Purchase of Geo Location and Radio Frequency Monitoring System

Purchase of Geo Location and Radio Frequency monitoring system
Bid No. 27-1115
September 29, 2026
City of Durham
Durham Emergency Communications, Communications Maintenance

INSTRUCTIONS TO BIDDERS
1. Use of proper bid form. All information requested, including manufacturer,
model/part numbers, etc. must be entered on the appropriate spaces provided.
Bidders are to fill in all blanks on the Bid Proposal Form unless it is clear that the
City will do so; if a blank is not applicable, bidders should write "N/A."
2. Taxes. Do not include Federal, State, or local sales or excise taxes in bid prices.
Seller will add State and local sales tax to its invoice. The City is exempt from
Federal tax and will furnish an exemption certificate if applicable to the particular
transaction.
3. Exceptions. If a bidder wishes to note exceptions (to specifications, conditions, or
anything else), the exceptions must be made prominent. However, exceptions
considered material or substantial can make your bid non-responsive and therefore
subject to being rejected.
4. Brands. Unless the bid documents state that only the brand is acceptable, brands are
used in specifications solely for denoting the type and quality of goods, and "or
equivalent" is automatically implied. If a bidder proposes an equivalent, the bidder
must provide information showing the item is equivalent. This information needs to
be submitted on paper; citation to Internet sites will generally be insufficient.
5. Alternate bids. Do not submit alternate bids unless called for on the Bid Proposal
Form or other documents. When alternate bids are requested, the bidder must submit
information to show that the proposed goods are comparable. This information needs
to be submitted on paper; citation to Internet sites will be insufficient.
6. Updates. Bidders should check https://durhamnc.gov/bids.aspx for any addendums or
changes to this project before submitting bids.
7. Questions: Changes; Interpretations; Answers. For questions concerning the bid,
the forms, the specifications, etc., please contact Marissa Benitez by email at
marissa.benitez.arzate@durhamnc.gov. All questions are due by 2:00PM ET on
October 6, 2026. All changes in specifications will be in writing in the form of an
addendum and furnished to all bidders. If the instructions require that bids be sealed,
changes to specifications will normally be made seven or more days before the bid
opening. Oral interpretations, oral changes, and other oral information provided by
any City personnel will not be considered in awarding of bids or as being binding on
the City.
8. Sealed bids. When a bid must be sealed, the bidder shall place the bid form and the
other documents required to be submitted in a sealed opaque envelope ("bid
envelope").
9. Delivery. Send only one bid per bid envelope. Address the envelope and place the
bid number on the outside of the envelope as shown below. It is the bidder's
responsibility to have the bid envelope at the Purchasing Division itself by the
specified time. Delivery to another City of Durham office is not sufficient. A bid
envelope delivered late to the Purchasing Division for any reason, such as weather,
traffic, failure to follow instructions, or failure of a delivery service or the Postal
Service, is still late.
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DELIVERED BY U.S. POSTAL SERVICE DELIVERED BY ANY MEANS OTHER THAN
U.S. POSTAL SERVICE. This includes hand
delivery.
BID NO. 27-1115 BID NO. 27-1115
Deadline for receiving bids: October 14th, Deadline for receiving bids: October 14th, 2026 at
2pm
2026 at 2pm
PURCHASING DIVISION PURCHASING DIVISION
FINANCE DEPARTMENT FINANCE DEPARTMENT
CITY OF DURHAM CITY OF DURHAM
101 CITY HALL PLAZA 101 CITY HALL PLAZA ANNEX, 1ST FLOOR
DURHAM, NC 27701-3329 DURHAM, NC 27701-3329
If U.S. Postal Service mail requires a signature, the mail carrier hands it to City Hall
mailroom staff. City Hall mailroom staff sign for it. City Hall mailroom staff then
arrange for the item to be picked up by Purchasing staff.
10. Bid tabulation. The City will provide a bid tabulation upon request.
11. Keeping bids open. Except to the extent otherwise provided by law, bids shall not
be withdrawn and bids shall remain subject to acceptance by the City for a period of
45 days after the deadline for submitting bids.
12. Award procedure and timing. Some awards can be made by the City Manager or
other City staff and do not go before the City Council. However, if the award of this
contract is to be made by the City Council, the City Council usually decides on
awards about five weeks after the bid opening. The City Council decisions are
usually taken at the meetings that begin at 7:00 PM on the first and third Mondays of
the month in Durham City Hall, except for a reduced meeting schedule in July.
Award of this bid shall be made to the lowest responsible, responsive Bidder,
taking into consideration quality, performance, and time. The City will deem
what is in the best interest of the City. Prices are to be firm for the duration of
the contract. The City shall reserve the right to cancel the contract upon 60
days' written notice.
13. Protests. If (i) the City seeks bids from more than one person (which includes
companies and other firms), (ii) the contract goes to the City Council with a
recommendation of award, and (iii) the responsible City staff person posts a notice of
intent to make a recommendation to City Council, the City's formal protest procedure
applies. When those three -- (i), (ii), and (iii) -- conditions exist, a protesting bidder
must file its protest promptly or lose the right to protest. The policy is FP 113-1 and is
titled "Administrative Review of Recommendations for Contract Award." Upon
request, the Purchasing Division will supply a copy of the policy.
14. Changes after award. Any changes made after the bid has been awarded, including
those regarding specifications and quantities, must be with the written consent of the
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Purchasing Supervisor or other designee of the City Manager and may require a
contract amendment.
15. How the City will interpret errors and omissions in the bid.
(a) When writing numbers, bidders shall use figures (1, 2, 3, and so forth), unless
instructions provide otherwise. In case a number written in figures is
ambiguous or is otherwise not clear, and the number cannot be resolved by
using sections (b), (c) or (d) below, the number written in words controls. In
all other cases where a conflict arises between the number written in figures
and the number written in words, the number written in figures controls.
(b) If the bid contains an error in multiplying a unit price by a quantity to calculate
the "product" (also known as the extension or extended amount), the correct
product of the unit price times the quantity will control over the incorrect
product entered by the bidder. (For instance, suppose the bidder multiplies $2
per unit x 3 units. Even though the correct product is $6, suppose the bidder
mistakenly enters $7. In this example, the bid will be deemed to be in the
amount of $6.) If a bid leaves a unit price blank but enters a dollar amount for
the extension, the dollar amount in the extension will apply, instead of the
empty blank. If a bid contains an error in adding entries on the bid form, the
correct addition will control over the incorrect sum entered by the bidder or
over a blank where the bidder should have entered the sum. (For instance, if
the bidder adds $2 + $3 and enters the sum of $7, the bid will be deemed to be
in the amount of $5 because 2 + 3 = 5.) When the bidder leaves a blank empty
in an equation, and by the process of arithmetic or algebra only one number
will solve for that blank, that number will be deemed to have been entered.
(For instance, if the bid is for four items and the bid shows $1 +$1 + ___ = $5,
the blank will be deemed to contain $3 because 1 + 1 + 3 = 5.)
(c) Unless otherwise indicated, all of the blanks in the bid form (including
alternates) are required to be filled in as part of a complete bid. The bid
documents indicate whether bidders have the option of not bidding on some
items. If a bidder fails to fill in a dollar amount in a blank that is required to be
filled in, that will be understood as a bid for $0.00, unless the rules stated in
section (b) above apply to the blank.
(d) An optional blank that is left blank is understood to mean that the bidder does
not propose to supply that item, and it will be deemed that the bidder does not
propose to supply that item. If the bidder chooses to write something in an
optional blank when the bidder does not propose to supply that item, the bidder
should write "no bid."
16. Insurance Requirements.
The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times
during the life of this contract the following applicable coverages and limits. The
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requirements contained herein, as well as the City's review or acceptance of insurance
maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify
the liabilities or obligations assumed by the Contractor under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each
occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement excluding
or limiting Product/Completed Operations, Contractual Liability, Cross Liability, or Personal
and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage
shall include liability for Owned, Non-Owned, and Hired automobiles. In the event the
Contractor does not own automobiles, the Contractor agrees to maintain coverage for Hired
and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the
Commercial General Liability policy or by separate Auto Liability policy. Automobile
coverage is necessary only if vehicles are used in the provision of services under this contract
or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits
required above under an Umbrella or Excess Liability policy. There is no minimum Per
Occurrence limit of liability under the Umbrella or Excess Liability. However, the Annual
Aggregate limits shall not be less than the highest "Each Occurrence" limit for required
policies. The Contractor agrees to endorse the City as an "Additional Insured" on the
Umbrella or Excess Liability unless the certificate of insurance states the Umbrella or Excess
Liability provides coverage on a "Follow-Form" basis.
Workers' Compensation & Employers Liability - The Contractor agrees to maintain
Worker's Compensation Insurance in accordance with Chapter 97 of the North Carolina
General Statutes and with Employer Liability limits of no less than $1,000,000 for each
accident, each employee, and policy limit. This policy must include a waiver of subrogation.
Additional Insured - The Contractor agrees to endorse the City as an Additional Insured on
the Commercial General Liability. The Additional Insured shall read "City of Durham as its
interest may appear".
Certificate of Insurance - The Contractor agrees to provide the City a certificate of insurance
evidencing that all coverage, limits, and endorsements required herein are maintained and in
full force and effect, and certificates of insurance shall provide a minimum thirty (30) day
endeavor to notify, when available, by the Contractor's insurer. If the Contractor receives a
non-renewal or cancellation notice from an insurance carrier affording coverage required
herein or receives notice that coverage no longer complies with the insurance requirements
herein, the Contractor agrees to notify the City within five (5) Business Days with a copy of
the non-renewal or the cancellation notice or with written specifics as to which coverage is no
longer in compliance. The Certificate Holder address should appear as follows:
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City of Durham
Attn: Emergency Communications
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As used
in this contract, "Business Day" is defined as any day other than Saturdays, Sundays, and any
legal holiday recognized by the City pursuant to City Code Section 42-16, as amended.
************SPECIAL NOTE - PLEASE READ************
The US Postal Service DOES NOT deliver any mail (US Postal Express Mail,
Certified, Priority, Overnight, etc.) to our physical address of 101 City Hall
Plaza (Annex).
Throughout these forms, it is the bidder's responsibility to fill in blanks and provide
information except where it is clear that the City will do so.
THANK YOU FOR YOUR INTEREST IN THE CITY OF DURHAM
------------------------------------------------------------------------------------------------
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BID PROPOSAL FORM
September 29, 2026 Bid No. 27-1115
The CITY OF DURHAM invites your sealed bid for purchase of Geo Location and RF monitoring system to be received by
2:00 p.m. ET, October 14th, 2026 at 2pm in the Finance Building, 101 City Hall Plaza-Annex, Durham, North Carolina
27701.
Use this form only, for submitting bids. In submitting your proposal, keep in mind any alternations, changes in bid format,
etc. will make it difficult to evaluate bids. All items should be bid in the units, quantities, units of measurements, etc.
specified. Do not submit alternates unless requested. The City reserves the right to reject any or all proposals.
..........................................................................................................................................................................
If the City of Durham issues to the bidder a Purchase Order that refers to the Bid Number shown on this bid, the bidder shall provide
the quantities of goods required by the City during the period shown on the Purchase Order (which period begins on the Order Date
shown on the Purchase Order) unless that period is changed as provided in the bid documents. The bidder will not be obligated to
fulfill a Purchase Order for a quantity that is not in accordance with the quantity limitations, if any, in the bid documents. The bid
documents include all conditions, specifications, and terms on file in the City's Purchasing Division under that Bid Number.
Return the following: Bid Proposal Form, Pricing Sheet, Signed Addendum (if applicable), Underutilized Business
Compliance form and Product Specifications.
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting
a bid for the same materials, supplies, or equipment and is in all respects fair without collusion or fraud. I understand collusive
bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. The bidder hereby
makes an offer to the City of Durham in accordance with the bid documents, including this Bid Proposal Form and all enclosures.
The undersigned individual certifies that he or she is authorized to sign this bid for the bidder.
Official Name of Bidder:
Street Address:
City: State: Zip Code:
Print Name & Title of Person Signing on Behalf of Bidder:
Bidder's Authorized Signature:
Contact Name (if different from above): Date:
Email Address: Telephone Number:
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Pricing Sheet
Complete all three boxes. Failure to give specific information may nullify bid.
Payment Terms Delivery to Method of Delivery: Deliveries to be
be ________ days after ___ Truck ___ Rail F.O.B.
____________________ receipt of order. ___ Other (specify)_____________ DESTINATION
Item Description Quantity Unit Price Extended Price
1. SYS-GEOT4-01R 1
A Complete Geo-location and RF monitoring
system with 4 rack-mount receivers and
central processing computer
L-CONUS-1W
On-site technical support for up to one work
week in Continental US, one technician,
includes all travel expenses. May be used for
activities including installation advice, initial
product configuration support, training, and
assistance with practical field usage. Mutually
agreeable schedule.
SYS-CAASM-01
Turn-key RF Monitoring and Multi-Band
Spectrum Recording System including: RF
Receiver (70 MHz - 6GHz) in rugged mobile
case with internal directional antenna, GPS
antenna and ports for external antenna,
LAN and DC power; suitable for mobile use
and transporting to a fixed site for remote
operation. Includes Spectrum Controller
running CAASM GUI Software. Includes first
year support (phone, Internet and software
updates).
TOTAL $________________
Manufacturer ________________________________________________
Location - Shipping From ________________________________________________
Name of Delivery Firm ________________________________________________
Time of Delivery ________________________________________________
Minimum Shipment ________________________________________________
Ability to Drop Ship to Two Locations _____Yes _____No
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SPECIAL CONDITIONS
1. The responsibilities under this (proposed) contract is that the City of Durham is not obligated during the period stipulated
to purchase all of its "normal requirements" of the products and/or services indicated in this bid document from the
contractor. The contractor is obligated to supply the quantities and/or services that the City of Durham requires for its
operations. Requirements stated herein are approximate; but, are for the entire normal requirements, whether more
or less. Requirements stated are not guaranteed.
2. Award of this bid shall be made to the lowest responsible bidder. The City will deem what is in the best interest of the
City.
3. If there are any questions regarding the bid, please contact Marissa Benitez, at 919-560-4132 ext. 18221 or
marissa.benitez.arzate@durhamnc.gov
4. Prices are to be firm for the duration of the contract.
5. The City shall reserve the right to cancel the contract upon 60 days' written notice.
6. Whenever possible, the City will make adjustments to accommodate and/or improve unique or foreseen situations of the
contractor. Example: If applicable, the City will agree to use a different product than requested, or if practical to obtain
the desired product(s) needed.
7. COST ADJUSTMENTS: The cost for all items as quoted herein shall remain firm for the contract period
specified/awarded. Costs for subsequent periods and any extension term periods shall be subject to an adjustment only if
increases occur in the industry. However, unless very unusual and significant changes have occurred in the industry,
such increases shall not exceed 5% per year or, whichever is less, the latest yearly percentage increase in the All Urban
Consumers Price Index (CPI-U) (National) as published by the Bureau of Labor Statistics, U.S. Dept. of Labor. The
yearly increase, or decrease in the CPI shall be that latest index published and available ninety (90) days prior to the end
of the contract year then in effect compared to the index for the same month one year prior. Any requested cost increase
shall be fully documented and submitted to the City at least ninety (90) days prior to the contract anniversary date. Any
approved cost adjustments shall become effective upon the anniversary date of the contract. In the event the CPI or
industry costs decline, the City shall receive, from the Contractor, a reasonable reduction in costs that reflect such cost
changes in the industry.
The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are
considered to be excessive, or decreases are considered to be insufficient. In the event the City does not wish to accept
the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the contract will not be renewed and
the City will rebid the contract.
Any contract extension is subject to the continuation of usage and the appropriation of funds.
During the performance of this Contract the Contractor agrees as follows:
a. The Contractor shall not discriminate against any employee or applicant for employment because of race, color,
religion, sex, national origin, political affiliation or belief, age, or handicap. The Contractor shall take affirmative
action to insure that applicants are employed and that employees are treated equally during employment, without
regard to race, color, religion, sex, national origin, political affiliation or belief, age, or handicap. Such action shall
include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment or advertising,
layoff or termination, rates of pay or other forms of compensation, and selection for training, including
apprenticeship. The Contractor shall post in conspicuous places, available to employees and applicants for
employment, notices setting forth these provisions.
b. The Contractor shall in all solicitations or advertisements for employees placed by or on behalf of the Contractor,
state that all qualified applicants will receive consideration for employment without regard to race, color, religion,
sex, national origin, political affiliation or belief, age, or handicap.
c. The Contractor shall send a copy of the EEO provisions to each labor union or representative of workers with which
it has a collective bargaining agreement or other contract or understanding.
d. In the event of the Contractor's noncompliance with these EEO provisions, the City may cancel, terminate, or suspend
this contract, in whole or in part, and the City may declare the Contractor ineligible for further City contracts.
e. Unless exempted by the City Council of the City of Durham, the Contractor shall include these EEO provisions in
every purchase order for goods to be used in performing this contract and in every subcontract related to this contract
so that these EEO provisions will be binding upon such subcontractors and vendors.
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NON-DISCRIMINATION PROVISION
"The City of Durham opposes discrimination on the basis of race and sex and urges all of its contractors to provide a fair
opportunity for minorities and women to participate in their work force and as subcontractors and vendors under city
contracts."
Values of City of Durham regarding Treatment of Employees of Contractors
A. Statement of City EEO Policy. The City of Durham opposes discrimination in employment because of race, color,
religion, sex, national origin, political affiliation or belief, age, or handicap. Therefore, it desires that firms doing
business with the City:
1. not discriminate against any employee or applicant for employment because of race, color, religion, sex,
national origin, political affiliation or belief, age, or handicap.
2. take affirmative action to ensure that applicants are employed and that employees are treated equally during
employment, without regard to race, color, religion, sex, national origin, political affiliation or belief, age,
or handicap. This action includes employment, upgrading, demotion, transfer, recruitment or advertising,
layoff or termination, rates of pay or other forms of compensation, and selection for training, including
apprenticeship.
3. state, in solicitations or advertisement for employees, that all qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, national origin, political affiliation or belief,
age, or handicap.
4. include this Statement of City EEO Policy in every purchase order for goods to be used in performing City
contracts and in every subcontract related to City contracts.
B. Livable Wage - The City of Durham desires that firms doing business with the City pay their workers a livable
wage rate while working on City Contracts. The livable wage rate is $25.09 per hour through June 30, 2027. The
City will re-set the rate for the period after June 30, 2027.
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