Request for Proposal (RFP)
Ballistic Vest
Release Date: August 16, 2023
Deadline for Submittal: September 15, 2023, 5:00PM
Contact: Eric Tam, Technology Supervisor
INTRODUCTION
The City of Richmond’s Police D epartment is requesting pr oposals from qualified individuals or companies to sell and fit ballistic vest for Police Officers and other department field personnel. This request for proposal (RFP) describes the services requested and selection process. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of three (5) years.
Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
PROJECT BACKGROUND / DESCRIPTION
The City of Richmond Police Department is seeking proposals from qualified companies to sell and fit ballistic vest for department personnel.
The respondent must be local within 100 miles of Bay Area and have previous experience providing similar services to other law enforcement agencies.
The Police Department estimates there will be about 200 to 300 Safariland Body Armor Model BA-3A00S-SX02/BA-3A00S-SX02F vest and equal amount of Safariland Bothell Overt Carrier (Black) that will need to be purchased and fitted within the next five years.
Vests are to be ordered on an as-needed basis . Quantities listed are estimates and annual needs may vary widely. (i.e., new hires, expired, worn out replacement, etc.) The Police Department intends to award the bid to one vendor.
PROPOSAL FORMAT GUIDELINES
The contract will be awarded to the vendor with the highest score in the scoring matrix guideline:
Experience, references, and services provided – ( 20 Points) Cost ( Up to 80 Points)
Each proposal should include the following:
Respondents Background
Brief background and experienc e selling new factory authorized Safariland Body Armor. Ballistic Vest fitter/installer must be factory certified or factory trained (please include any certifications or proof of factory trained information). Please include three most recent references (preferably in the Northern California area).
Scope of Services
Procure new Safariland Body Armor (f ull manufacturer warranty) and related accessories and/or replacement parts. Vendor will need to have a person that is Safariland factory certified or Safariland factory trained installer be onsite at the Police Department to perform proper fitting. Vendor will provide a single point of contact (i.e., Customer Succes Manager) for the Department.
Vendor to guarantee proper custom fit. All measuring is to be performed by vendor or vendor representative who must be within 100 miles of th e Richmond Police Department, to ensure a timely response to customer equipment needs. Vendor business hours will be appropriate for conveniently scheduling wa lk-in and scheduled fitting appointments for officers who work variable work schedules. Acceptance is documented by the Department’s designated representative’s signature on the invoice. Acceptable, proper fitting is the sole responsibility of the vendor. Vendor to provide minimum 30-day free alteration service upon acceptance by Officer. Vendor must be able to deliver fitted vests within 30 days of receiving final measurements. Vendor must be able to provide tailoring services (measurements) at the Richmond Police Department.
The manufacturer shall unconditionally guarantee the inserts for a period of five (5) years to perform up to the specified NIJ standards. Manufacturer shall unconditionally guarantee the carriers for a period of twelve (12) months against defects in materials and workmanship. These guarantees shall be from the date of acceptanc e of the order and shall be satisfied by replacement with new (not refurbished) pr oduct meeting these specifications. There shall be no pro-rate for time in service.
Manufacturer shall submit proof of product liability insurance in the amount of five million dollars ($5,000,000) per incident. This policy s hall be in force for at least one month prior to the bid opening and shall remain in force throughout the warranty period. The company providing the liability insurance shall have a Best’s rating of “B+”, Class VII, or better.
Insurers must be an “admitted” carrier pursuant to the provisions of the California Insurance Code and in accordance with all requirements of the State Insurance Commission. Contact the City Purchasing Agent for spec ial conditions required if the insurance carrier is not an “admitted” carrier.
Upon award, vendor shall submit proof of product liability insurance for all manufacturers represented.
Cost Information
o New Safariland Body Armor Mode l BA-3A00S-SX02/BA-3A00S-SX02F. o New Safariland Bothell Overt Carrier (Black).
o List of accessories and replacement parts for the Safariland Body Armor. o Onsite body fitting of Sa fariland Body Armor.
o Direct and Indirect cost (shipping, sales tax, etc.)
o Quarterly onsite for body armor fitting services.
o Semi-annual onsite for body armor fitting services.
A. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, and not transferred. No Sub- Contracting permitted.
B. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requ ested contract language.
Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
C. Statement of Impartiality and Disclosure
This proposal shall include a statement declaring that the proposer’s and sub- consultants are not currently, and wil l not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to conf lict with City of Richmond’s interests.
Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff dire ctly regarding this Proposal will not be answered. All questions must be submitted via the electr onic BidsOnline system on the Q&A tab by 5:00pm PST, on August 31, 2023. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail not ification of addendum. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent t he RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download RFP, new vendors will be require d to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for th at project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Proposer is responsible for submitting it s entire proposal packa ge with all required submittal documents and any modifications or revisions, to reach the City of Richmond’s office as designated in the RFP by the time specified below. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will not be considered.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failu re to award a contract to the proposer with the lowest cost proposal shall not constitute a valid c ause of action against the City of Richmond.
The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The Cit y may investigate the qualific ations of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the prope rty of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the require ments of California Government Code section 6254.7. Only informa tion claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required in surance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local
Employment Program Ordinance ( RMC Chapter 2.56 ), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employm ent Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal bef ore the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, stat istics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publis h, disclose (except as may be limited by the provisions of t he Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from furt her consideration.
Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow -up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service.
Selection may be made without further di scussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter
included in the proposal response, to enable the City to arrive at the final award decision.
Award
After careful review of all submissions the Police Department personnel will decide and announce the status of the award in about 30 days.