RFP Package_New City Hall_Security and Fire S.pdf

CITY OF

ST. MARYS, GEORGIA

REQUEST FOR PROPOSAL

FOR

NEW CITY HALL SECURITY AND FIRE

ALARM SYSTEM ENHANCEMENTS

REQUEST FOR PROPOSALS

City of St. Marys, Georgia

The City of St. Marys, Georgia will accept proposals from qualified contractors wishing to furnish all labor, materials, equipment, tools, transportation, and supervision necessary to install and commission security access control devices, fire alarm notification appliances, motion detection equipment, and security camera systems throughout the facility (St Marys’ New City Hall). All work shall comply with applicable local, state, and federal codes, including electrical, fire safety, and building codes, as well as the manufacturer’s specifications.

The objective of this project is to enable the city to move from existing facilities into a consolidated and renovated City Hall at 2603 Osborne St, St. Marys, GA 31558 and service the city and its residents in a safe and secure facility.

Responses to this RFP must be addressed and delivered to the City of St. Marys Finance Department, 418 Osborne Street, St. Marys, GA 31558 no later than October 7, 2026, at 2:00 PM. The proposals will be opened publicly at this time, and contractors’ names will be read aloud. Proposers must submit five (5) copies and (1) digital copy in a sealed package clearly labeled with the submitting company’s name and address, as well as the words “NEW CITY

HALL SECURITY AND FIRE ALARM SYSTEM ENHANCEMENTS” on the outside of the envelope. Any proposal not received by the deadline or not properly marked will not be opened for consideration.

Neither faxed nor email submissions will be accepted. No proposal may be withdrawn for a period of ninety (90) days after the above opening date.

Questions regarding this project may be directed in writing to the City of St. Marys to Sarah Lee at slee@stmarysga.gov, at 418 Osborne Street, St. Marys, Georgia, 31558.

All required Contract Documents and proof of meeting the City’s Insurance Requirements must be fully completed and executed by the Contractor and his/her Surety and submitted to the Owner on or before the issuance of Notice to Proceed.

The City of St. Marys will select the proposal that, in its sole discretion, is the most responsive and responsible to the City. The City is not liable for any cost incurred by vendors in the preparation of this proposal. The Owner reserves the right to reject any or all proposals, to waive informalities and to re-advertise, pursuant to federal and state law.

Unauthorized contact regarding this request for proposals with staff or elected officials may result in disqualification. Any oral communications will be considered unofficial and non-binding on the

City of St. Marys. Contractors should rely only on written statements.

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

mailto:slee@stmarysga.gov

CITY OF ST. MARYS, GEORGIA DOCUMENT CHECKLIST

The following documents, when marked, are contained in and made a part of this Proposal Package or are required to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and sign, where indicated, and return these documents with his/her bid. FAILURE TO DO SO MAY BE CAUSE

FOR DISQUALIFYING THE PROPOSAL.

Company Name :

REQUIRED

COMPLETED

ITEM DESCRIPTION

x INSTRUCTIONS TO BIDDERS/VENDORS/PROPOSERS SIGNED ACKNOWLEDGEMENT PAGE x REQUEST FOR PROPOSAL, SIGNED ACKNOWLEDGEMENT PAGE x PROPOSAL / QUOTE SUBMITTAL FORM, COMPLETED AND SIGNED

SURETY REQUIREMENTS (Certified check or other security of 5% required with PROPOSAL

SUBMITTAL)

PERFORMANCE BOND- UPON ACTIVATION OF CONTRACT (SAMPLE FORM PROVIDED

BY CITY)

PAYMENT BOND- UPON ACTIVATION OF CONTRACT (SAMPLE PROVIDED BY CITY)

x CERTIFICATE OF INSURANCE x W-9 (IF NOT ALREADY ON FILE WITH THE CITY)

LEGAL NOTICE

x CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY) x SUB-CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY) x GEORGIA PROFESSIONAL LICENSE CERTIFICATIONS x LIST OF SUB-CONTRACTORS x ATTACHMENTS x

COPY OF LLC CERTIFICATE OF ORGANIZATION AND OPERATING AGREEMENT OR

COPY OF INC. CERTIFICATE OF INCORPORATION AND CORPORATE RESOLUTION

DESIGNATING OFFICERS WITH AUTHORITY TO SUBMIT BID AND SIGN CONTRACT

x RECEIPT OF ADDENDA IF ANY, SIGNED ACKNOWLEDGEMENT PAGE

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR SUBMITTAL

SECTION I - INSTRUCTIONS TO PROPOSER

1.1 PURPOSE:

The City of St. Marys is seeking proposals to furnish all labor, materials, equipment, tools, transportation, and supervision necessary to install and commission security access control devices, fire alarm notification appliances, motion detection equipment, and security camera systems throughout the facility (St Marys’ New City Hall), in accordance with applicable local, state, and federal codes, including electrical, fire safety, and building codes, as well as the manufacturer’s specifications.

All proposals are governed by the Code of St. Marys, Georgia, and the laws of the State of

Georgia. Any contract and/or agreement and any addenda to it that result from this RFP shall be governed by the laws of Georgia.

THIS IS NOT A FEDERALLY-FUNDED PROJECT.

1.2 HOW TO SUBMIT PROPOSALS:

All proposals shall be:

A) Submitted in sealed opaque package (envelope or box as necessary), plainly marked with “NEW CITY HALL SECURITY AND FIRE ALARM

SYSTEM ENHANCEMENTS”, date, and time of submission, and company name.

B) Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above.

Hand Delivery and Mailing Address:

City of St. Marys

Purchasing Agent

418 Osborne Street

St. Marys, GA 31558

C) Please check the City’s website www.stmarysga.gov prior to submission for any addendum to the RFP.

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE

OPENED OR CONSIDERED.

http://www.stmarysga.gov/

1.3 EXPLANATION TO RESPONDER:

Any explanation regarding the meaning or interpretation of the contract, project manual, specifications, or any other contract documents must be requested in writing, with sufficient allowance of time for receipt of reply before the time of the proposal opening.

Any such explanations or interpretations shall be made in the form of addenda to the documents and shall be furnished to all responders, who shall acknowledge receipt of all addenda with their proposal. Oral explanations and interpretations made prior to the proposal opening shall not be binding.

1.4 HOW TO SUBMIT AN OBJECTION:

Objections from Vendors to this request for proposal and/or these specifications should be brought to the attention of the City Purchasing Agent either verbally, or in writing with sufficient allowance of time for receipt of reply before the time of the proposal opening.

The objections contemplated may pertain to form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.5 ERRORS IN PROPOSALS:

Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Vendor’s own risk.

1.6 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:

The City reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the City. The City reserves the right to reject the offer of a Vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or an offer from a Vendor whom investigation shows is not in a position to perform the contract.

1.7 CONTRACTOR:

Whenever the term "contractor" is used it shall encompass the "person," "business," "firm," or other party submitting a proposal to the City in such capacity before a contract has been entered into between such party and the City. At times throughout this request for proposal the term “contractor” may be used interchangeably with the terms “vendor”, “proposer” and “bidder.

1.8 CITY:

Whenever the term "City" or "Owner" is used, it refers to the City of St. Marys, Georgia.

1.9 COMPLIANCE WITH LAWS:

The Contractor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or City statute, ordinances and rules during the performance of any contract between the Vendor and the City. Any such requirement specifically set forth in any contract document between the Vendor and the City shall be supplementary to this section and not in substitution thereof.

1.10 DEBARRED FIRMS AND PENDING LITIGATION:

Any contract resulting from this RFP is a covered transaction for purposes of 2 C.F.R. Part 180 and 2 C.F.R. Part 3000. As such, the vendor must verify that none of its principals (defined in 2

C.F.R. § 180.995) or affiliates (defined in 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R.

§ 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

The contractor must comply with 2 C.F.R. Part 180, Subpart C and 2 C.F.R. Part 3000, Subpart

C, and must include a requirement to comply with these regulations in any lower-tier covered transaction it enters into.

The bidder or proposer agrees to comply with the requirements of 2 C.F.R. Part 180, subpart C and 2 C.F.R. Part 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower-tier covered transactions.

Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Vendors shall disclose any record of pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Proposals will not be accepted from any company, firm, person, party or parent subsidiary, against which the City has an outstanding claim, or financial dispute relating to prior contract performance. If the City, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further. Any Vendor/firm previously defaulting or terminating a contract with the City will not be considered.

Vendor acknowledges that in performing contract work for the City, Vendor shall not utilize any firms that have been a party to any of the above actions. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with the firm with respect to City contract.

** All Vendors are to read and complete the Vendors certification regarding debarment, suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility -

Attachment D to be returned with response. Failure to do so may result in your proposal being rejected as non-responsive.

1.11 IMMIGRATION:

On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section

2) became effective. All employers, contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-

Verify is a no-cost federal employment verification system to insure employment eligibility. Affidavits are enclosed in this solicitation. You may download M-274

Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Vendors are to read, complete and must submit with their proposal the completed and executed “Immigration and Security Form” and the “Affidavit Verifying Status for

City Public Benefit Application”. (Forms include in the RFP Package). Failure to do so may result in your solicitation response being rejected as non-responsive.

1.12 PROTECTION OF RESIDENT WORKERS:

The City actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification

Form (I-9). The contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment http://www.dol.state.ga.us/spotlight/employment/rules http://www.uscis.gov/

SECTION II:

GENERAL CONDITIONS

2.1 SPECIFICATIONS:

Any obvious error or omission in the specifications shall not inure to the benefit of the

Contractor, but shall put the Contractor on notice to inquire of or identify the same to the City

2.2 GEORGIA OPEN RECORDS ACT:

The responses will become part of the City's official files without any obligation on the

City's part. Ownership of all data, materials, and documentation prepared for and submitted to the City in response to a solicitation, regardless of type, shall belong exclusively to the

City and will be considered a record prepared, maintained or received in the course of operations of public office or agency and is subject to public inspection in accordance with the Georgia Open Records Act. Official Code of Georgia Annotated, Section 50-18-070, et.Seq. unless otherwise provided by law. The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the City. This applies to those specific contracts currently in effect and those which have been completed or closed up to three (3) years following completion.

2.3 GEORGIA TRADE SECRET ACT OF 1990:

In the event that a Contractor submits secret information to the City, the information must be clearly labeled as a "Trade Secret". The City will maintain the confidentiality of such trade secrets to the extent provided by law.

2.4 OFFERS TO BE FIRM:

The Contractor warrants that terms and conditions quoted in his/her offer will be firm for acceptance for a period of ninety (90) days from the date of proposal submittal. Fees quoted must also be firm for a ninety (90) day period.

2.5 COMPLETENESS:

All information required by the request for proposal must be completed and submitted to constitute a proper proposal. The City shall have sole discretion in evaluating qualifications and responses of Contractors. Contractor acknowledges that in performing a contract for the City, Contractor shall not utilize any firms that have been a party to any of the actions listed in paragraph 1.9. If Contractor has engaged any firm to work on this contract or project that is later debarred, Contractor shall sever its relationship with that firm with respect to the contract.

2.6 MULTIPLE PROPOSALS:

No Contractor will be allowed to submit more than one offer. Any alternate proposals must be brought to the Purchasing Agent's attention during the Pre-proposal Conference if one is scheduled, or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.7 PATENT INDEMNITY:

Except as otherwise provided, the successful Contractor agrees to indemnify the City and its officers, agents and employees against liability.

2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):

A responsible Contractor is defined as one who meets all requirements of the RFP. The City has the right to require any or all Contractors to submit documentation of their ability to perform, provide or carry out the service as requested herein and to disqualify the proposal of any Contractor as being unresponsive or un-responsible whenever such Contractor cannot.

2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By submission of this proposal, the Contractor certifies, and in the case of a joint proposal each party thereto as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Contractor or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Contractor and will not knowingly be disclosed by the Contractor prior to opening, directly or indirectly to any other competitor.

C. No attempt has been made or will be made by the Contractor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.10 AWARD OF CONTRACT:

The contract, if awarded, will be awarded to the responsible Contractor whose proposal will be most advantageous to the City, price and other factors considered. The St. Marys City

Council will make the determination as to which proposal best serves the interests of the

City. Appeal of an award can only be made after the City Council awards a contract.

2.11 INSURANCE PROVISIONS:

The selected Contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor's fee proposal. Contract work will not proceed unless the City has a current Certificate of Insurance in its possession.

General Information that shall appear on a Certificate of Insurance:

A. Name of Producer (contractor's insurance Broker/Agent).

B. Companies affording coverage (there may be several).

C. Name and address of the Insured.

D. A Summary of all current insurance for the insured (includes effective dates of coverage).

E. A brief description of the operations to be performed, the specific job to be performed, or contract number.

F. Certificate Holder (This is to always include the City).

2.12 LIMITS OF INSURANCE:

Effective coverage shall have the following limits:

A) Commercial General Liability: Provides protection against bodily injury, including death and property damage claims arising from operations of a contractor or tenant. Minimum limits: $1,000,000 bodily injury, including death and property damage each occurrence and $2,000,000 Property Damage, in the aggregate.

B) Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the contractor while performing within the scope of duties. Minimum limits:

$500,000 for each accident, disease policy limit, and disease each employee and

Statutory Worker’s Compensation limit.

C) Business Automobile Liability: Coverage insures against liability claims arising out of the contractor’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury, property damage, and should be written on an “Any Auto” basis.

D) Umbrella Policy: $5,000,000

2.13 INDEMNIFICATION:

The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the City of

St. Marys, Georgia, its mayor, councilmen, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONTRACTOR or its subcontractors. The CONTRACTOR'S obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless City of St. Marys, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the

CONTRACTOR or his subcontractors or anyone directly or indirectly employed by any of them. The CONTRACTOR'S obligation to indemnify the City under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONTRACTOR.

2.14 INTERPRETING SPECIFICATION:

The specifications or project scope contained herein are intended to be descriptive rather than restrictive. The City is soliciting a proposal to provide a complete product or package which meets all requirements. Changes in the scope, specifications, or terms and conditions if the RFP will be made in writing by the City prior to the proposal opening or due date. Results of informal meetings between a potential Contractor and a City official or employee may not be used as a basis for deviations from the requirements contained in this solicitation.

2.15 SIGNED RESPONSE CONSIDERED AN OFFER:

The signed Response shall be considered an offer on the part of the Contractor, which offer shall be deemed accepted upon approval by the St. Marys City Council, or their designee.

In case of a default on the part of the Contractor after such acceptance, the City may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.16 PAYMENT TO CONTRACTORS:

The contractor must submit an invoice at regular intervals, for no more than a 30-day period, to the City’s Finance Department.

A) Contractors will be paid the agreed upon compensation upon satisfactory progress or upon completion of the work as more fully described in the contract document.

B) All invoices received from contractor pursuant to this contract will be reviewed and approved by a city designated representative. Contractor acknowledges that all invoices properly submitted to City will be paid within 45 calendar days of said submission for eligible work under this contract.

C) Upon completion of the work, the Contractor will provide the City with an affidavit certifying all suppliers, persons or businesses employed by the

Contractor for the work performed for the City have been paid in full.

D) Contractor shall clearly include the words "final invoice" on contractor's final billing to the City of St. Marys. This statement by contractor shall constitute contractor's certification that all services have been properly and completely performed by contractor and all charges and costs have been properly invoiced to the City. Since this account will thereupon be closed, any and all further charges if not properly included on this final invoice shall be deemed waived by contractor.

E) The City is a tax-exempt entity. Every contractor, vendor, business, or person under contract with the City is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to the City by contract. Please consult the State of Georgia, Department of

Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

F) Questions regarding payment may be directed to the City’s Finance Department at

(912) 510-4040.

Contractor shall furnish and pay the cost of all the necessary materials and shall furnish and pay for all the superintendents, labor, tools, equipment, transportation and perform all other work required for the removal of all disaster debris, as defined herein, in strict accordance with this proposal, and any amendments thereto and such supplemental plans and specifications which may hereafter be approved.

Any contract amendment, change order, or other change or modification must be made in writing and executed by both parties. Such change must be allowable, allocable, within the scope of the grant or cooperative agreement, and must be reasonable for the completion of the project scope.

2.17 CONE OF SILENCE:

Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited.

Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

In order to conduct this procurement transaction in manner that provides full and open competition and meet the Federal Uniform Guidance Requirements to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statement of work, or invitation for bids or request for proposal must be excluded from competing for this contract.

2.18 CONTRACTOR DEFAULT:

In the event that the contractor or a subcontractor should violate or breach contract terms or conditions, upon discovery of such violation or breach the city will notify the contractor in writing. The contractor or subcontractor shall be entitled to cure the breach within ten

(10) days and provide evidence of such cure. If the contractor fails to cure the violation or breach within the ten-day time, the City shall be entitled to all available remedies, including termination of the contract, or the requirement that a subcontractor be dismissed from performing work under the contract. The City of St. Marys shall be entitled to any and all damages permissible by law and the City reserves the right to procure services from other sources.

2.19 BYRD ANTI-LOBBYING AMENDMENT: (Federally-Funded Projects Only)

Proposer understands that they are required to sign an anti-lobbying certification letter to comply with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). This certification applies to contractors’ subcontractors based on a tiered system. The requires that each tier certifies to the tier above that, it will not and has not used Federal appropriated funds to pay any person or organization for influencing, or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.

Such disclosures must be forwarded from tier to tier, up to the City.

2.20 HEALTH AND SAFETY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 40

U.S.C. § 3702.

B) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 29 C.F.R. Part 5.

C) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with the Clean Air

Act 42 U.S.C. § 7401, et seq.

2.21 ENERGY AND RESOURCE EFFICIENCY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 42

U.S.C. § 6201.

B) In performing the contract resulting from the RFP, the proposer must comply with

C.F.R. Part 200, Appendix II, 1JK; 2 C.F.R.§ 200.322; Chapter V,1J7 and make maximum use of products containing recovered materials designated by the

United States Environmental Protection Agency (EPA) unless the product cannot be acquired:

i. Competitively within a timeframe providing for compliance with the contract performance schedule;

ii. Meeting contract performance requirements; or

iii. At a reasonable price.

C) EPA has comprehensive guidelines on this provision found at www.epa.gov/cpg.

A list of EPA-designated items can be found at www.epa.gov/cpg/products.htm.

2.22 ACCESS TO INFORMATION AND WORK SITES:

A) In addition to complying with the Georgia Open Records Act, the contractor agrees to provide the City of St. Marys or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

B) The contractor shall retain all records pertaining to the contract for three years after the City of St. Marys makes final payments to the contractor, and all other pending matters are closed.

The undersigned Vendor certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this request for proposal package, and that any exception taken thereto may disqualify his/her proposal.

This is to certify that I, the undersigned Vendor, have read the instructions to Vendor and the General Conditions, and agree to be bound by the provisions of the same.

This day of

BY:

SIGNATURE

PRINTED NAME AND TITLE

COMPANY

ADDRESS

PHONE NO.

http://www.epa.gov/cpg http://www.epa.gov/cpg/products.htm

SECTION III

REQUEST FOR PROPOSAL

3.1 DESCRIPTION AND OBJECTIVES:

The City of St. Marys is seeking proposals wishing to furnish all labor, materials, equipment, tools, transportation, and supervision necessary to install and commission security access control devices, fire alarm notification appliances, motion detection equipment, and security camera systems throughout the facility (St Marys’ New City Hall). All work shall comply with applicable local, state, and federal codes, including electrical, fire safety, and building codes, as well as the manufacturer’s specifications.

3.2 PROJECT OVERVIEW:

Project Name: New City Hall Security and Fire Alarm System Enhancements

Location: 2603CC Osborne Rd, St. Marys, GA, 31558

Scope of Work Summary: Installation and commissioning of security and fire alarm systems

IAW all applicable local, state, and federal codes, including electrical, fire safety, and building codes, as well as the manufacturer’s specifications.

Pre-Bid Meeting (Non-Mandatory): 9:00 AM on September 15, 2026 at 2603CC Osborne

Rd, St Marys, GA 31558

The selected contractor will be responsible for all labor, materials, equipment, and permits required to complete the project and commission all installed equipment.

3.3 SCOPE OF WORK:

Refer to Attachment A – Detailed Scope of Work

3.4 PROPOSAL REQUIREMENTS:

Interested contractors should submit a proposal that includes the following:

• Company Information: Name, address, contact details of the company, years in operation and company structure.

• Experience: A summary of relevant experience, including similar projects completed within the last five years.

• Project Plan: A detailed project plan outlining the approach, anticipated timeline, and key milestones.

• Budget: A detailed budget breakdown, including all costs associated with the project.

• References: Contact information for at least three references from similar projects.

• Licenses and Insurance: Proof of relevant licenses and insurance coverage.

• Required Forms: Insurance and Bond(s), Debarment / Suspension Affidavit, Immigration and Security Forms, Non-Collusion Affidavit, Addenda

Acknowledgement, the Byrd Anti-Lobbying Affidavit, and the Public Benefit

Form.

3.5 EVALUATION CRITERIA:

Proposals will be evaluated using the following criteria and corresponding weight percentages:

• Experience and Qualifications of the Contractor – 25%

Demonstrated expertise in similar projects, including qualifications of key personnel and a history of successful related construction work.

• Cost-Effectiveness of the Proposal – 30%

Overall value offered, including breakdown of costs, clarity of pricing, and alignment with project budget constraints.

• Anticipated Timeframe, Quality, and Feasibility of the Project Plan – 30%

Realism and detail of the proposed timeline, project approach, quality control measures, and ability to meet the City’s scheduling and performance expectations.

• Compliance with Proposal Requirements – 10%

Completeness and clarity of the submitted proposal, adherence to submission guidelines, and responsiveness to all requested elements.

• References and Past Performance – 5%

Feedback from previous clients, success on past projects, and the contractor’s reliability in meeting project goals and timelines.

3.6 SUBMISSION DETAILS:

• RFP Release Date: September 3, 2206

• Pre-Bid Meeting (Non-Mandatory): 9:00 AM on September 15, 2026 at 2603CC

Osborne Rd, St Marys, GA 31558

• Submission Deadline: October 7, 2026

• Submission Method: Sealed Proposal

• Anticipated Award Date: October 19, 2026

• Proposals must include:

• Cover Letter

• Detailed Response to Scope of Work

• Cost Proposal (including breakdown by task/labor/materials)

• Project Schedule

• Qualifications and References

• All proposals must be submitted electronically in PDF format or delivered in hard copy to the contact listed below.

• Contact Information: Sarah Lee, Email - slee@stmarysga.gov, Office - 912.510.4045

The response to the request for proposal must be received by the City Purchasing Office no later than 2:00 pm EST, October 7, 2026. Any proposal received after the time and date stipulated will be rejected and returned to the Vendor. The City may, for good and sufficient reason, extend the response deadline, in which case all potential Vendors will receive an addendum setting forth the new date.

3.7 WITHDRAWAL OF PROPOSAL:

Your proposal may be withdrawn by written REQUEST received by the City before the time fixed for receipt of proposals

3.8 ADDITIONAL INFORMATION:

• Site visits can be arranged upon request.

• Questions regarding the RFP must be submitted in writing to Sarah Lee by September 24, 2026, by 5 PM (Eastern time).

3.9 TERMS AND CONDITIONS:

• The City of St. Marys reserves the right to reject any or all proposals.

• All submitted proposals become the property of the City of St. Marys.

• Final award is subject to City Council approval.

• The selected contractor will be required to enter a formal contract with the City of St.

Marys.

Each proposal must be submitted in one (1) original and four (4) copies bound to:

Purchasing Department

418 Osborne Street

St. Marys, GA 31558

3.10 COST TO PREPARE RESPONSES:

The City assumes no responsibility or obligation to the Vendors and will make no payment for any costs associated with the preparation or submission of the proposal.

mailto:slee@stmarysga.gov

NEW CITY HALL SECURITY AND FIRE ALARM SYSTEM ENHANCEMENTS

ATTACHMENT A – DETAILED SCOPE OF WORK

Scope of Work

Project: Security and Fire Alarm System Enhancements

Location: 2603 Osborne Road, St Marys, GA 31558

1. Overview

The Contractor shall furnish all labor, materials, equipment, tools, transportation, and supervision necessary to install and commission security access control devices, fire alarm notification appliances, motion detection equipment, and security camera systems throughout the facility (St Marys’ New City Hall). All work shall comply with applicable local, state, and federal codes, including electrical, fire safety, and building codes, as well as the manufacturer’s specifications.

2. Access Control System Installation

The Contractor shall install a total of 26 card readers for designated interior and exterior doors.

Work shall include:

• Mounting and wiring of card readers and associated magnets.

• Integration with the existing access control system or installation of new control hardware if required.

• Testing and commissioning of each card reader to ensure proper authentication, door operation, and logging functionality.

• Labeling all devices according to facility standards.

3. ADA Door Access Buttons/Paddles

The Contractor shall install ADA-compliant door openers at the New Entry on the east side, the

New Entry on the north side, the Main Entrance to Council Chambers, and on the south side of the Council Chambers in accordance with facility and ADA standards and requirements.

Work shall include:

• Mounting and wiring of handicap door openers and associated wiring.

• Integration with the existing access control system or installation of new control hardware if required.

• Testing and commissioning of each card reader to ensure proper authentication, door operation, and logging functionality.

• Labeling all devices according to facility and ADA standards.

4. Fire Alarm Pull Stations

The Contractor shall install Fire Alarm Pull Stations in accordance with National Fire Protection

Association (NFPA) 101 and NFPA 72 requirements:

Work shall include:

• Mounting each device in locations identified on design drawings or by the Authority

Having Jurisdiction (AHJ) in accordance with NFPA 101 and NFPA 72 requirements.

• Running necessary conduit and wiring back to the fire alarm control panel.

• Programming and integration into the building’s fire alarm system.

• Testing for visibility and system communication.

• Providing updated documentation and stamped as-built drawings.

5. Fire Alarm Notification Devices

The Contractor shall install the following fire alarm components in accordance with NFPA 101 and NFPA 72:

• Horn/Strobe units. Anticipate at least 14 units, but installation needs to meet NFPA 101 and NFPA 72 requirements.

• Speaker Strobe units. Anticipate at least 21 units, but installation needs to meet NFPA

101 and NFPA 72 requirements.

Work shall include:

• Mounting each device in locations identified on design drawings or by the Authority

Having Jurisdiction (AHJ) in accordance with NFPA 101 and NFPA 72 requirements.

• Running necessary conduit and wiring back to the fire alarm control panel.

• Programming and integration into the building’s fire alarm system.

• Testing for audibility, visibility, and system communication.

• Providing updated documentation and stamped as-built drawings.

6. Motion Detection Systems

The Contractor shall install 11 motion detectors, including:

• Mounting devices at specified interior locations.

• Running wiring and integrating detectors into the existing security system.

• Testing for sensitivity, range, and reliability.

7. Perimeter Door Security Alarms

The Contractor shall install 3 perimeter door alarm devices, including:

• Sensor installation and wiring.

• Integration with the security monitoring system.

• Verification of alarm activation, logging, and alert functionality.

8. Security Camera Systems

The Contractor shall install a total of 17 security cameras, consisting of:

• 10 interior cameras.

• 7 exterior cameras – rated for outdoor environmental conditions.

Work shall include:

• Mounting cameras at specified locations.

• Running PoE cabling or other required power/network connections.

• Connecting cameras to the facility’s video management system (VMS).

• Testing for image quality, recording functionality, and network stability.

9. System Testing & Commissioning

Upon completion of installation, the Contractor shall:

• Perform full functional testing of all devices.

• Conduct integration testing across all relevant systems (access control, fire alarm, security monitoring, VMS).

• Provide training to facility staff on basic operation and troubleshooting.

• Deliver as-built documentation including device locations, wiring diagrams, and configuration data.

10. Clean-Up and Restoration

The Contractor shall ensure all work areas are kept clean and shall restore any surfaces disturbed during installation to their original condition.

11. Warranties and Documentation

The Contractor shall provide:

• Manufacturer warranties for all equipment.

• A one-year workmanship warranty (or as agreed).

• All operation manuals, certifications, and compliance documentation.

• Signed and stamped As-built drawings for all installed equipment

12. Cost Breakdown

The Contractor shall provide a detailed cost breakdown covering all labor, materials, equipment, programming, testing, and project management. The breakdown shall include, at minimum:

Access Control System

• 26 Card Readers o Unit cost o Installation labor o Cabling and conduit o Magnets o Controller/interface hardware (if required) o Total cost for access control devices

ADA Access Door Buttons

• ADA compliant Door Access Buttons o Unit cost o Installation labor o Wiring/conduit o Programming and integration

Fire Alarm Notification Devices

• Horn/Strobe Units IAW NFPA 101 and NFPA 72 requirements o Unit cost o Installation labor o Wiring/conduit o Programming and integration

• Speaker Strobe Units IAW NFPA 101 and NFPA 72 requirements o Unit cost o Installation labor o Wiring/conduit o Programming and integration

• Total cost for fire alarm devices

Motion Detection Systems

• 11 Motion Detectors o Unit cost o Installation labor o Wiring o Total motion detection cost

Perimeter Door Alarms

• 3 Door Alarm Units o Unit cost o Installation labor o Wiring o Integration into security system o Total cost for perimeter alarms

Security Camera Systems

• 10 Interior Cameras o Unit cost o Installation labor o Network cabling/PoE hardware o Integration into VMS

• 7 Exterior Cameras o Unit cost o Weather-rated housing or mounting o Installation labor o Network cabling/PoE hardware o Integration into VMS

• Total cost for camera systems

Project-Wide Costs

These items shall be included in the Scope of Work Item Costt listed above as appropriate,

• System testing and commissioning

• Project management and supervision

• Travel and mobilization costs

• As-built documentation

• Training for facility personnel

• Warranty costs (if applicable)

Total Project Cost

The Contractor shall provide a single consolidated figure as the total project cost.

ATTACHMENT B – INSURANCE AND BONDING REQUIREMENTS

Contractor shall provide certificates of insurance meeting minimum coverage limits:

General Liability $1,000,000 per occurrence, $2,000,000 aggregate; Workers’

Compensation per state law; Automobile Liability $1,000,000 combined single limit;

Umbrella/Excess Liability $2,000,000.

Performance and Payment Bonds equal to 100% of contract price. Include endorsements naming

Owner as additional insured. Sample Performance Bond and Sample Payment Bonds below.

5% Proposal Bond (Bid Bond) required to be included with Proposal

SAMPLE PERFORMANCE BOND

KNOW ALL MEN BY THESE PRESENTS:

That ___________________________________________________ as Principal, hereinafter called Contractor, and _______________________________________________of

_______________________________________ a corporation organized and existing under the laws of the State of _____, as Surety, hereinafter called Surety, are held and firmly bound unto the CITY OF ST. MARYS, as Obligee, hereinafter called Owner, in the amount of

_____________________________________________Dollars ($_________________) for the payment whereof Contractor and Surety bind themselves, their heirs, executors, administers, successors, and assigns, jointly and severally, firmly by these presents.

WHEREAS, Contractor has by written agreement dated _________________, entered into a contract with Owner for the CITY OF ST. MARYS ____________________________________ for the City of St. Marys, Georgia, in accordance with Specifications prepared by the Owner, which contract is by reference made a part hereof, and is hereinafter referred to as the Contract.

NOW, THEREFORE, THE CONDITION OF THE OBLIGATION is such that, if the contractor shall promptly and faithfully perform said Contract, and then this obligation shall be null and void, otherwise, it shall remain in full force and effect.

The Surety hereby waives notice of any alteration or extension of time made by the Owner.

Whenever Contractor shall be, and declared by Owner to be in default under the Contract, the

Owner having performed Owner’s obligations thereunder, the Surety may promptly remedy the default, or shall promptly:

(1) Complete the Contract in accordance with its terms and conditions, or

(2) Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible bidder, or, if the Owner elects, upon determination by the Owner and Surety jointly of the lowest responsible bidder, arrange for a contract between such bidder and Owner, and make available as work progresses

(even though there should be a default or a succession of defaults under the contract or contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph hereof. The term

“balance of the contract price,” as used in this paragraph, shall mean the total amount payable by

Owner to Contractor under the contract and any amendments thereto, less the amount properly paid by Owner to Contractor.

No action can be instituted on this bond after one year from the completion of the Contract and the acceptance by Owner of the work there under.

SAMPLE PERFORMANCE BOND

Signed and sealed this ____ day of _________________, in the presence of:

(Witness) Principal

By: ________ (SEAL)

Witness) Surety

By: ________ (SEAL)

SAMPLE PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS, that we, _________________________________ as a corporation duly organized under the laws of the State of Georgia, listed in the latest issue of

U.S. Treasury Circular 570, and registered in the State of Georgia, as surety, are held and firmly bound unto the City of St. Marys, Georgia, hereinafter called Owner, in the sum of

______________________________________________________________ dollars (in words), ($_________________________) (in figures), for the payment of which sum, well and truly to be made, the Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Contractor has entered into a written contract dated ______________ with the

Owner for the execution of the CITY OF ST. MARYS ________________________________ in accordance with the specifications prepared by the Owner, which contract is by reference made a part hereof, and is hereinafter referred to as the Contract.

NOW THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Contractor shall promptly make payment to all claimants as hereinafter defined, for all labor and material used or reasonably required for use in the performance of the Contract, then this obligation shall be void; otherwise, it shall remain in full force and effect, subject, however, to the following conditions:

A. A claimant is defined as one having a direct contract with the Contractor or with a

Subcontractor of the Contractor for labor, material, or both, used or reasonably required for use in the performance of the Contract, labor and material being construed to include that part of water, gas, power, light, heat, oil, gasoline, telephone service or rental of equipment directly applicable to the Contract.

B. The above named Contractor and Surety hereby jointly and severally agree with the

Owner that every claimant as herein defined, who has not been paid in full before the expiration of a period of ninety (90) days after the date on which the last of such claimant’s work or labor was done or performed, or materials, prosecute the suit to final judgment for such sum or sums as may be justly due the claimant, and have execution thereon. The Owner shall not be liable for the payment of any costs or expense of any such suit.

C. No suit or action shall be commenced hereunder by any claimant,

1. Unless claimant, other than one having a direct contact with the Contractor, shall have been given written notice to any two of the following: the Contractor, the

Owner, or the Surety above-named, within ninety (90) days after such claimant did or performed the last of the work of labor, or furnished the last of the materials for which said claim is made, stating with substantial accuracy the amount claimed and the name of the party to whom the materials were furnished, or for whom the work or labor was done or performed. Such notice shall be served by mailing the same by registered mail or certified mail, postage prepaid, in an envelope addressed to the

Contractor, Owner or Surety, at any place where any office is regularly maintained for the transaction of business, or served in any manner in which legal process may be served in the state in which the aforesaid project is located, save that such service…