RFP 274-RPD1-27 Addendum 1.pdf

v.04/2022

City of Raleigh

Request for Proposal #: 274- RPD1-27

Title: Evidence Storage Systems Procurement and Facility Relocation

Submittal Due Date and Time: Thursday, October 9, 2026, no later than 4:00PM

*LATE PROPOSALS WILL NOT BE ACCEPTED*

ADDENDUM NO. 1

Issue Date: 9/30/2026

Issuing Department: Police

Direct all inquiries concerning this RFQ to:

Rebecca Dew

Police Evidence Supervisor

Email: Rebecca.Dew@raleighnc.gov

City of Raleigh

Addendum 1 to RFQ 274-RPD1-27

Issue Date: 9/30/26

To: All Proposers

This Addendum, containing the following additions, clarifications, and/or changes, is issued prior to receipt of qualification packages and does hereby become part of the original RFQ documents and supersedes the original RFQ documents in case of conflict.

Receipt of this addendum must be acknowledged by signing in the area indicated below. Please make the follow additions, clarifications, and/or changes to the RFQ as listed below and sign and return this addendum with your submittal package.

The following questions and answers are a mixture of questions that were received in-person during the site walkthrough and via email before the deadline of Wednesday, September 23, 2026.

218 W. CABARRUS STREET: Current Location General Questions:

Q1: What additional equipment/materials need to be provided? Are you interested in having shrink wrap and pallets included in the quote?

A1: Providing moving supplies or equipment such as shrink wrap, pallets, or other packing materials is not included in the scope of this RFP. The selected Contractor will not handle or move any evidence or found property; those items will be moved exclusively by the Raleigh

Police Department’s Evidence Unit. As such, vendors should not include costs for moving supplies or materials in their proposals.

Q2: What is the manufacturer, make, and model of the existing mobile or track-mounted shelving system? Please also confirm whether this existing track system is included in the relocation scope.

A2: The existing shelving consists of 4-post shelving units, installed either as free-standing sections or mounted on SpaceSaver high-density track systems supplied and installed by

Patterson Pope. The current high-density shelving is located in two areas: the MC Room (Major

Crimes) and the MI Room (Miscellaneous). The electronic connections located on top of the high-density shelving units, as well as the connections at the ends of each row, must be disconnected prior to disassembling the 4-post shelving for removal from the track system. These electronic components, all cover panels, and the track system itself will remain in place. Only the

4-post shelving units are to be disassembled and relocated to the new facility.

Q3: Is the moving contractor responsible for fully disassembling and reassembling all the shelving included, or will the manufacturer or another specialty contractor assist with any portion of this work?

A3: Section 4, Scope of Services, requires the Contractor to fully disassemble, move, and reassemble all shelving included under Option #1 and Option #3, should the Contractor choose to submit proposals for those options. The Contractor is responsible for performing all tasks outlined in this section and must provide the necessary personnel, either in-house staff or subcontracted personnel, to complete every portion of the required work. No manufacturer or specialty contractor will be provided by the City to assist with these activities.

MI Room (Miscellaneous):

Q4: Can you provide information regarding the elevation/height for shelving in your current space (218 W. Cabarrus St.)? How does this compare to what you want to have in the new building (2315 Atlantic Ave.)?

A4: The existing 4-post shelving at the current facility (218 W. Cabarrus St.) is 7 feet in height.

Vendors responding to Option #2 of the RFP, providing all new shelving, must quote shelving with a minimum height of 10 feet and a maximum height of 16 feet.

Detailed specifications for the required shelving at the new facility (2315 Atlantic Ave.)

including height, width, depth, and length for each designated area are provided in the attached

PDF documents. Vendors should use these specifications when preparing their proposals.

Q5: Do you want to remove the existing track, electrical components, and cover panels from the current mobile shelving system, and have it re-installed at Atlantic Avenue?

A5: The existing track system, electrical components, and row-end cover panels associated with the current mobile shelving system will remain in place at 218 W. Cabarrus St. These components are not included in the relocation scope and will not be reinstalled at the new facility on Atlantic Avenue. In accordance with City policy, these items will be sold through an approved government surplus site.

Q6: Is the Police Department considering re-selling these systems if we do not take anything with us?

A6: The City of Raleigh utilizes an established government surplus auction process for the sale of equipment and materials. This process must be followed and cannot be replaced or supplemented by private-party resale. Any shelving components or related systems not relocated to the new facility will be disposed of through this required City auction process.

Q7: Does the prospective vendor need to offer the exact same shelving/shelving solutions that the City of Raleigh already utilizes, or can other options be quoted? (i.e. Is the City of Raleigh only interested in purchasing SpaceSaver and 4-post shelving again?)

A7: The Contractor is not required to provide the same shelving type or manufacturer currently used by the City of Raleigh at the 218 W. Cabarrus Street location. The City has already installed a small amount of pallet rack shelving at the Atlantic Avenue facility, measuring 16 feet in height, 4 feet in depth, and 12 feet in length. Vendors submitting proposals under Option #2 are encouraged to quote similar pallet rack shelving that meets the dimensional guidelines outlined in the attached specification documents. A reference photo of one such shelving unit is also included for vendor review.

V Room Small Drugs:

• NO QUESTIONS ASKED FOR THIS SPACE

MC Room (Major Crimes):

Q8: Will moving the refrigerators/freezers be part of the scope for this RFP bid?

A8: The refrigerators, freezers, and all contents stored within them will be moved solely by the

Police Department’s Evidence Unit. These appliances are not included in the Contractor’s scope of work under this RFP.

Q9: What additional storage will you need for the items in the MC Overflow Room? Are you keeping these items on the current moving wire racks and in the movable blue tubs?

A9: All items currently stored in the MC Overflow Room will remain on the existing movable wire rack shelving and within the rolling blue tubs at the new facility. These wire racks, blue tubs, and all associated evidence will be moved solely by the Police Department’s Evidence

Unit. No additional storage is required to accommodate these items in the new location.

2315 ATLANTIC AVE: New Location General Questions:

Q10: Are you open to used shelving?

A10: The City of Raleigh is open to considering used shelving, provided it is structurally sound and meets the dimensional and functional requirements outlined in the RFP specifications.

Q11: What is needed for the final bid submission? For example, do we need to submit hard copies, thumb drives, etc. How do we get these items to you? In-person? Via mail? What is the date/time deadline?

A11: The requirements for final bid submission are outlined in Section 1.6 of the original RFP.

Prospective bidders may submit proposals for any or all of the three options identified in the solicitation. All instructions regarding submission format, delivery method, and the date and time deadline are provided in that section and must be followed as written.

Q12: When are we anticipating the install of this shelving?

A12: The RFP specifies that a final selection will be made on Friday, October 30, 2026. Contract negotiations between the selected Contractor and the City of Raleigh will begin immediately following that decision. Based on the anticipated timeline, installation of the shelving could reasonably occur between November 30, 2026, and January 4, 2027.

Q13: Please provide the total quantity of shelving to be relocated, broken down by type, unit or bay count, dimensions and number of shelves. Please also provide available photographs or inventory records.

A13: Documentation has been provided that includes a full layout of the current facility and a corresponding key identifying the dimensions, type, and configuration of each shelving unit installed. These materials outline all shelving that must be disassembled and relocated under

Option #1 or Option #3 as described in the Scope of Services. Vendors should rely on these layout drawings and specification keys for detailed information regarding unit counts, bay counts, shelving dimensions, and shelf quantities. Photographs have also been supplied to support accurate proposal development.

Q14: Is the moving Contractor responsible for fully disassembling and reassembling all included shelving, or will the manufacturer or another specialty contractor assist with any portion of this work?

A14: The Contractor is responsible for fully disassembling and reassembling all existing shelving if submitting a proposal for Option #1 or Option #3, as outlined in Section 4-A of the

Scope of Services. Subcontractors may be utilized to perform this work; however, all personnel, whether employed directly by the Contractor or through a subcontractor, must comply with the requirements specified in Section 4-G of the Scope of Work.

Q15: Please define the “other related materials” included in the moving scope. Will the contractor move anything besides empty shelving and its components?

A15: The term “other related materials” referenced in Section 4-B of the RFP refers to minor items affixed to the shelving, such as stickers, labels, placards, or similar materials that are not easily removed. These items may be relocated along with the shelving components. All evidence and found property remain strictly the responsibility of the Police Department’s Evidence Unit and are not included in the Contractor’s moving scope.

Q16: Will any relocated shelving be placed in a temporary warehouse location before it is installed in its permanent location? If so, will the moving contractor be required to anchor the shelving to the temporary warehouse floor?

A16: The City of Raleigh will not store any relocated shelving in a temporary warehouse. All shelving moved under Option #1 and Option #3 in the Scope of Services will be transported directly from 218 W. Cabarrus Street to 2315 Atlantic Avenue. As a result, the Contractor will not be required to store shelving in any temporary location.

Q17: If anchoring is required at either the temporary or permanent location, will the City provide slab specifications, approved anchoring methods and information regarding embedded utilities or post-tensioning? Will the contractor also be responsible for removing anchors and repairing the resulting holes when shelving is moved?

A17: Anchoring of the shelving is not required, though it is preferred. Slab specifications are not necessary, as the concrete slab at the new facility is sufficiently thick to accommodate the anchoring hardware. The City’s preferred anchoring method consists of all-thread screws

(minimum 6 inches in length) used in combination with nuts, bolts, and adhesive. There are no embedded utilities within the slab, and no post-tensioning is present. Additionally, the Contractor will not be responsible for removing anchors or repairing any resulting holes if shelving is later moved or reconfigured.

Q18: What is the anticipated notice-to-proceed, project start, and required completion dates?

Will the relocation occur in one continuous phase or multiple phases?

A18: The RFP identifies Friday, October 30, 2026, as the date on which a final selection will be made. Contract negotiations between the selected Contractor and the City of Raleigh will begin immediately thereafter. Based on the anticipated timeline, project work, including shelving relocation or installation, could reasonably begin between November 30, 2026, and January 4, 2027. If Option #2 (new shelving installation) is selected, the work will occur in one continuous phase, as the new facility is currently empty. If Option #1 or Option #3 is selected, the relocation will occur in multiple phases. Each room at the current facility must be cleared of evidence sequentially to provide unobstructed access for shelving disassembly. As shelving from each room is relocated to the new facility, the next room will be cleared in preparation for Contractor access. There is no required completion date for the project.

Q19: What coordination will be required between the moving contractor and the separately contracted high-density shelving installer, including sequencing, shared work areas and facility readiness?

A19: Section 4 of the Scope of Services outlines the three proposal options, and the Contractor selected for each option will be solely responsible for completing all work associated with that option:

• Option #1: Disassembly, relocation, and reassembly of existing 4-post shelving.

• Option #2: Installation of new shelving.

• Option #3: Combination of disassembly, relocation, and reassembly of existing 4-post shelving along with installation of additional new shelving.

The City does not anticipate any overlap or shared work areas with a separately contracted high-density shelving installer. The facility will be fully ready for installation, and no concurrent subcontractor activity or competing installation work is expected. As a result, no special coordination or sequencing between the moving Contractor and any other shelving installer will be required.

Q20: Are subcontractors permitted for specialized shelving disassembly, reassembly or anchoring? If so, must their employees complete the same City background checks, and are those checks provided at no cost? Please also provide the anticipated processing time.

A20: Subcontractors are permitted to perform specialized shelving disassembly, reassembly, or anchoring, provided all personnel comply with the requirements outlined in Section 4-G of the

Scope of Work. All employees, including subcontractor personnel, must complete a City of

Raleigh background check prior to performing work onsite. The background check is provided at no cost to the Contractor and typically requires no longer than one week to process once all required documentation has been submitted.

Q21: The RFP states that the contractor must be bonded but does not identify the required bond.

Please specify whether a bid, performance, payment or other bond is required and provide the required amount or percentage.

A21: Contractors are asked to provide information regarding the current bonding they hold as part of their proposal submission. The specific bond type and amount required whether bid, performance, payment, or another form will be determined by the City based on the total dollar value of the awarded project. The City will identify the appropriate bonding requirement once the project option and Contractor have been selected.

Rebecca Dew

Evidence Unit Supervisor

Sign below and return this addendum with your submittal response.

Proposer Name & Company: ___________________________ Date: ____________

Signature: ______________________________ Title: _________________________

Reference photo for Question 7:

MAJOR CRIMES (MC)

MISCELLANEOUS EVIDENCE (MI)

48X10 48X12 36X24

SMALL QTY DRUGS (V ROOM)

HANDGUNS & LONG GUNS (G ROOM)

LARGE QTY DRUGS (VF ROOM) ADDITIONAL SIDE ROOM SHELVING