Sheriff's Office Vehicle Equipment

POLK COUNTY BOARD OF COMMISSIONERS P. O. BOX 268 CEDARTOWN, GA 30125 (770) 749-2100 REQUEST FOR BIDS Date Issued: April 4, 2024 THE POLK COUNTY BOARD OF COMMISSIONERS IS ACCEPTING SEALED BIDS FROM QUALIFIED VENDORS FOR THE PURCHASE AND INSTALLATION OF VEHICLE EQUIPMENT FOR THE POLK COUNTY SHERIFF’S OFFICE. AN AWARD WILL BE MADE TO THE VENDOR WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR THIS REQUEST AND BEST SERVES THE INTEREST OF POLK COUNTY. SEALED BIDS WILL BE ACCEPTED UNTIL 4:00 PM LEGALLY PREVAILING TIME ON TUESDAY, APRIL 16, 2024 IN THE COMMISSIONERS OFFICE LOCATED AT 216 MAIN STREET IN CEDARTOWN, GA 30125. BIDS WILL BE OPENED PROMPTLY AFTER 4:00 PM. Copies of bid documents may be obtained from the Polk County Administration Office located at 216 Main Street, Cedartown, Georgia 30125. Requests for documents should be filed promptly with Polk County. Proposal documents are also available on the Polk County Website:

target="_blank">www.polkga.org. No bid may be withdrawn for a period of 60 days after the proposal deadline for submission. Polk County Government reserves the right to reject any or all bids and to waive technicalities and informalities. BID PACKAGE MUST BE RETURNED IN SEALED ENVELOPE AND CLEARLY MARKED REQUEST FOR BIDS POLK COUNTY SHERIFF’S OFFICE VEHICLE EQUIPMENT APRIL 16, 2024 @ 4:00PM POLK COUNTY GEORGIA PROPOSAL TERMS AND CONDITIONS REQUEST FOR BIDS (RFB) GENERAL CONDITIONS AND CLAUSES 1 CHANGES: No change will be made to this RFB except by written modification by the County. Requests for interpretation or changes must be in writing, directed to Kevin Chandler with the Polk County Sheriff’s Office and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (770) 749-2900. 2 LIABILITY: The County is not liable for any cost incurred in the preparation of the bid. Nor is the County responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors or other interested parties in connection with the RFB process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum. 3 BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than 60 calendar days could be rejected. 4 BID IDENTIFICATION: All Bids submitted as a result of this RFB must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope: REQUEST FOR BIDS POLK COUNTY SHERIFF’S OFFICE VEHICLE EQUIPMENT APRIL 16, 2024 @ 4:00PM 5 BID SUBMISSION FORMAT: Bids should be bound or stapled whereby county staff can easily make copies. Pages should be 8 1⁄2” x 11” in size with larger sheets folded to fit within bindings. The bid should be ordered in the following format: Request for Bids Vendors Bid All Forms in Attachments “A” 6 WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only, if the request is received prior to the deadline for submittals. Negligence on the part of a Contractor during the preparation of the bid establishes no right of withdrawal or modification of a bid after a bid has been accepted. No bid may be withdrawn for a period of 60 days after the deadline for proposal submittals. 7 CLARIFICATION OF BIDS: The County reserves the right to seek clarification at any point in a respondent’s bid, or to obtain additional information. 8 DISQUALIFICATION: Bids may be disqualified for: a) receipt of the bid by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value of any items; e) failure to comply with any requirement of this RFB. If in the opinion of the Polk County Board of Commissioners, the Contractor is not in a position to fulfill the contract, the proposal may be disqualified. The County reserves the right to waive any minor informality or irregularities. 9 AWARD: An award will be made based upon the lowest reliable bid that best conforms to this RFB and best serves the interest of the County. The County reserves the right to reject any and/or all bids and to waive any technicalities or minor irregularities in bid process and/or bids. 10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFB shall bind a Contractor to all Terms, Conditions, and Specifications set forth in this RFB. Contractors whose bids do not conform should so note on either a separate page or in the Bid. While the County reserves the right to make an award based upon a nonconforming bid, when in the best interest of the County, such awards will not be readily made, and Contractors are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFB and so stated. 11 BID RESULTS: Interested parties may request, in writing, a summary of the proposals by sending a self addressed, stamped envelope with their request to the Polk County Board of Commissioners, P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk. 12 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such services as this and not actually stated in this RFB will be the responsibility of the vendor to provide at no other cost to the County unless so stated on the vendors bid as additional cost items and accepted by the County at the time of the award. 13 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided. 13 AMENDMENTS AND CLARIFICATIONS: It is the responsibility of the bidder to check Polk County’s website periodically for Amendments and Clarifications to this RFB. All Amendments and Clarifications will be posted as needed until the date of the deadline. GENERAL INFORMATION Introduction The Polk County Board of Commissioners is accepting sealed bids from qualified Vendors for the purchase and installation of law enforcement vehicle equipment. SPECIFICATIONS Polk County Sheriff’s Office emergency equipment and up-fitting for one (1) 2023 Ford Explorer “Admin” Unit. 1- Code 3 Supervisor Interior Lightbar B/W 1- Code 3 Serial Interface Box 4- Code 3 Micropacks B/W (drivers’ front corner, passenger front corner, drivers’ rear corner, passenger rear corner) 2- Code 3 Megathin 6 head lightsticks B/W (1 behind front grille, 1 on interior cargo roof area rear facing) 1- Code 3 Xcel Siren/Switch box Remote model 1- Code 3 3100U Siren Speaker 2- Code 3 Outliners B/W (under driver side and passenger side rocker panel) 2- Code 3 Megathin Surface mount B/W (flush mounted on each side of license plate) Any and all relevant accessories, brackets, etc. needed for the items listed above. Polk County Sheriff’s Office emergency equipment and up-fitting for three (3) 2024 Ford Interceptor Utility Non-Ecoboost 3- Code 3 Covert 47” light bars 12-Code 3 MR6 B/W (for push bumper), 3- Megathin 6 head dual color lightbar (for push bumper) 3-fuse block 3-circuit breaker 3-Code 3 Z3 Smart Siren/Sw. Box and 2 siren speakers for low freq tones 3- OBD II interface 6- Code 3 VSBW -Tailights 3- Code 3 Megathin 6 head B/W w/ brackets. (interior rear cargo roof area rear facing) 6- Code 3 Megathin (rear driver and rear passenger cargo window light w/ brackets) 3- Code 3 Dome lights for ceiling of drivers compartment 3- Jotto Desk 425-6512 Console 3- Jotto Desk 425-6260 Armrest 3- Jotto Desk Dual gun rack 475-2010 M4AR/shotgun 3- Jotto Desk 425-3704 Cup holder 3- Magnetic Mics w/ L bracket 3- Jotto Desk 475-0065 Front High Security High visibility recess panel partition 3- Jotto Desk 3 Outlet/USB 425-6701 3- Jotto Desk Mamba computer mount 425-0150/4154 3- Jotto Desk 475-0968 Lower kick panel 3- Jotto Desk 475-0067 Rear Partition Mesh steel 3- Westin Push bumper Elite 36-2125 3- Westin Pit Bar 36-2125PB 3- Westin Headlight wrap 36-2125W 3- Westin Wire cover 36-2125WC 3- Westin Light channel Cover 36-6015 3- Lind power supply compatible with Panasonic FZ-55 Toughbook Any and all relevant accessories, brackets, etc. needed for items listed above Interfacing factory wigwag function and installing customer supplied Motorola APX4500 mobile radio in each vehicle. BID FORM TO: Polk County Board of Commissioners 216 Main Street Cedartown, GA 30125 ATTN: Kevin Chandler, Polk County Sheriff’s Office Bid Package: Sheriff’s Office Vehicle Equipment Quantity Description Unit Price Total 1 __________ _____________ Delivery Costs: Other Costs: Total Cost: __________________ Expected Delivery Date: ___________________ All bids submitted shall be subject to acceptance or rejection and Polk County specifically reserves the right to accept or reject any or all bids, to waive any technicalities and formalities in the bidding. The undersigned understands that any conditions stated above, clarifications made to the above or information other than that requested should be under separate cover and to be considered only at the discretion of the Public Works Department. _________________________________ _________________________ Name of Individual, Partner Company or Corporation _________________________________ _________________________ Title Address __________________________________ _________________________ Authorized Signature City, State, Zip Code _________________________ Company phone number BID SCHEDULE PROPOSAL SCHEDULE ACTIVITY DATE ACTION Request for Bids Issued April 4, 2024 Begin Advertisement Bid Submission Deadline April 16, 2024 Submit Bids to Polk County (Open Bids) Estimated Award Date May 7, 2024 Board of Commissioners Bids Must Be Complete and Include: Completed Bid Form* Executed Affidavit of Non-Collusion* Executed Vendors Declaration* E-Verify Compliance Affidavit* S.A.V.E Compliance Affidavit* Drug Free Work Place* Amendment Certification* Requires Signatures* ATTACHMENT A POLK COUNTY, GEORGIA NON-COLLUSION AFFIDAVIT The following affidavit shall accompany the proposal: STATE OF: __________________________________ COUNTY OF: ___________________________________ Owner, Partner or Officer of Contractor: __________________________________________ Company Name, Address, County and State: __________________________________________ The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the Contractor to submit the attached proposal and that neither he/she nor the Contractor has directly or indirectly violated any of the provisions of Section 36-91- 21(d) of the Official Code of Georgia Annotated. In making such representation, affiant further states for himself/herself and on behalf of Contractor, that he/she is not a party to any collusion among Contractors in restraint of competition or by agreement to submit a proposal at a fixed price or to refrain from submitting a proposal; or with any office of Polk County or any of its employees as to quantity, quality or price in the prospective contract; or any discussion between Contractors and any official of Polk County or any of its employees concerning exchange of money or other things of value for special consideration in submitting a Proposal for: SHERIFF’S OFFICE VEHICLE EQUIPMENT VENDOR NAME ________________________________________ SIGNATURE _____________________________________________ TITLE __________________________________________________ Subscribed as sworn to before me this day of 20 __ . NOTARY PUBLIC ________________________________________ VENDORS DECLARATION The Contractor understands, agrees and warrants: That the Contractor has carefully read and fully understands the full scope and requirements of the project. That the Contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications. That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to April 16, 2024 @ 4:00 PM but may not be withdrawn after such date and time. That Polk County reserves the right to reject any or all proposals and to accept that proposal which will, in its opinion, best serve the public interest. Polk County reserves the right to waive any technicalities and formalities in the proposal process. That by submission of this proposal the Contractor acknowledges that Polk County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Contractor. That the accompanying proposal is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law. Contractor’s Name: _________________________________________ Phone: _________________________________________________ Name Print: _____________________________________________ Signature: ______________________________________________ Date: __________________________________________________ Email __________________________________________________ O.C.G.A. § 50-36-1(e)(2) S.A.V.E Affidavit By executing this affidavit under oath, as a contractor for contracted services, as referenced in O.C.G.A. § 50-36-1, from Polk County Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit: 1) I am a United States Citizen. 2) I am a legal permanent resident of the United States. 3) I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency. My alien number issued by the Department of Homeland Security or other federal immigration agency is: . The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit. The secure and verifiable document provided with this affidavit can best be classified as: . In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation I any affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowable by such criminal statute. Executed in (city), (state). Signature of Applicant Printed Name of Applicant SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF , 20 . NOTARY PUBLIC My Commission Expires: POLK COUNTY GEORGIA E-VERIFY COMPLIANCE AFFIDAVIT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Polk County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A, § 13-10-91 (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: _____________________________ _ Federal Work Authorization User Identification number (Not Required if Less than 10 Employees) ______________________________ Signature (if less than 10 employees) ______________________________ Date of Authorization ______________________________ Name of Contractor ______________________________ Name of Project ______________________________ Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on _________, ____, 20____ in ____________(city) ____________ (state). ________________________________________ Signature of Authorized Officer or Agent _________________________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ______________, 20_____ ______________________________________________ NOTARY PUBLIC My Commission Expires: POLK COUNTY GEORGIA DRUG-FREE WORKPLACE CERTIFICATE By signature on this certificate, the Contractor certifies that the provisions of O.C.G.A. Section 50- 24-1 through 50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The Contractor further certifies that: 1. A drug-free workplace will be provided for the Contractor’s employees during the performance of the contract; and 2. Each Contractor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (Contractor’s name), (subcontractor’s name) certifies to the Contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).” By signature on this certificate, the Contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract. Contractor:________________________________________________________ By: ____________________________________________________________ Name Printed: __________________________________________________ Title: _________________________________________________________ Date: __________________________________________________________ Amendment Certification I hereby acknowledge receipt of the following checked amendments of the Proposal, Plans, Specifications, and/or other documents pertaining to the Contract. Amendment Nos.: 1  2  3  4  5  I understand that failure to confirm the receipt of amendments is cause for rejection of bids. Witness my hand and seal this the _______ day of ______, 20____. The bidder(s) whose signature(s) appears on this document, having personally appeared before me, and ______________________________________ being duly sworn, deposes and says that the above Company Name (Print Name) statements are true and correct. Sworn to and subscribed before me this By______________________________________ _________ day of ________, 20_____ ___________________________________________ (Notary Public) My commission expires _____ day of ______,______.