Salem Police Department

Requests for Proposals Salem NH Police Department Vehicle Upfitting RFP 2023-018 Town of Salem NH SALEM PURCHASING Gia Faccadio, Purchasing Agent Nicole McGee, Finance Director Christopher Dillon, Town Manager Prepared for and in coordination with the Salem NH Police Department Captain Joseph Keating jkeating@salempd.com 2 GENERAL TERMS AND CONDITIONS PREPARATIONS OF BIDS/PROPOSALS: Proposals shall be submitted on the forms provided and must be signed by the Bidder or his authorized representative. The person signing the proposal shall initial any corrections to entries made on the attached forms. Vendors must provide pricing on all items appearing on the bid forms unless specific directions in the advertisement, on the bid form or in the special provisions allowed for partial bids. Failure to provide pricing on all items may disqualify the bid. Alternative bids will be considered, unless otherwise stated, only if the alternate

is described completely, including, but not limited to, sample, if requested and specifications sufficient so that a comparison to the request can be made. Any questions or inquiries must be submitted in writing and must be received by the Purchasing Department no later than seven (7) calendar days before the Request for Proposal due date to be considered. Any changes to the Request for Proposal will be provided to all bidders of record. The name of manufacturer, trade name, or catalog number mentioned in this request for bid description is for the purpose of designating a minimum standard of quality and type. Such references are not intended to be restrictive, although specified color, type of material and specified measurements may be mandatory. Proposals will be considered for any brand that meets or exceeds the quality of the specifications listed. On all such proposals, the bidder shall specify the product they are proposing and shall supply sufficient data to enable a comparison to be made with the particular brand or manufacturer specified. Failure to submit the above may be sufficient grounds for rejection of the proposal. SUBMITED BIDS/PROPOSALS: Proposals must be submitted as directed in the Notice to Qualified Firms, and on the forms provided unless otherwise specified. Proposals must be typewritten or printed in ink. Proposals must be mailed or delivered in person. Proposals that are faxed or emailed will not be accepted. WITHDRAWING BIDS/PROPOSALS: Proposals may be withdrawn prior to the opening date and time upon written request of the Proposer. Negligence on the part of the Proposer in preparing his/her proposal shall not constitute a right to withdraw a proposal subsequent to the proposal opening. PROPOSAL EVALUATION: The Town reserves the right to reject any and all proposals received for the following reasons including but not limited to: • Fails to adhere to one or more of the provisions established in the proposal. • Fails to submit its proposal at the time or in the format specified herein or to supply the minimum information requested herein. • Fails to meet the minimum evaluation criteria specified in this proposal. • Fails to submit its proposal to the required address on or before the deadline date established by the Town. • Misrepresents its services, experience and personnel by providing demonstrably false information in its proposal or fails to provide material information. 3 • Fails to submit its cost on the enclosed bid form. • Refuses a reasonable request for an interview. • Refuses to provide clarification requested by the Town. RECEIPT AND OPENING OF PROPOSALS: Proposals shall be submitted prior to the time fixed in the Request for Sealed Bids/RFP. Proposals received after the time so indicated shall be returned unopened. PROPOSAL RESULTS: All sealed bids received will be considered confidential and not available for public review until after the bid opening is conducted. Bid and RFP openings will be scheduled and opened accordingly. Results will not be given over the phone. Please send your request in writing or send an email to gfaccadio@salemnh.gov to receive sealed bid results after the public opening. All Bids, RFP’s, and RFQ’s will remain unofficial and if applicable confidential until the award has been posted on the Town website. KNOWLEDGE AND EXPERIENCE: If and as requested per document, provide a description of the firm’s knowledge and experience in the industry. Highlight your company’s experience in providing the highest quality and effective product and reliable service and support. REFERENCES: If and as requested per document, projects within the past ten years best illustrating current qualifications for this project. AWARD OF CONTRACT: It is the policy of the Town of Salem, NH that contracts are awarded only to responsible bidders. In order to qualify as responsible, a prospective vendor must meet the following standards as they relate to this request: • Have adequate financial resources for performance or have the ability to obtain such resources as required during performance. • Have the necessary experience, organization, technical and professional qualifications, skills, and facilities. • Be able to comply with the proposed or required time of completion or performance schedule; and • Have a demonstrated satisfactory record of performance. • Adhere to the specifications of this bid and provide all documentation required of this bid. The contract will be awarded to a responsive & responsible bidder based on best (lowest) cost first understanding the qualifications and experience of the bidder, the quality of the equipment/ product /materials/services to be provided and the support that the bidder offers during the duration of the contract terms. EXECUTION OF AGREEMENT: The successful proposer shall sign (execute) the necessary agreements for entering into the contract and return such signed agreements to the town within ten (10) calendar days from the date mailed or otherwise delivered to the successful Proposer. APPROVAL OF AGREEMENT: Upon receipt of the agreement that has been fully executed by the proposer, the owner will complete the execution of the agreement and return the agreement to the contractor. The Agreement accompanied by a Town issued purchase order will be delivered to the contractor and will constitute a mutual approval and agreement by both parties to abide by the terms and conditions of the agreement. mailto:gfaccadio@salemnh.gov 4 FAILURE TO EXECUTE AGREEMENT: Failure of the successful proposer to execute the agreement at the date and time agreed upon by the Town and the successful Proposer shall be just cause for cancellation of the award and forfeiture of all deposits. CONTRACT TERMINATION: If at any time the proposer fails to provide proper services during the contract period, the Town of Salem, NH will have the option to terminate the contract at any time without notice. RIGHT TO REJECT BIDS: The Town reserves the right to reject any and all sealed bids, should the Town deem it to be in the best interest of the public. The Town also reserves the right to deny the lowest bidder, if vendor fails to meet all of the requirements listed within the bid. INSURANCE CERTIFICATES: Prior to award of this contract, the Contractor shall submit insurance certificates indicating coverage for all vehicles, public liability, and property damage in the following amounts: Comprehensive General Liability $ 1,000,000 / $ 1,000,000 Auto Liability: Property Damage $ 1,000,000 / $ 1,000,000 Personal Injury $ 1,000,000 / $ 1,000,000 Workmen’s Compensation as required by the State of New Hampshire PRICING: Unless otherwise specified all prices listed are firm for the term of the contract. All prices should include all labor and material costs, and any discounts offered. All fuel surcharges, delivery charges and miscellaneous charges that are not part of the terms and conditions of this contract will only hold up payment if they are added to the submitted invoice. INVOICING: Invoices must be physically mailed and/or submitted (emailed invoices unacceptable) to Accounts Payable at: Town of Salem c/o Accounts Payable 33 Geremonty Drive Salem NH 03079 The invoice must include an itemization of all items, supplies, repairs, labor furnished, including unit list pricing, and net pricing, as identified in the bid award. The total amount due shall be clear and apparent on the invoice for proper payment. Payment terms are net thirty (30) days from the date of the invoice. General terms as allowable: Invoices received before the twentieth of each month should get processed for said month with payment available through said month check disbursement. 5 TAX: The Town is exempt from all sales and federal excise taxes. Our exemption number is 026000817 Please Invoice less these taxes. DELIVERY: Deliveries are to be made only to the department or division indicated on the order and in accordance with accepted commercial practices, without extra charge for packing or containers. GUARANTEES AND WARRANTIES: All parts and labor related to agreements must be guaranteed and include a warranty. If any work is unable to be guaranteed, the contractor must inform the Town, in writing, prior to the delivery of an item or any work being performed. FORCE MAJEURE: Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or any other act of God. BID AWARD: The Bid will be awarded to the most responsive & responsible Vendor based on the best cost, qualifications, and experience of the bidder. TOWN OF SALEM NH REQUEST FOR PROPOSALS RFP 2023-018 SALEM NH POLICE DEPARTMENT VEHICLE UPFITTING You are cordially invited to submit a proposal for the Salem NH, Police Department Vehicle Upfitting, in accordance with the attached specifications, terms, and conditions listed in RFP 2023-018 Police Department Vehicle Upfitting which can be obtained at https://www.townofsalemnh.gov/purchasing. The Town of Salem NH is requesting bids from Qualified Vendors for supplying, installation, removal, and repairing of new and old vehicle equipment, that is required to perform law enforcement vehicle upfitting. Other Vendors may be considered provided they beat or exceed specifications and have significantly better delivery dates. The successful bidder must have proper certifications with capabilities to start within 30 days of the award of the bid. All proposals/bids must be received by April 28, 2023, at 9:15 AM EST. Two (2) copies of the BID Sheet must be signed and submitted in a sealed envelope, plainly marked: RFP 2023-018 Salem NH Police Department Vehicle Upfitting Town of Salem NH Attn: Purchasing Office 33 Geremonty Drive Salem NH 03079 Qualified vendors requiring additional information or clarification relative to the contents of the bid may direct inquiries to Gia Faccadio, Purchasing Agent, gfaccadio@salemnh.gov, (603) 890-2090. The Town reserves the right to reject any or all bids or any part thereof, to waive any informality in the bidding, and to accept the bid considered to be in the best interest of the Town. The Town also reserves the right to conduct reasonable negotiations with low bidders and sole bidders as well as the right to deny the lowest bidder, if vendor fails to meet all of the requirements listed within the bid. Failure to submit all information may disqualify a bid. 5 https://www.townofsalemnh.gov/purchasing. mailto:gfaccadio@salemnh.gov 7 QUALIFICATIONS Eligible Vendors should be able to demonstrate the following: • Be certified to install Utility Associates, Inc in car video systems. • Must have successfully fulfilled contracts of similar scope, terms, and costs. • Must have experience in upfitting fleets consisting of Dodge Chargers, Ford Interceptor, and Chevrolet Tahoe SUV’s. • Must have experience in upfitting range of police vehicles to include low profile marked cruisers, K9 vehicles, and administrative vehicles. • Must have the capability of safely storing vehicles during production. • Must have Whelen certified technicians. • For minor repairs, vendors with a mobile team to perform corrective action at the Salem Police Department facility are preferred. TIMEFRAME • The vendor must be able to begin work within 30 days of bid award. • All vehicles must be completed on or before July 1, 2023. EQUIPMENT AND LABOR WARRANTIES • All Vendor installed equipment shall be warrantied for five (5) full years from the date of the Town’s receipt on all parts and labor. • All installed cruiser graphics shall be warrantied for (5) full years from the date of Town receipt. • The Vendor must include warranty coverage/details with bid. • The Vendor must agree to stock necessary quantities of equipment, materials, and supplies in an effort for expeditious repairs to minimize downtime of vehicles. 8 VEHICLE INFORMATION Total Vehicles: 7 Vehicle Make: Ford Vehicle Model: Interceptor Utility Vehicle Year(s): 2022 (1), 2023 (6) *The bid will be awarded to a responsive & responsible bidder based on the best cost, qualifications and experience of the bidder, the quality of the equipment/product /materials/services to be provided and the support that the bidder offers during the duration of the contract terms. The Town reserves its right to award based on its best interest understanding the volatility of current market conditions including excessive lead times, build dates, delivery dates, recalls, and specification uncertainty. Exceptions can and will be made thereof should they be warranted. Quantity Description 7 Removal of Radio, Radar, Computer System, Utility In-Car Video/Rocket from old vehicle & install into new vehicle. 7 Tablet & Keyboard Mount 2 360-degree Low Profile Emergency Light systems & associated equipment 5 360-degree Emergency Light Systems & associated equipment 7 Equipment/Radio Mounting Brackets 7 Traffic Preemption Systems 7 Ford Utility – 22’ Angled Low Profile Consoles 7 Armrest 7 Internal Cup Holders 3 Single Compartment – Pro-Cell 1⁄2 compartment (Pass Side) 3 Full Compartment Prisoner Cell 7 Push Bumpers 7 EZ Vault - Mounted 7 Interior Dome Light Hi-Vis/Low- Pro 7 Rear Cargo Illumination light 6 Prisoner area illumination light 7 Exterior Graphics & White Door Wraps 7 Exterior Speaker 7 Console Housing 7 Mobile Antenna 7 Auto Theft system: Floor initiation 1 Supervisor Vehicle: backseat storage cabinet/vault 9 Interior: 10 Console: 11 Exterior Graphics: Side View Push Bumper: Exterior Graphics: Rear View 12 SIGNATORY DECLARATION I, the undersigned, acknowledge completion and receipt of the Authorized Signatory Declaration Form, and fully understand my responsibility as an Authorized Signatory on this document and all subsequent forms thereof requiring signature. In particular I understand rules regarding the referencing, checking, and verification as necessary for disclosure to award this bid or proposal as requested and defined within this document. The bid document as submitted has not been altered knowing all information must be filled out correctly for consideration. It is hereby understood that the Town of Salem reserves the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts, or to cancel this request, if it is in the Town’s best interest to do so. Written Name of Authorized Signatory: Title: Signature: Date: Company: Address: Phone: Email: 13 NON-COLLUSION STATEMENT By Submission of the Bid or Proposal, the Bidder Certifies that: 1. This bid or proposal has been independently arrived at without collusion with any other competitor or potential competitor; 2. This bid proposal has not been knowingly disclosed and will not be knowingly disclosed prior to the opening of bids or proposals for this project, to any other bidder, competitor, or potential competitor; 3. No attempt has been made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; 4. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf; 5. That attached hereto (if a corporate bidder) is a certified copy of a resolution authorizing the execution of the certificate by the signatory of this bid or proposal on behalf of the corporate bidder. Signature: Date: _ 14 INDEMNIFICATION AGREEMENT The successful vendor agrees to indemnify, investigate, protect, defend, and save harmless the Town of Salem, NH, it’s officials, officers, agents, and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and any other person, firm or corporation furnishing or supplying work, services, materials, equipment or supplies in connection with the performance of this contract and from any and all claims and losses accruing or resulting to any person, firm or corporation which may be injured or damaged by the vendor in the performance of this contract. In any case, the forgoing provisions concerning indemnification shall not be construed to indemnify the Town for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the Town or its employees. This indemnification shall survive the expiration or early termination of this contract. Signature: Date: 15 NO BID QUESTIONNAIRE If you choose not to bid, please complete the questionnaire below and return it with your response by the bid opening date. Your assistance in helping us to analyze no bid rationale is very much appreciated. A no bid is submitted in reply to the Town of Salem, NH invitation in reference to: Given the following: Item not supplied by our company Bid Specification (Provide reason) Profit Margin too low Past experience with the Town of Salem (Provide reason) Insufficient time allowed to prepare and respond to bid request Bid requirements (Provide reason) Priority of other business opportunities limits time. Other reason(s): Signature: Date: _ 16