Hall County Government
FINANCIAL SERVICES
PURCHASING DIVISION
POST OFFICE DRAWER 1435
GAINESVILLE, GA 30503
t: 770.535.8270 | f: 770.531.6711
FINANCIAL SERVICES DIRECTOR
Taylor Samples, CPA
ASSISTANT FINANCE DIRECTOR
Elizabeth White
PURCHASING MANAGER
Andrew Youngblood
Request for Proposal
RFP #46-033
For the provision of
Cloud-Based Computer-Aided Dispatch
(CAD) System
Hall County, Georgia (herein “County”), a municipal entity of the State of
Georgia, located at 2875 Browns Bridge Road, Gainesville, GA 30504, is
seeking qualified Contractors to provide a cloud-based solution for
computer-aided dispatch (CAD) system (herein “Services”).
Schedule of Events:
Bid Post Date: Wednesday, March 4, 2026
Bidder’s Questions Due Date: Friday, March 20, 2026
Response to Bidder Questions Due: Friday, March 27, 2026
Bid Due Date: Thursday, April 2, 2026, by 2:00pm EST
Bidding Process: Hall County is now accepting sealed bids from
qualified Vendors (herein “Bidder” or “Vendor”) for the Services in the
County’s Purchasing Division on the fourth (4th) floor of the Hall County
Government Center, located at 2875 Browns Bridge Road, Gainesville,
GA 30504 until 2:00pm EST on Thursday, April 2, 2026. All bid packets
must be sealed and be time and date stamped by the Hall County
receptionist located on the 4th floor to be considered.
General Qualifications: Bidders must be in the regular business of
CAD solutions and related technologies. Bidders must be licensed
and insured in the State of Georgia.
Pre-Bid Meeting Address: Not required for this solicitation.
Term: It is the County’s intention to award one (1) firm for the Services
listed herein, for an initial one (1) year term, followed by four (4) additional
renewal options. Renewal options are not automatic nor guaranteed.
Questions: All communications must be directed solely to Andrew
Youngblood, Issuing Officer at andrew.youngblood@hallcounty.org for
questions or clarifications of the RFP requirements.
Addenda: If needed and in the best interest of the County, the Purchasing
Division may make an extension of the bidding period by a formal written
addendum and publicly posted on the County’s website. All addenda must
be signed by the Bidder and returned with the bid packet.
Proposal Documents: Bidders may obtain all submittal documents at no
cost via the County’s Website at https://www.hallcounty.org/Bids.aspx,
then click the link for “Cloud-Based CAD System” and download all required documents under
“Related Documents”. Any addenda will also be posted in this same area. Bidders are responsible
for checking the County’s website for addenda.
Bid Response: The County considers a bid response as an irrevocable offer, valid for a period
of one hundred twenty (120) days from submission. The County reserves the right to reject all
proposals, in full or part, and to negotiate fees, conditions, or other terms with the Bidder(s)
submitting the overall best scored proposal. The County reserves the right to cancel this RFP in
its entirety if in the best interest of the County. The County may waive nonmaterial irregularities,
informalities, and errors and may seek clarification of such.
Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to
attend but may do so. The Issuing Officer named herein, or another Purchasing team member,
will open and publicly read all Bidder’s company names and their locations on the date, time, and
at the address above. Cost is not required at this time.
Request for Clarification: The County reserves the right to request clarification or additional
information provided by any Bidder. The County may also request in-person or virtual
presentations, interviews, and may choose to enter into negotiations with potential Bidders as
needed.
Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for
one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must
be completed and returned with the bid. The County reserves the right to retain all proposals
submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall
have the right to waive any informality or irregularity of immaterial deviation, omissions, and
clerical errors in any bid received.
Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal
agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts
are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or
his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services
and submit it with their bid responses. All questions regarding the contract, redlines, and
exceptions must be submitted in writing to the Issuing Officer prior to the Bidders’ Questions Due
Date listed above. If there are no written objections or exceptions, then the County will understand
this as an affirmative acceptance of the Scope of Work as it is presented.
BID EVALUATION
Evaluation and Selection: The County will evaluate all submittals in accordance with the Official
Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate
proposals using a two-round process: Round 1 is the “Technical Qualifications Proposal” that
outlines the bidding firm’s qualifications, experience, and its approach to deliver the services. The
highest scoring bidders will then be “short listed” and invited to Round 2 to submit a more detailed
technical response for consideration. Bidders are not to submit a cost proposal until instructed to
do so in writing by the County.
Award Process: The County reserves the right to reject any or all bids, in whole or part, or to
select any Bidder, without liability on part of the County to the Bidder, to complete the described
work. The County intends to award the contract to one (1) company that it deems to be the most
responsible and responsive Bidder to perform all the work described herein. Lead times and
length of time to complete the work may also be a factor in award. The County will not make an
award of contract solely based on lowest cost bid, but also on approach, references,
qualifications, and other subjective criteria as the County may deem necessary and determine at
its sole discretion.
Technical Qualifications Evaluation: Bidders must answer all scored questions found on
Exhibit F – Scored Questions, which are weighted and will be scored by the County’s evaluation
committee. The County’s evaluation committee will score and assign point values to the answers.
The total maximum points are set at 1,000. The County has assigned an 80/20 split for scoring
points; eight hundred (800) points (80%) available for the Round 1 Technical Qualifications, and
two hundred (200) points (20%) available for Round 2. The Bidder with the highest total point
score closest to 1,000 will be the apparent contract award winner.
Unanswered questions will earn a 0-point score. The Bidder’s response should limit answers
directly to the questions asked. Each answer will be scored on a scale of twenty-five (25)
percentage points:
Excellent = 100%
Good = 75%
Adequate = 50%
Marginal = 25%
Poor = 0%
In addition to the space provided on Exhibit F – Scored Questions, Bidders may expand their
answers to the questions onto separate pages if needed with the question repeated at the top of
each page. Bidders may input “see attached” in the space provided next to each question.
Responses to the questions should be clear and concise. Where appropriate, Bidder’s should
show statistical information in a tabular chart format and textual information in bullet point format.
Summarize key points at the beginning of each answer. All quantitative material should include
complete assumptions and be supported by detailed schedules evidencing all calculations and
results.
Provide one-sided documents only. Do not include superfluous marketing brochures or
unnecessary promotional materials. These will not be evaluated. Address each specific question
with direct, detailed answers.
BIDDER RESPONSE
Technical Qualifications: Bidders must provide a total of five (5) hard paper copies of their
technical qualifications: one (1) marked “Original” and four (4) marked “Copy”. Submit all five (5)
hard paper copies in a sealed envelope(s).
Cost Proposal
Bidders are not to submit a cost proposal until instructed in writing by the County. Bidders who
submit a cost proposal without being instructed to do so will be disqualified from consideration.
Electronic signatures on bid documents are acceptable; however, hard copies of the bid response
are required, as stated above.
Digital Response
Bidders must provide their responses on one (1) USB drive.
Cost Evaluation: Bidders are not to submit a cost proposal until instructed in writing by the
County. Bidders who submit a cost proposal without being instructed to do so will be disqualified
from consideration.
Validation: Hall County requires that Bidders provide a cover letter with a signature by an officer
of the firm with the submittal to ensure its originality.
Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits
attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive
and the County may not evaluate it for award.
Non-Collusion Requirement (Cone-of-Silence): Bidders must not have contact of any nature
with other Bidders, County staff members (except for the Issuing Officer), consultants, elected
officials, nor County Commissioners during the RFP evaluation process. The County may deem
such as collusion, thus rendering the submission in violation of the Official Code of Hall County,
and therefore the County may deem the proposal as non-responsible and not evaluate the
proposal for an award.
By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall
County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the
contract which may be made under it, or in any expected profits to arise there from.
County Consultants: From time to time, the County may select an outside consultant at its own
discretion who will act under the direction of County’s Project Manager. The consultant will have
full authority to act on behalf of the County; however, the consultant may not solicit goods and
services on behalf of the County without prior written approval from the County. Contractors
MUST follow all specification sections prepared by the County’s consultant, and Contractors
MUST allow the consultant to inspect the work. The consultant for this solicitation is TSG Public
Safety Advisors, LLC.
Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder
understands and acknowledges that it is responsible for any sales and use taxes it may incur.
The Bidder will not charge or invoice the County any sales and use tax as a separate line item.
The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption
Certificate.
Bonds: Not required.
Table of Contents
1.0 INTRODUCTION
2.0 STATEMENT OF NEED
3.0 GENERAL TERMS AND CONDITIONS
4.0 SCOPE OF WORK
5.0 EXPERIENCE AND QUALIFICATIONS
6.0 SUBMISSION OF PROPOSALS
7.0 RFP RESPONSE PREPARATION
8.0 SELECTION PROCESS
9.0 STEPS TO AWARD
10.0 EXHIBITS AND ATTACHMENTS
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
