CITY OF SPRING HILL, TENNESSEE

CITY OF SPRING HILL, TENNESSEE REQUEST FOR PROPOSALS Smith & Wesson 9mm Semi-Automatic Handguns, Full Size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns. Sealed Proposals for Smith & Wesson 9mm Semi-Automatic Handguns, Full Size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns will be received by the City of Spring Hill, Tennessee, at City Hall, 199 Town Center Parkway, Spring Hill, Tennessee 37174, on or before Tuesday, September 2, 2014, at 2:00 p.m. The envelope containing the proposal must be sealed and plainly marked " Smith & Wesson 9mm semi-automatic handguns, full size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns". The City reserves the right to reject any or all Proposals regarding: Smith & Wesson 9mm Semi-Automatic Handguns, Full Size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns, to waive irregularities and/or informalities in any Proposal, and to make an award in any manner, consistent with law, deemed in the best interest of the City. GENERAL INFORMATION The City of Spring Hill invites interested parties to submit SEALED PROPOSALS to address the Police Department s need for Smith & Wesson 9mm Semi-Automatic Handguns, Full Size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns to the City Recorder s Office. The purpose of this request for proposal is to solicit proposals from qualified contractors interested in providing: Smith & Wesson 9mm Semi-Automatic Handguns, Full Size and Shield with trade-in allowance for current department issued Glock.40 Caliber Handguns for the Police Department. The City may not necessarily proceed with an award based on the initial proposals received, and reserves the right to discuss contents of such proposals to obtain additional information and to negotiate changes in the proposal. The point of contact for information is Officer Jason Lovett. Any questions or requests for additional information concerning this Request for Proposal (RFP) should be submitted by email to Officer Jason Lovett on or before September 2, 2014. E-mail: jlovett@springhilltn.org The City shall receive sealed proposals until Tuesday, September 2, 2014, at 2:00 p.m. CST, after which the proposals will be publicly opened. No submissions received after the deadline will be considered. All material submitted in the proposal becomes the property of the City and will not be returned. Any proposal may be withdrawn prior to the scheduled time that proposals are due. An original and three (3) copies of the proposal should be submitted to: City of Spring Hill City Recorder P.O. Box 789 (U.S Mail Only) 199 Town Center Pkwy. (Courier or Hand Delivery Only) Spring Hill, TN 37174 As a part of the sealed submittal, the bidder/vendor is required to be a Licensed Federal Firearms Dealer. 1

I. SPECIFICATIONS FOR THE PURCHASE OF GLOCK HANDGUNS A. GENERAL REQUIREMENTS 1. Intent: The intent of these specifications is to establish minimum standards and guidelines for the purchase of Smith & Wesson 9mm caliber handguns for use by the Spring Hill Police Department. 2. BIDDER MUST HAVE A CURRENT FEDERAL FIREARMS LICENSE. 3. Warranty: The supplier shall warrant to the handguns covered under these specifications to be free from defects in manufacture and workmanship under ordinary use and service. Bidder will provide a twelve (12) month warranty on the handguns, except in the instance of abuse. The Supplier agrees he will, at his own expense, provide all labor and parts required to remove, repair or replace any defective workmanship and/or materials which becomes or is found to be defective during the term of this warranty. The Supplier shall guarantee the equipment to be supplied complies with all applicable regulations. The supplier shall submit written conditions and periods of warranty with the bid proposal. 4. Taxes: No charges will be allowed for federal, state or municipal sales and excise taxes since the City of Spring Hill is exempt. 5. O.S.H.A.: Bidder shall comply with the provisions of the Occupational Safety and Health Act (OSHA) and Standards and Regulations issued thereunder and certify that all items conform to and comply with said standards and regulations. 7. Acceptance or Rejection of Proposal: The City reserves the right to award a contract to the successful bidder at any time within sixty (60) calendar days after the bid opening. The City reserves the right to reject any and all bids, and waive any informality in bidding. 8. Delivery: Price bid must include all charges, including handling and delivery. The "new" weapons should be available for delivery within 90 days of receipt of purchase order at which time payment will be made. Please indicate on the Proposal-Contract form delivery time from receipt of City of Spring Hill purchase order. 9. Questions regarding this bid may be directed to Officer Jason Lovett, Spring Hill Police Department, PO BOX 789, Spring Hill, Tn. 37174. jlovett@springhilltn.org 931-486-2252 x244. 2

B. MINIMUM REQUIREMENTS These specifications detail minimum requirements acceptable to the City of Spring Hill. Should the manufacturer's current specifications exceed these, they shall be considered minimum and shall be furnished, and equipment/components included in the bid shall be stipulated. Any additions, deletions or variations from the minimum must be stated in the space below. The bidder shall stipulate components supplied in providing a complete unit. Any and all parts not specifically mentioned in these specifications but which are required for proper and safe operation of the handgun shall be furnished by the bidder and shall conform in strength, quality of material and workman-ship to that provided by the industry in general. All items not specifically mentioned but which are standard factory items shall be furnished. C. EQUIPMENT SPECIFICATIONS 1. Smith & Wesson M&P striker-fired 4.25 barrel, 9mm caliber. a. Smith & Wesson Shield, 9mm caliber. 2. Weapon to have an integrated picatinny rail compatible with modern weapon mounted lights. (Applies to full-size weapons only.) 3. All handguns shall be provided with night sights installed. 4. Each handgun will be supplied with three (3) magazines each: Smith & Wesson M&P full size - 17 rounds, a. Smith & Wesson M&P Shield- 7rounds. 5. Bidder will provide a master parts list, detailed maintenance, and assembly and disassembly manuals. 6. Bidder will supply and guarantee availability of replacement parts at law enforcement/dealer pricing. 7. Any weapon returned for repair will be given priority and returned to the Police Department within ten (10) days of receipt. 8. All future purchases of smaller numbers of weapons will be at the discounted law enforcement price. 3

II. GLOCK HANDGUNS PURCHASE PROPOSAL-CONTRACT FORM The undersigned hereby proposes to furnish the City of Spring Hill, the following items, in accordance with the specifications and upon the terms and conditions of this proposal or any part hereof is accepted as a contract by the City of Spring Hill. ITEM# EST. QTY. DESCRIPTION UNIT PRICE 1. 60 Smith & Wesson 9mm 1-1 55 S&W M&P full size (night sights installed) 1-2 5 S&W Shield: 9mm (night sights installed) 2. 60 MAGAZINES 2-1 110 Spare Magazines: M&P full size 2-2 10 Spare Magazines: Shield Total: WARRANTY: DELIVERY: Days after receipt of Purchase Order CONDITIONS: The Instructions to bidders and the specifications are part of this contract as effectively as though they preceded the signatures of the parties. This contract is not valid until accepted and signed by the City of Spring Hill. EVALUATION CRITERIA SPECIAL TERMS AND CONDITIONS The City management shall evaluate proposals. Management will select the firm that in its judgment will be best for the City. Consideration will be given to such items as: a. Qualifications of the Bidder/Vendor. b. Experience of the Bidder/Vendor. c. Customer References. d. Stability and Evidence of long-term viability of the Bidder/Vendor. e. Adherence of the project to specifications in the RFP. f. Pricing. 4

AWARD OF CONTRACT Notwithstanding any other provision of the Request for Proposals, the City expressly reserves the right to: a. Waive any immaterial defect or informality, or b. Reject any or all proposals, or portions thereof, c. Reissue a Request for Proposals, d. Cancel the Solicitation, or e. Accept any proposal not solely based on price. EXCEPTIONS Any exceptions and / or non-compliance taken to the Terms and Conditions and / or Specifications of this RFP must be included in the response to this RFP and must clearly address the specific RFP paragraph where a conflict exists. PROPOSAL OPENING Proposals shall be opened on Tuesday, September 2, 2014 at 2:00 p.m. CST at City Hall, 199 Town Center Parkway. The name of each Bidder/Vendor shall be publicly read along with its proposal. After City staff has reviewed the proposals, a recommendation will be forwarded through the City s Budget & Finance Advisory Committee to the next scheduled voting meeting of the Board of Mayor and Aldermen (BOMA). INDEMNIFICATION The Bidder/Vendor shall agree to indemnify and hold the City, its officers, agents and/or employees harmless from and against any and all liability, loss, damages, cost and expenses, including court costs and attorneys fees, by reason of any claim and/or liability resulting out of: 1. Contractor s failure to perform any of its obligations under this agreement; or 2. The failure of the Bidder/Vendor, or those acting under Bidder/Vendor, to conform to the statutes, ordinances or regulations of any governmental authority. OFFER AND ACCEPTANCE PERIOD Proposals are irrevocable offers for ninety (90) days after the proposal opening time and date. TERMINATION FOR CAUSE If the Bidder/Vendor fails to properly perform its obligations under this RFP in a timely or proper manner, or if the Bidder/Vendor violates any terms of this RFP, the City of Spring Hill shall have the right to immediately terminate the Contract and withhold payments in excess of fair compensation for completed services. Notwithstanding the above, the Bidder/Vendor shall not be relieved of liability to the City of Spring Hill for damages sustained by virtue of any breach of this RFP by the Bidder/Vendor. 5

I. SPECIFICATIONS FOR THE SALE OF GLOCK DUTY WEAPONS A. GENERAL REQUIREMENTS 1. The trade-in allowance for the Spring Hill Glock handguns will be included in the RFP bid process as one bid. 2. Withdrawal of Proposal: Permission will not be given to withdraw or modify any proposal after it has been provided. Negligence on the part of a Bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened. 3. Acceptance or Rejection of Bids: The City reserves the right to award a contract to the successful bidder at any time within (90) days after the bid opening. The City reserves the right to reject any and all bids, and waive any informality in bidding. 4. Conditions of Sale: The handguns offered for sale will be sold on an as is basis. a. The bidder for the sale of the City of Spring Hill Glock Duty Weapons MUST BE CURRENT HOLDER OF A FEDERAL FIREARMS LICENSE. b. The City of Spring Hill weapons are available for trade-in allowance by lot only one lot for the Glock Duty Weapons. c. Bidders on the Glock Duty Weapons must submit an itemized list of the price for each weapon, not just a total for the lot. d. Bidders may personally inspect and evaluate the conditions of the handguns prior to the opening. To schedule an appointment, contact Officer Jason Lovett, (931) 974-5760. e. The failure of any bidder to inspect the handguns offered will not in any way invalidate the bid nor relieve the bidder of the obligation to honor their bid notwithstanding the actual condition of the handguns. f. The Spring Hill Police Department has requested that individual officers have the opportunity to purchase their duty weapon at a price as determined by the successful bidder/vendor. 6. Removal: The removal/transfer of our Glock Weapons will be made to the winning bidder up to 60 days after the City has receipt of the Smith & Wesson handguns. II. GLOCK DUTY SALE PROPOSAL CONTRACT FORM The undersigned agrees to purchase from the City of Spring Hill, Tennessee, the following item(s) upon the terms and conditions of this proposal, providing this proposal or any part hereof is accepted by the City. 1

The following handguns may be viewed at the Spring Hill Police Department. Please call for an appointment to inspect. Officer Jason Lovett, (931) 974-5760. Glock Duty Handguns Glock 22,Gen3 (36 Items) S/N Price S/N Price HKR870 MSE777 HKR871 NVX932 HKR872 NVX933 HKR873 NVX934 HKR874 NVX935 KZA135 NVX936 KZA136 NVX937 KKY891 NVX938 KKY992 NVX939 KYZ825 NVX940 LNZ779 NVX942 LNZ780 NVX943 LNZ781 NVX944 LNZ782 NVX945 MSE771 NVX946 MSE772 NVX947 MSE773 MSE774 MSE775 MSE776 Glock 22,Gen4 (6 Items) Glock 27,Gen4 (7 Items) S/N Price S/N Price RNA667 RWP550 RNA668 RWP551 RNA669 RWP552 SRC080 RWP553 SRC081 RWP554 SRC082 RWP555 RWP556 Glock 23,Gen3 (3 Items) S/N Price GEU896 GEU915 GEU899 2

Lump sum bid for all Glock handguns: Total cost for all Smith & Wesson handguns: Total payment due by City: Name of Bidder: Address: City, State, Zip Code: Telephone/Email: Signature: CONDITION: The Instructions to Bidders and the Specifications are a part of this contract as effectively as though they preceded the signatures of the parties. This contract is not valid until accepted and signed by the City of Spring Hill. 3

TITLE VI POLICY The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of race, color, religion, sex, national origin, age, disability or any other lawfully protected classification. Verbal, faxed, or emailed quotations or quotations received after the closing date will not be accepted. The City of Spring Hill reserves the right to reject any and all bids, to waive technicalities or informalities and to accept any bid deemed in the best interest of the City of Spring Hill. Please compete ATTACHMENT 1 and submit it along with this RFP. ATTACHMENT 1 City of Spring Hill Assurance of Compliance Under Title VI of the Civil Rights Act of 1964 Name of Applicant (hereby referred to as The Applicant Hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposed by the Regulations of the U.S. Department of Justice (28 CFR Parts 42 & 50) and the City of Spring Hill, and any directives or regulations issued pursuant to that Act and the Regulations, to the effect that, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subject to discrimination under any program or activity for which the Applicant received Federal financial assistance from the City and HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants and loans of Federal funds, reimbursable expenditures, grant or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use, Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consideration which is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or any improvements made with Federal financial assistance extended to the Applicant by the City. BY ACCEPTING THIS ASSURANCE, the applicant aggress to compile data, maintain records, and submit reports as required to permit effective enforcement of Title VI, and permit authorized City personnel during normal working hours to review such records, books, and accounts as needed to ascertain compliance with Title VI. If there are any violations of this assurance, the City shall have the right to seek administrative and/or judicial enforcement of this assurance. This assurance is binding on the applicant, its successors, transferees, and assignees as long as it receives assistance form the City. IN the case of real property, this assurance is binding for as long as the property is used for a purposed for which this assistance was intended or for the provision of services or benefits similar to those originally intended. In the case of personal property, this assurance applies for as long as the recipient retains ownership or possession of the property. The person or persons whose signatures appear below are authorized to sign this assurance on the behalf of the applicant. Dated (Applicant) Address By (Title of Authorized Official) No further monies or other benefits may be paid out under these programs unless this Assurance is completed and filed as required by existing regulations. 8