S43 IFB Police Vehicle Equipment~1.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000043 Solicitation Issued:

September 15, 2021

Description: Police Vehicle Equipment

Department:

Division of Alcoholic Beverage Control-Enforcement

Division of Tobacco Control-Enforcement

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: September 23, 2021 Bid Opening Time: 2:00pm, Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jennifer Trancoso Buyer’s Direct Phone Number: 501-371-6070

Email Address: Jennifer.Trancoso@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Jennifer.Trancoso@arkansas.gov

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Division of Alcoholic Beverage Control and Division of Tobacco Control to obtain pricing and a contract for police vehicle equipment for sixteen (16), 2021 Dodge Durangos. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/84483068891?pwd=b0tzdDZVRTJEVlNLY21YZ0JYTmJEUT09 Meeting ID: 844 8306 8891 Meeting Password: 625027 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before September 17, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on September 20, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/84483068891?pwd=b0tzdDZVRTJEVlNLY21YZ0JYTmJEUT09

D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department/Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control- Enforcement using such a contract.

I. “Installation location” is the primary location of the Contractor, delivery FOB destination, and where the physical installation services will be performed/completed.

1.5 SPECIFICATIONS

A. At a minimum, the police vehicle equipment must include all of the following components or component equivalents as approved by TSS OSP and/or the Division of Alcoholic Beverage Control- Enforcement/Division of Tobacco Control-Enforcement.

B. In addition to providing all equipment components, installation must be included in total cost. This includes future service and returns of products for warranty consideration.

C. The equipment must be provided and installed by a certified Whelen distributor or as approved by the Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement.

D. Installation and delivery must occur in Pulaski County, Arkansas.

E. Contractor shall provide the following new police vehicle equipment for the sixteen (16), 2021 Dodge Durangos.

1. Qty. 16- Gamber Johnson Console - Part No. 7170-0885-03

2. Qty. 16- Gamber Johnson Notepad V Universal Cradle - Part No. 7160-0250

3. Qty. 16- WEC Siren Amp w/ Hand-Held Control - Part No. WEC-HHS3200

4. Qty. 16- Whelen 100W Compact Black Composite 122D Siren Speaker - Part No. SAP315P

5. Qty. 16- SAK54 Speaker Mount - Part No. WEC SA315P Speaker Bracket for 2013+ Dodge Durangos

6. Qty. 16- WEC Blue Inner Edge Blue 12 3-LED Heads for 2013+ Durango - Whelen Part No.

IX44UFX

7. Qty. 16- WEC Dominator TIR3 Led Bar with 8 Blue LEDS - Whelen D808000

8. Qty. 16- WEC L-Angle Mounting Bracket Kit for Dominator (2 Brackets) - Part No. DBKT4

9. Qty. 64- WEC Ion Light Blue w/Smoked Lens - Part No. Whelen XONB *Installed in Grill Area *Four (4) in each Durango

10. Qty. 32- WEC Ion Light Blue w/Smoked Lens - Part No. Whelen XONB

*Installed in Rear 1/4 *Four (4) in each Durango

11. Qty. 32- WEC Surface Mount Ion Light Blue/Smoke - Part No. Whelen XONBSMB *Installed in Fog Area * Two (2) in each Durango

12. Qty. 32- WEC Blue T-Series Surface Mount Ion w/ Black Flange - Part No. Whelen TLIB *Installed in hatch opening lower *Two (2) in each Durango

13. Qty. 32- Whelen Omni Vertex Directional Light head 9' Cable, Blue - Part No. WEC-VTX609 *Installed in reverse lamps *Two (2) in each Durango

14. Qty. 16- Magnetic Mic Single Unit Conversion Kit - Part No. MMSU-1

15. Qty. 16- Bi 8 Gang Fuse Block w/ Grounding Pad and Clear Cover - Part No. FB8-GPC

16. Qty. 16- 25 ft Antenna Cable w/ 3/4" Brass Mount - Part No. MB8U25

17. Qty. 16- Motorola 1/4 Wave Antenna, Black - Part No. QWB800

18. Qty. 2- Weiser Gunrack Headrest Weapon Mount - Part No. WEI-003-HR

1.6 DELIVERY: FOB DESTINATION

A. The Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement requests delivery within 60 working days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or installation. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All items must be delivered to the installation location, not to a State facility. Contractor shall be able to order the specified equipment and accept delivery of the product. Once delivery is received, Contractor shall perform installation as specified by the Division of Alcoholic Beverage Control- Enforcement/Division of Tobacco Control-Enforcement.

C. All deliveries must be made within the agreed upon number of days unless otherwise arranged and coordinated with the Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement. The Contractor shall give the Division of Alcoholic Beverage Control- Enforcement/Division of Tobacco Control-Enforcement immediate notice of any anticipated delays or plant shutdowns that will affect the delivery or installation requirement.

D. Loss or damage that occurs during shipping, prior to the order being received by the Division of

Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement, is the Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

E. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement’s purchase order.

1.7 WARRANTY

A. Contractor shall provide a standard manufacturer’s one-year warranty on all police vehicle equipment specified in this IFB and must begin upon date of delivery to the installation location.

B. Warranty must cover defects in material and workmanship and cover all costs associated with the repair or replacement of the defective equipment including parts, labor, transportation costs, travel time and expenses, and any other costs associated with warranty related repair or replacement.

C. Upon delivery of equipment to the installation location, Contractor shall provide a copy of the standard manufacturer’s warranty documentation for all equipment delivered.

1.8 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a firm contract to a single Contractor.

B. The anticipated starting date for any resulting contract is the award date, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response, located in the ARBuy line item pricing response on the solicitation page. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department/ Division of Alcoholic Beverage Control-Enforcement/Division of Tobacco Control-Enforcement.

e. Exceptions Form.

https://arbuy.arkansas.gov/

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/