobstructed, visible and accessible to the operator. Inlet and outlet ports for water and drain must be constructed in such a fashion as to prevent bullets from entering or becoming trapped in the exterior piping.

L. The entire interior floor will be covered with a 1/8" white HDPE mat. The mat is secured with removable Stainless-Steel angle sufficient to ensure the mat will not lift. No adhesive or sealant is used. The mat is easily removed and replaced.

M. A shooting platform of suitable height will be incorporated into the structure. The platform will allow a minimum of 48" distance between the shooting port and the rear handrails. A 24" walkway of the same height will traverse the entire length of the tank. Platform surface will be constructed of 1/8" aluminum checker decking. An accessory tray for firearms and ammunition will be provided.

N. Two tiers of anodized aluminum tube handrails will enclose the entire platform and walkway.

O. Entire structure, including all operating systems and stairwell, will be mounted on a single, portable platform, the footprint not to exceed 16 feet in length and approximately 5 feet wide.

RFP No. 25-0010 Bullet Recovery System for Police Department Page 20 of 42

P. The interior of the tank will be illuminated with a minimum of 100 watts equivalent solid-state (LED) lighting. The interior lighting circuit must be driven from a low voltage transformer intended for underwater lighting, UL rated, and powered from a ground-fault interrupter circuit breaker.

Q. The lamp will be mounted below the water line in a water-tight housing. The lamp and housing must be able to withstand the shock imposed by firing without damaging the watertight integrity of the housing.

R. The lamp must be conveniently replaceable without draining the tank.

S. Bullets will be easily and quickly recovered from the bottom of the tank. An integrated vacuum system and wand attachment will be utilized, with the capability of gathering a minimum of twelve 44 magnum, 180 grain projectiles in a single batch.

T. After gathering, the projectiles and their accompanying fragments will be discharged into a mesh stainless steel basket using a simple operator control. Recovery procedure will enable the operator to access the entire bottom area of the tank from the walkway. The vacuum system will have the additional capability of cleaning the tank using the wand and a supplied cleaning accessory.

III. PLUMBING/PIPING

A. Isolation valves will be appropriately provided, and will be of bronze with stainless wetted parts.

B. If the tank is to be free-floating, all plumbing and electrical to the tank must be provided with flexible connections.

C. Supply water connection is 3/4" FPT at city pressure.

D. A commercial grade custom stainless steel water pump and high-performance cartridge filter will be provided. Pump will be continuous-duty rated to at least 10gpm capacity with sufficient pressure to establish a visible surface flow from front to rear of tank. Pump must be protected by a loss of pressure switch with a delay-on-make time delay to enable a restart in the event of loss of prime.

E. A high-pressure blower capable of evacuating the tank air volume within 10 seconds will be provided. Blower must be capable of pulling air from around the shooter and into the tank without exposing the shooter to airborne lead and particulates.

F. The exhaust system shall be circuited as follows: room air is drawn into the tank through the shooting port, exhausted from the tank through a plenum, into the filter box, into the intake side of the blower, and discharged to room atmosphere. The circuiting must prevent the infiltration of water into the filter cabinet resulting from high-energy blasts.

G. The filter housing may be stainless steel, (see materials) and constructed in a manner that prevents the bypassing of air-borne lead particles into the atmosphere. Filter elements will consist of a 30% pre-filter and a laboratory-certified 99.97% HEPA filter.

IV. ELECTRICAL/CONTROLS

A. A single power source shall be utilized, 115 VAC, 30 Amps single phase. Customer will provide a wall-mounted disconnect for same. The operation of the water pump, air blower, interior light, and the

RFP No. 25-0010 Bullet Recovery System for Police Department Page 21 of 42 raise/lower lid functions shall be remotely controlled from the shooting platform. The enclosures for the remote box and the main control panel will be constructed of stainless or aluminum, and the enclosures and user switches will be NEMA 12 rated. A ‘Sonalert’ type audible warning device must be activated when the lid is commanded to the DOWN position. When the air blower is engaged, the water pump will be interlocked so as to simultaneously disengage.

B. If the tank is to be isolated from the frame by suspension on air springs (optional), suitable grounding of the tank to the frame, and from the frame to earth ground will be ensured. Power for all electrical components must be provided through vendor-supplied GFI breakers. All plumbing and electrical to the tank must be provided with flexible connections.

C. All electrical work performed will conform to the latest edition of the National Electrical Code.

D. Accessories to be provided:

E. Catches ejected brass from semi-automatic handguns or rifles.

F. Accessory Tray 12" x 36" padded tray for holding firearms, ammunition and evidence.