Equipment and Installation for 2023 Ford Interceptor Utilities

SANGAMON COUNTY, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR EQUIPMENT AND INSTALLATION FOR 2023 FORD INTERCEPTOR UTILITIES ISSUE DATE: 5/26/2023 ISSUED BY: SANGAMON COUNTY, ILLINOIS, FOR THE BENEFIT OF THE SANGAMON COUNTY SHERIFF’S OFFICE SPRINGFIELD, IL 62701 PROJECT CONTACT: BRAD BAUGHMAN 217-753-6878 MAIN BRAD.BAUGHMAN@SANGAMONIL.GOV RFP RESPONSE DUE: EMAIL SUBMISSION TO: BRAD.BAUGHMAN@SANGAMONIL.GOV ABOUT SANGAMON COUNTY Sangamon County, Illinois, is located in central Illinois – approximately 200 miles southwest of Chicago, 100 miles northeast of St Louis, and 193 miles west of Indianapolis. The Sangamon County Sheriff’s Office was founded on January 30, 1821. Two hundred years later; it proudly serves the citizens of Illinois’ fifth-largest county that encompasses 870 square miles. The Sangamon Sheriff’s Office serves the public offering a Patrol

Division, Investigations, Civil Process, Court Security, and a Jail with a rated capacity of 314 inmates. VENDOR INSTRUCTIONS 1. INVITATION/INTRODUCTION Sangamon County is soliciting proposals from qualified companies to provide the Sheriff’s Office with equipment and installation for four (4) 2023 Ford Interceptor Utility Vehicles. 2. SCHEDULE OF EVENTS Activity Date • Release Request for Proposal 5/26/23 • Deadline to submit written questions 6/2/23 • Response to written questions 6/6/23 • Deadline for submitting proposal 6/9/23 • RFP Committee Recommendation 6/13/23 • Oversight Committee Approval 6/20/23 • Final Approval by County Board 7/11/23 3. REQUIREMENTS A. General • All equipment in this request will be installed into/onto 2023 Ford Interceptor Utilities • This request covers equipment acquisition and installation for four total vehicles: o 3 x Patrol 1 configuration o 1 x K9 configuration • This quote is for both the equipment noted below and installation of that equipment • The four Interceptor Utilities have a general expected delivery time of August- September, 2023. • Please present the quote as the total cost for all seven vehicles. B. Configurations 1. 2023 Ford Interceptor Utility – Patrol 1 configuration (3 vehicles) Push Bar Vehicle must be equipped with a push bar for 2023 Ford Interceptor Utility. The push bar must include wrap around wings that protect the headlight assemblies. Push bar must be compatible with LED lights listed below Lighting, Speaker, and Siren/Light Controller - The installer must use the following Federal Signal lighting/speaker package for their quote: One INTG51J-P1L 51 inch dual color light bar with arrow stick. One ES100C speaker with mounting bracket (to be placed on push bar) One PF200R Path Finder siren/light control box Two 416910Z-W flashers (one within each headlight housing) with one 416900-VHB Two FHL Tail flashers, one within each taillight housing Two MPS620UX-BW lights to be mounted on push bar Two MPS620UX-RW lights to be mounted on push bar One SIFMJH-FPIU20-PF1 used with OBDCABLE25-1 to be mounted in rear hatch window One MPS61U-R and one MPS661U-B to be mounted on the bottom of rear hatch Quote must include all cabling/wiring necessary to install items above Console and Computer Mount - The quote will include the specific equipment noted below: One Havis Enclosed Console (C-VS-1012-INUT) and any Havis tunnel mount associated with this console and the 2022 Ford Interceptor Utility One Havis Slide Out Locking Swing Arm with Low Profile Motion Device Adapter (C-MD- 119) One Havis Power Supply Insert (C-LP2-PS2-USB) One Havis Cup Holder Insert (CUP2-1001) One Havis Insert for siren/light control box for model selected above One Havis Radio Insert for Motorola XTL1500 (Sheriff’s Office will provide radio) One Havis Radio Insert for Motorola PM400 (Sheriff’s Office will provide radio) One Havis Arm Rest (C-ARM-108) to be mounted on the console One Setina T-Rail Free Standing Kit (GF10921TU20) mounted at rear of tunnel mount One Setina D T-Rail Vaultlock (GK10721U) to be mounted on above Free Standing Kit Quote must include cables and antennas for VHF radio and Starcom radio Quote must include cabling and antennas for computer GPS and cellular broadband Computer base will be provided by the Sheriff’s Office Lind PA1580-3120 adapter for the computer base will be provided by the Sheriff’s Office 2. 2023 Ford Interceptor Utility – K9 configuration (1 vehicle) Push Bar Vehicle must be equipped with a push bar for 2023 Ford Interceptor Utility. The push bar must include wrap around wings that protect the headlight assemblies. Push bar must be compatible with LED lights listed below Lighting, Speaker, and Siren/Light Controller - The installer must use the following Federal Signal lighting/speaker package for their quote: One INTG51J-P1L 51 inch dual color light bar with arrow stick. One ES100C speaker with mounting bracket (to be placed on push bar) One PF200R Path Finder siren/light control box Two 416910Z-W flashers (one within each headlight housing) with one 416900-VHB Two FHL Tail flashers, one within each taillight housing Two MPS620UX-BW lights to be mounted on push bar Two MPS620UX-RW lights to be mounted on push bar One SIFMJH-FPIU20-PF1 used with OBDCABLE25-1 to be mounted in rear hatch window One MPS61U-R and one MPS661U-B to be mounted on the bottom of rear hatch Quote must include all cabling/wiring necessary to install items above Console and Computer Mount - The quote will include the specific equipment noted below: One Havis Enclosed Console (C-VS-1012-INUT) and any Havis tunnel mount associated with this console and the 2022 Ford Interceptor Utility One Havis Slide Out Locking Swing Arm with Low Profile Motion Device Adapter (C-MD- 119) One Havis Power Supply Insert (C-LP2-PS2-USB) One Havis Cup Holder Insert (CUP2-1001) One Havis Insert for siren/light control box for model selected above One Havis Radio Insert for Motorola XTL1500 (Sheriff’s Office will provide radio) One Havis Radio Insert for Motorola PM400 (Sheriff’s Office will provide radio) One Havis Arm Rest (C-ARM-108) to be mounted on the console Quote must include cables and antennas for VHF radio and Starcom radio Quote must include cabling and antennas for computer GPS and cellular broadband Computer base will be provided by the Sheriff’s Office Lind PA1580-3120 adapter for the computer base will be provided by the Sheriff’s Office K9 equipment - The following K9 specific equipment will be included: One Ace K9 Hot-N-Pop unit (K9-A-201) One Havis 4.5” Equipment Mount. Bracket (C-EB45-RHS-1P) for Hot-N-Pop control head Two Havis black paddle rocker switches with LED pilot light (20 amps / 12 volt) (on/off 3 prong) (C-SW-1) to be mounted on above equipment mounting bracket One Havis K9 Split Two Compartment K9 kennel (K9-F18-PT-B and SPLIT2K9) One Havis K9 Transport Fan Option for Hot-N-Pop (K9-A-301) One Havis K9 Transport Air Circulation Fan Option (K9-A-102) One Havis Universal Storage Box for Utility Vehicles (C-SBX-101) One Havis Premium Low Profile Fold up Cargo Plate with 200 lb Lift Struts for 2020-2022 Ford Interceptor Utility (C-TTP-INUT-1200) One AceWatchDog hardware addition for the Hot-N-Pop The quote will include all cable and wiring to accommodate above 4. RFP RESPONSE INSTRUCTIONS A. The submitted response must comply with the requirements set forth in this RFP. Adherence to these requirements will ensure a fair and objective analysis of all RFP responses. Failure to provide any and all information requested may result in rejection of the RFP response. If you have questions regarding any part of this RFP, please submit those questions in an e-mail to the Project Contact listed on the front of this RFP by June 2, 2023, 2:00 PM (CST). All questions received, plus answers or responses, will be e-mailed by June 6, 2023 by the County to all vendors who requested copies of the RFP. If there are no questions received, an e-mail indicating such will be sent to each vendor by June 6, 2023. B. Delivery of RFP Responses: Responses to this RFP must be delivered by the date, time and place specified on the cover page of this RFP. It is the sole responsibility of the vendor to ensure that their RFP response is received in the allowed time. Any RFP response received after the response date and time may be eliminated from consideration. RFP responses (email submissions only) will be opened after 4 p.m. on June 9, 2023 and reviewed by the Evaluation Committee of Sangamon County. 5. ASSESS RFP DOCUMENTS Before submitting an RFP response, vendors shall examine the specifications in order to understand all existing conditions and limitations. 6. COSTS OF RFP PREPARATION AND SUBMISSION Each vendor shall be responsible for all costs incurred in order to prepare and submit its response to this RFP. 7. TAXES Sales of any kind to Sangamon County and other governmental bodies are exempt from the Retailers Occupation Tax, Service User Tax, and Federal Excise Tax. 8. AUTHORITY This Request for Proposal is issued pursuant to applicable provisions of Illinois Law and Sangamon County Ordinances. The contract resulting from Sangamon County accepting a proposal shall include all terms set forth in this RFP. The contract shall be governed and construed according to the laws of the State of Illinois. Any dispute between parties will be resolved in the Sangamon County Circuit Court, said court to be the exclusive venue to resolve any dispute between the parties to the contract, and said court shall have personal jurisdiction over the parties regarding all disputes involving the contract. 9. RFP BID CLARIFICATIONS Vendors may also be required to answer questions and/or provide written clarifications of their responses at the request of Sangamon County. STANDARD CONDITIONS AND TERMS OBSERVANCE OF SHERIFF”S OFFICE RULES AND REGULATIONS The Vendor agrees that at all times its employees will observe and comply with all regulations of the Sangamon County Sheriff’s Office (hereinafter referred to as “County”) facilities, including but not limited to parking and security regulations. INDEPENDENT CONTRACTOR STATUS Nothing contained in this RFP or the final contract is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Vendor shall at all times remain an independent contractor with respect to the work and/or services to be performed under any Contract. Any and all employees of the Vendor or other persons engaged in the performance of any work or services required by the Vendor under any Contract shall be considered employees or subcontractors of the Vendor only and not of the County; and any and all claims that might arise, including Worker's Compensation claims under any state’s Worker's Compensation Act, on behalf of said employees or other persons while so engaged in any of the work or services to be rendered or provided herein, shall be the sole obligation and responsibility of the Vendor. SUBCONTRACTING The Vendor shall provide written notice to the County and obtain the County’s written authorization to sub- contract any work or services to be provided to the County pursuant to this Contract. ASSIGNMENT OR TRANSFER OF INTEREST The Vendor shall not assign any interest in the Contract, and shall not transfer any interest in the same either by assignment or novation without the prior written approval of the County. INSURANCE Insurance secured by the Vendor shall be issued by insurance companies acceptable to the County and admitted in this state. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract. Acceptance of the insurance by the County shall not relieve, limit, or decrease the liability of the Vendor. Any policy deductibles or retention shall be the responsibility of the Vendor. The Vendor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The County does not represent that the insurance requirements are sufficient to protect the Vendor‘s interest or provide adequate coverage. Evidence of coverage is to be provided. A thirty (30) day written notice is required if the policy is canceled, not renewed, or materially changed. The Vendor shall require any of its subcontractors, if sub- contracting is authorized, to comply with these provisions, or the Vendor will assume full liability of the subcontractors. The Vendor and its subcontractors shall secure and maintain the following insurance: • workers’ compensation as required by applicable state law • commercial liability in an amount not less than $1 million for injuries including accidental death to any person and subject to the same limit to each person in an amount not less than $2 million where more than one person is involved in any one accident • property damage insurance in an amount not less than $1 million. The County must be named as additional insured for the term of the agreement. INDEMNIFICATION The Vendor agrees to indemnify, defend, and hold harmless the County and its officers, agents, officials and employees for any and all third party claims, actions, causes of action, judgments and liens to the extent they arise out of any negligent or wrongful act or omission by the Vendor or any of its officers, agents, employees or subcontractors, regardless of whether or not it is caused in part by the negligence of a party indemnified hereunder. Such indemnity shall include attorneys’ fees and all costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein. LIMITATION OF LIABILITY Neither party shall be liable for any indirect, incidental, special, punitive, or consequential damages, except with respect to the indemnification obligations of the Vendor herein; this includes liability for claims for personal injury or damage to real or personal tangible property caused by the Vendor’s negligence or tortuous conduct or that if its officers, employees, agents or subcontractors. NON-DISCLOSURE The Vendor and County acknowledge that they or their employees may, in the performance of the resultant Contract, come into the possession of proprietary or confidential information owned by, or in the possession of the other. Neither party shall use any such information for its own benefit or make such information available to any person, firm, corporation, or other organizations, whether or not directly or indirectly affiliated with Vendor or the County, unless required by law. RETENTION OF RECORDS The Vendor shall retain all records pertinent to expenditures incurred under the Contract in a legible form for a period of six years commencing after the later of contract close-out or resolution of all audit findings. Records for non-expendable property acquired with funds under the Contract shall be retained for six years after final disposition of such property. SEVERABILITY If one or more provisions of the resultant Contract, or the application of any provision to any party or circumstance, is held invalid, unenforceable, or illegal in any respect, the remainder of the Contract and the application of the provision to other parties or circumstances shall remain valid and in full force and effect. CONTRACT AMENDMENTS No modification or amendment to the Contract shall become valid unless in writing and signed by authorized representatives of both parties. All correspondence regarding modifications or amendments to the Contract must be forwarded to the County for prior review and approval. TERMINATION The County may cancel the Contract for any reason without cause upon thirty (30) days’ written notice. Both the County and the Vendor may terminate the Contract if either party fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of the Contract. The non-defaulting party shall have the right to terminate the Contract, if the default has not been cured after ten (10) days’ written notice or such other reasonable time period to cure the default has been provided. If termination shall be without cause, the County shall pay the Vendor all compensation earned to the date of termination. If the termination shall be for breach of Contract by the Vendor, the County shall pay the Vendor all compensation earned prior to the date of termination minus any damages and costs incurred by the County as a result of the breach. If the Contract is canceled or terminated, all finished or unfinished work and equipment prepared by the Vendor under the Contract shall, at the option of the County, become the property of the County, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such prior to the termination. Notwithstanding the above, the Vendor shall not be relieved of liability to the County for damages sustained by the County as a result of any breach of the Contract by the Vendor. The County may, in such event, withhold payments due to the Vendor for the purpose of set-off until such time as the exact amount of damages due to the County is determined. The rights or remedies provided for herein shall not limit the County, in case of any default by the Vendor, from asserting any other right or remedy allowed by law, equity, or by statute. The Vendor has not waived any rights or defenses in seeking any amounts withheld by the County or any damages due the Vendor. REQUIRED FORMS From this point forward all forms must be submitted with the Request for Proposal SANGAMON COUNTY, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR EQUIPMENT AND INSTALLATION FOR 2022 FORD INTERCEPTOR UTILITIES CERTIFICATIONS AND SIGNATURE OF BIDDER 1. The undersigned bidder submits with this proposal and bid sheet, all information as called for. 2. The undersigned bidder states that it has been regularly engaged in work of the type required by the specifications herein for years. 3. The undersigned bidder hereby certifies that it is not barred from bidding on any contract offered for bid by the State of Illinois or any unit of local government as a result of a conviction for violating Sections 33E-33 or 33E-4 of the Illinois Criminal Code. 4. The undersigned bidder hereby certifies that it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue. If the undersigned bidder has entered into an agreement with the Department of Revenue for the payment of any taxes that are past due and is in compliance with that agreement, the bidder shall so state. 5. The undersigned bidder hereby certifies that it is not barred or suspended from any grants or contracts funded by the Federal government. 6. If your organization is a corporation, limited liability company, limited liability partnership, or limited partnership, etc., you must provide a copy of your current certification of good standing from your State of incorporation with your bid. Failure to do so may result in the rejection of your bid. 7. Pursuant to Illinois law as it pertains to foreign corporations, foreign limited liability companies, foreign limited liability partnerships, or foreign limited partnerships, you may be required to register with the Illinois Secretary of State. A foreign entity is an entity organized or incorporated in a state other than Illinois. The undersigned bidder hereby certifies that it has examined the relevant statutes and determined that either: (1) It is not required to register as a foreign entity with the Illinois Secretary of State; or (2) It is required to register as a foreign entity with the Illinois Secretary of State, that is has so registered, and that proof of registration is attached hereto. The undersigned, having familiarized himself/herself with condition affecting the cost of the work and its performance and having carefully examined and fully understands the Instructions to Bidders, General Conditions, and other requirements of the RFP, this Proposal For and its Certifications and Commitments, and all other pertinent contract documents and addenda, hereby proposes to furnish all labor, materials, equipment and services to satisfy this RFP’s requirements according to its terms for the above stated consideration. The undersigned further certifies that he/she executed the Proposal with full authority to do so and that all statements contained in the proposal are true and correct and made with full knowledge that Sangamon County will rely upon the truth of the statements contained in this Proposal in awarding the contract. NOTE: Failure to Sign and/or not return this Certification will result in your bid being determined as “non-responsive. ______________________________ ______________________________ Name of Business Date ______________________________ ______________________________ Type or printed name Signature ______________________________ ______________________________ Title Business F.E.I.N or Social Security Number SANGAMON COUNTY, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR EQUIPMENT AND INSTALLATION FOR 2022 FORD INTERCEPTOR UTILITIES PRICE PAGE Equipment and Installation for all 7 vehicles: Cost: ___________ Est. Days for all equipment to arrive: _________________ Est. Days for installation to be complete once vehicles delivered: _________________ • In addition to this price page, please provide a separate document if there is a need to illustrate/explain additional itemization. • This proposal, which includes all terms of the RFP, may be accepted by Sangamon County on or after July 11, 2023, by the execution of this price page by its authorized representative. ______________________________ ______________________________ Name of Business Date ______________________________ ______________________________ Type or printed name Signature Sangamon County, Illinois By: ___________________________ Its: ___________________________ Date: ___________________________ SANGAMON COUNTY, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR EQUIPMENT AND INSTALLATION FOR 2022 FORD INTERCEPTOR UTILITIES VENDOR CONTACT INFORMATION Name of Vendor: ______________________________________________________________ Contact Name: _______________________________________________________________ Vendor Address: Vendor E-Mail: _______________________________________________________________ Phone: ______________________________ Fax: __________________________________ SANGAMON COUNTY, ILLINOIS REQUEST FOR PROPOSAL (RFP) FOR EQUIPMENT AND INSTALLATION FOR 2022 FORD INTERCEPTOR UTILITIES REFERENCES VENDOR NAME: _______________________________________________________ New Vendors are expected to provide three (3) references with accurate contact information. Every proposal must include this sheet (or an exact replica) to facilitate proposal evaluation. This is a requirement that will not be waived. Vendors who have worked with the Sangamon County Sheriff’s Office in the past 5 years are not required to provide these references. 1. Name of Agency: ______________________________________________________ Address: ______________________________________________________ Contact person: ______________________________________________________ Telephone number/email address: __________________________________________ Years working with your company: __________________________________________ 2. Name of Agency: ______________________________________________________ Address: ______________________________________________________ Contact person: ______________________________________________________ Telephone number/email address: __________________________________________ Years working with your company: __________________________________________ 3. Name of Agency: ______________________________________________________ Address: ______________________________________________________ Contact person: ______________________________________________________ Telephone number/email address: __________________________________________ Years working with your company: __________________________________________