Request for Quotes (RFQ)
Public Safety Gear
Release Date: March 3, 2025
Deadline for Submittal: March 21, 2025, 5:00PM
INTRODUCTION
The City of Richmond’s Police Department is requesting quotes from qualified individuals or companies to sell specific Public Safety Gear for its department personnel.
This request for proposal (RFQ) describes the equipment and quantity requested. The anticipated term of this contract will be for a period of a maximum of three (3) years.
Vendors are required to read and understand all information contained within this entire RFQ package. By responding to this RF Q, the vendor agrees to read and understand these documents.
ITEMS REQUESTED
Item 1 (Up to 12 per year)
SAFARILAND PROTEC DELTA X IIIA BALLISTIC HELMET (Black, High Cut)
Item 2 (Up to 10 per year)
VICTORY TACTICAL LEVEL III + LIGHTWEIGHT 3.3LB PLATE 10X12 SAPI CUT SKU #: 77771054
Item 3 (Up to 10 per year)
SAFARILAND PROTECH® HARDWIRE LIGHTWEIGHT PLATE – NIJ 0101.06 TYPE III SKU #: 00210561
Item 4 (Up to 5 per year)
SAFARILAND PROTECH HARDWIRE LVL III LIGHTWEIGHT BALLISTIC SHIELD Viewport:YES
Shield Style: Standard
Viewport: Yes
SKU #: 584-ST-YE-PO-1
Item 5 (Up to 5 per year)
CTS PENN ARMS L140-4, 40MM SINGLE SHOT LAUNCHER COMPACT FOLDING STOCK
W/ GRIP & QUAD RAIL
SKU #: L140-4
Item 6 (Up to 5 per year)
PHOENIX IV™ – TYPE IV SHIELD
SKU #: 2448V
ADDITIONAL REQUIREMENTS
The respondent must be an authorized reseller.
All items are to be brand new in original packaging including all brochures, warranty card, etc. (like new, returned merchandise, used, demo will not be accepted) Gray market product will not be accepted.
All products must be fully warrantable by the manufacturer (proof of manufacturer liability insurance may be required upon request).
No substitutions or equivalents. The City of Richmond will only accept quotes for the specific items listed in the Items Requested section. No alternative brands, models or equivalents will be considered.
COST INFORMATION:
Please submit the cost information spreadsheet with the name, address, contact
Please complete the cost information spreadsheet. The costs listed should include sales tax, shipping, and all other necessary fees for a single item.
The anticipated quantity is only an estimate and not a commitment. The actual quantity may differ.
PROCESS FOR SUBMITTING PROPOSALS
Please do not conta ct staff directly regarding this Proposal will not be answered. All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on March 14, 2025. If the City finds it necessary to issue an addendum, prospective Offerors will receive e -mail notification 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 the RFP, bid submittal, and review pro cess 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 required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Cost Proposals
Please submit your cost proposal via the City of Richmond's BidsOnline system. Cost proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The cost proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
The proposer is responsible for submitting its entire proposal package 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 to the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RF Q, or to procure our contract for work. The City of Richmond may reject the cost proposal without providing the reason(s). A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause 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 City may investigate the qualifications 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 RFQ.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the RFQ 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 RF Q become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from pub lic 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 requirements of California Government Code section 6254.7. Only information 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.
Business Licenses
The successful bidder may 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 Contrac ts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Or dinance ( 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 Employment 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 before the expiration of the time for submission of proposals by del ivering 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, statistics, 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 publish, disclose (except as may be limited by the provisions of the 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 minim um 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 further 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 discussion, 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.