Request for Proposal New City Hall Security and Fire Alarm System Enhancements

CITY OF
ST. MARYS, GEORGIA
REQUEST FOR PROPOSAL
FOR
NEW CITY HALL SECURITY AND FIRE
ALARM SYSTEM ENHANCEMENTS

REQUEST FOR PROPOSALS
City of St. Marys, Georgia
The City of St. Marys, Georgia will accept proposals from qualified contractors wishing to furnish all
labor, materials, equipment, tools, transportation, and supervision necessary to install and
commission security access control devices, fire alarm notification appliances, motion detection
equipment, and security camera systems throughout the facility (St Marys' New City Hall). All
work shall comply with applicable local, state, and federal codes, including electrical, fire safety,
and building codes, as well as the manufacturer's specifications.
The objective of this project is to enable the city to move from existing facilities into a
consolidated and renovated City Hall at 2603 Osborne St, St. Marys, GA 31558 and service the
city and its residents in a safe and secure facility.
Responses to this RFP must be addressed and delivered to the City of St. Marys Finance
Department, 418 Osborne Street, St. Marys, GA 31558 no later than October 7, 2026, at 2:00
PM. The proposals will be opened publicly at this time, and contractors' names will be read
aloud. Proposers must submit five (5) copies and (1) digital copy in a sealed package clearly
labeled with the submitting company's name and address, as well as the words "NEW CITY
HALL SECURITY AND FIRE ALARM SYSTEM ENHANCEMENTS" on the outside of the
envelope. Any proposal not received by the deadline or not properly marked will not be opened
for consideration.
Neither faxed nor email submissions will be accepted. No proposal may be withdrawn for a period
of ninety (90) days after the above opening date.
Questions regarding this project may be directed in writing to the City of St. Marys to Sarah Lee
at slee@stmarysga.gov, at 418 Osborne Street, St. Marys, Georgia, 31558.
All required Contract Documents and proof of meeting the City's Insurance Requirements must be
fully completed and executed by the Contractor and his/her Surety and submitted to the Owner on
or before the issuance of Notice to Proceed.
The City of St. Marys will select the proposal that, in its sole discretion, is the most responsive
and responsible to the City. The City is not liable for any cost incurred by vendors in the
preparation of this proposal. The Owner reserves the right to reject any or all proposals, to waive
informalities and to re-advertise, pursuant to federal and state law.
Unauthorized contact regarding this request for proposals with staff or elected officials may result
in disqualification. Any oral communications will be considered unofficial and non-binding on the
City of St. Marys. Contractors should rely only on written statements.
The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C.
2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation,
Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of
the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it
will affirmatively ensure that in any contract entered into pursuant to this advertisement,
disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity
to submit bids in response to this invitation and will not be discriminated against on the g rounds
of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

CITY OF ST. MARYS, GEORGIA DOCUMENT CHECKLIST
The following documents, when marked, are contained in and made a part of this Proposal Package or are required
to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and sign,
where indicated, and return these documents with his/her bid. FAILURE TO DO SO MAY BE CAUSE
FOR DISQUALIFYING THE PROPOSAL.
Company Name :
REQUIRED COMPLETED ITEM DESCRIPTION
x
INSTRUCTIONS TO BIDDERS/VENDORS/PROPOSERS SIGNED ACKNOWLEDGEMENT PAGE
x REQUEST FOR PROPOSAL, SIGNED ACKNOWLEDGEMENT PAGE
x PROPOSAL / QUOTE SUBMITTAL FORM, COMPLETED AND SIGNED
SURETY REQUIREMENTS (Certified check or other security of 5% required with PROPOSAL
SUBMITTAL)
PERFORMANCE BOND- UPON ACTIVATION OF CONTRACT (SAMPLE FORM PROVIDED
BY CITY)
PAYMENT BOND- UPON ACTIVATION OF CONTRACT (SAMPLE PROVIDED BY CITY)
x CERTIFICATE OF INSURANCE
x W-9 (IF NOT ALREADY ON FILE WITH THE CITY)
LEGAL NOTICE
x CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)
x SUB-CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)
x GEORGIA PROFESSIONAL LICENSE CERTIFICATIONS
x LIST OF SUB-CONTRACTORS
x ATTACHMENTS
COPY OF LLC CERTIFICATE OF ORGANIZATION AND OPERATING AGREEMENT OR
x COPY OF INC. CERTIFICATE OF INCORPORATION AND CORPORATE RESOLUTION
DESIGNATING OFFICERS WITH AUTHORITY TO SUBMIT BID AND SIGN CONTRACT
x RECEIPT OF ADDENDA IF ANY, SIGNED ACKNOWLEDGEMENT PAGE
Authorized Signature Title
Print Name Date
THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR SUBMITTAL

SECTION I - INSTRUCTIONS TO PROPOSER
1.1 PURPOSE:
The City of St. Marys is seeking proposals to furnish all labor, materials, equipment, tools,
transportation, and supervision necessary to install and commission security access control
devices, fire alarm notification appliances, motion detection equipment, and security
camera systems throughout the facility (St Marys' New City Hall), in accordance with
applicable local, state, and federal codes, including electrical, fire safety, and building
codes, as well as the manufacturer's specifications.
All proposals are governed by the Code of St. Marys, Georgia, and the laws of the State of
Georgia. Any contract and/or agreement and any addenda to it that result from this RFP
shall be governed by the laws of Georgia.
THIS IS NOT A FEDERALLY-FUNDED PROJECT.
1.2 HOW TO SUBMIT PROPOSALS:
All proposals shall be:
A) Submitted in sealed opaque package (envelope or box as necessary), plainly
marked with "NEW CITY HALL SECURITY AND FIRE ALARM
SYSTEM ENHANCEMENTS", date, and time of submission, and company
name.
B) Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent
on or before the time and date specified above.
Hand Delivery and Mailing Address:
City of St. Marys
Purchasing Agent
418 Osborne Street
St. Marys, GA 31558
C) Please check the City's website www.stmarysga.gov prior to submission
for any addendum to the RFP.
PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE
OPENED OR CONSIDERED.

1.3 EXPLANATION TO RESPONDER:
Any explanation regarding the meaning or interpretation of the contract, project manual,
specifications, or any other contract documents must be requested in writing, with
sufficient allowance of time for receipt of reply before the time of the proposal opening.
Any such explanations or interpretations shall be made in the form of addenda to the
documents and shall be furnished to all responders, who shall acknowledge receipt of all
addenda with their proposal. Oral explanations and interpretations made prior to the
proposal opening shall not be binding.
1.4 HOW TO SUBMIT AN OBJECTION:
Objections from Vendors to this request for proposal and/or these specifications should be
brought to the attention of the City Purchasing Agent either verbally, or in writing with
sufficient allowance of time for receipt of reply before the time of the proposal opening.
The objections contemplated may pertain to form and/or substance of the request for
proposal documents. Failure to object in accordance with the above procedure will
constitute a waiver on the part of the business to protest this request for proposal.
1.5 ERRORS IN PROPOSALS:
Vendors or their authorized representatives are expected to fully inform themselves as to
the conditions, requirements, and specifications before submitting proposals. Failure to do
so will be at the Vendor's own risk.
1.6 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:
The City reserves the right to reject any or all proposals and to waive any irregularities or
technicalities in proposals received whenever such rejection or waiver is in the best interest
of the City. The City reserves the right to reject the offer of a Vendor who has previously
failed to perform properly or complete on time contracts of a similar nature, or an offer
from a Vendor whom investigation shows is not in a position to perform the contract.
1.7 CONTRACTOR:
Whenever the term "contractor" is used it shall encompass the "person," "business," "firm,"
or other party submitting a proposal to the City in such capacity before a contract has been
entered into between such party and the City. At times throughout this request for proposal
the term "contractor" may be used interchangeably with the terms "vendor", "proposer"
and "bidder.
1.8 CITY:
Whenever the term "City" or "Owner" is used, it refers to the City of St. Marys, Georgia.

1.9 COMPLIANCE WITH LAWS:
The Contractor shall obtain and maintain all licenses, permits, liability insurance,
workman's compensation insurance and comply with any and all other standards or
regulations required by Federal, State or City statute, ordinances and rules during the
performance of any contract between the Vendor and the City. Any such requirement
specifically set forth in any contract document between the Vendor and the City shall be
supplementary to this section and not in substitution thereof.
1.10 DEBARRED FIRMS AND PENDING LITIGATION:
Any contract resulting from this RFP is a covered transaction for purposes of 2 C.F.R. Part 180
and 2 C.F.R. Part 3000. As such, the vendor must verify that none of its principals (defined in 2
C.F.R. 180.995) or affiliates (defined in 2 C.F.R. 180.905) are excluded (defined at 2 C.F.R.
180.940) or disqualified (defined at 2 C.F.R. 180.935).
The contractor must comply with 2 C.F.R. Part 180, Subpart C and 2 C.F.R. Part 3000, Subpart
C, and must include a requirement to comply with these regulations in any lower-tier covered
transaction it enters into.
The bidder or proposer agrees to comply with the requirements of 2 C.F.R. Part 180, subpart C
and 2 C.F.R. Part 3000, subpart C while this offer is valid and throughout the period of any
contract that may arise from this offer. The bidder or proposer further agrees to include a
provision requiring such compliance in its lower-tier covered transactions.
Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from
doing business) will not be considered for contract award. Vendors shall disclose any record of
pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any
actions that may be a conflict of interest occurring within the past five (5) years.
Proposals will not be accepted from any company, firm, person, party or parent subsidiary,
against which the City has an outstanding claim, or financial dispute relating to prior contract
performance. If the City, at any time, discovers such a dispute during any point of evaluation,
the proposal will not be considered further. Any Vendor/firm previously defaulting or
terminating a contract with the City will not be considered.
Vendor acknowledges that in performing contract work for the City, Vendor shall not utilize
any firms that have been a party to any of the above actions. If Vendor has engaged any firm to
work on this contract or project that is later debarred, Vendor shall sever its relationship with
the firm with respect to City contract.
** All Vendors are to read and complete the Vendors certification regarding debarment,
suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility -
Attachment D to be returned with response. Failure to do so may result in your proposal being
rejected as non-responsive.

1.11 IMMIGRATION:
On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section
2) became effective. All employers, contractors and subcontractors entering into a contract
or performing work must sign an affidavit that he/she has used the E-Verify System. E-
Verify is a no-cost federal employment verification system to insure employment
eligibility. Affidavits are enclosed in this solicitation. You may download M-274
Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You
may go to http://www.uscis.gov to find the E-Verify information.
** All Vendors are to read, complete and must submit with their proposal the completed
and executed "Immigration and Security Form" and the "Affidavit Verifying Status for
City Public Benefit Application". (Forms include in the RFP Package). Failure to do so
may result in your solicitation response being rejected as non-responsive.
1.12 PROTECTION OF RESIDENT WORKERS:
The City actively supports the Immigration and Nationality Act (INA) which includes
provisions addressing employment eligibility, employment verification, and
nondiscrimination. Under the INA, employers may hire only persons who may legally
work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to
work in the U.S. The employer must verify the identity and employment eligibility of
anyone to be hired, which includes completing the Employment Eligibility Verification
Form (I-9). The contractor shall establish appropriate procedures and controls so no
services or products under the Contract Documents will be performed or manufactured by
any worker who is not legally eligible to perform such services or employment

SECTION II:
GENERAL CONDITIONS
2.1 SPECIFICATIONS:
Any obvious error or omission in the specifications shall not inure to the benefit of the
Contractor, but shall put the Contractor on notice to inquire of or identify the same to the City
2.2 GEORGIA OPEN RECORDS ACT:
The responses will become part of the City's official files without any obligation on the
City's part. Ownership of all data, materials, and documentation prepared for and submitted
to the City in response to a solicitation, regardless of type, shall belong exclusively to the
City and will be considered a record prepared, maintained or received in the course of
operations of public office or agency and is subject to public inspection in accordance with
the Georgia Open Records Act. Official Code of Georgia Annotated, Section 50-18-070,
et.Seq. unless otherwise provided by law. The Georgia Open Records Act is applicable to
the records of all contractors and subcontractors under contract with the City. This applies
to those specific contracts currently in effect and those which have been completed or
closed up to three (3) years following completion.
2.3 GEORGIA TRADE SECRET ACT OF 1990:
In the event that a Contractor submits secret information to the City, the information must be
clearly labeled as a "Trade Secret". The City will maintain the confidentiality of such trade
secrets to the extent provided by law.
2.4 OFFERS TO BE FIRM:
The Contractor warrants that terms and conditions quoted in his/her offer will be firm for
acceptance for a period of ninety (90) days from the date of proposal submittal. Fees
quoted must also be firm for a ninety (90) day period.
2.5 COMPLETENESS:
All information required by the request for proposal must be completed and submitted to
constitute a proper proposal. The City shall have sole discretion in evaluating
qualifications and responses of Contractors. Contractor acknowledges that in performing a
contract for the City, Contractor shall not utilize any firms that have been a party to any of
the actions listed in paragraph 1.9. If Contractor has engaged any firm to work on this
contract or project that is later debarred, Contractor shall sever its relationship with that
firm with respect to the contract.

2.6 MULTIPLE PROPOSALS:
No Contractor will be allowed to submit more than one offer. Any alternate proposals must
be brought to the Purchasing Agent's attention during the Pre-proposal Conference if one is
scheduled, or submitted in writing at least five (5) days preceding the date for submission
of proposals.
2.7 PATENT INDEMNITY:
Except as otherwise provided, the successful Contractor agrees to indemnify the City and its
officers, agents and employees against liability.
2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):
A responsible Contractor is defined as one who meets all requirements of the RFP. The City
has the right to require any or all Contractors to submit documentation of their ability to
perform, provide or carry out the service as requested herein and to disqualify the proposal
of any Contractor as being unresponsive or un-responsible whenever such Contractor
cannot.
2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:
By submission of this proposal, the Contractor certifies, and in the case of a joint proposal
each party thereto as to its own organization, that in connection with this procurement:
A. The prices in this proposal have been arrived at independently, without consultation,
communication, or agreement, for the purpose of restricting competition, as to any
matter relating to such prices with any other Contractor or with any competitor.
B. Unless otherwise required by law, the prices which have been quoted in this proposal
have not been knowingly disclosed by the Contractor and will not knowingly be
disclosed by the Contractor prior to opening, directly or indirectly to any other
competitor.
C. No attempt has been made or will be made by the Contractor to induce any other person
or firm to submit or not to submit a proposal for the purpose of restricting
competition.
2.10 AWARD OF CONTRACT:
The contract, if awarded, will be awarded to the responsible Contractor whose proposal will
be most advantageous to the City, price and other factors considered. The St. Marys City
Council will make the determination as to which proposal best serves the interests of the
City. Appeal of an award can only be made after the City Council awards a contract.

2.11 INSURANCE PROVISIONS:
The selected Contractor shall be required to procure and maintain for the duration of the
contract insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the performance of the work hereunder by the Contractor, his
agents, representatives, employees or subcontractors. The cost of such insurance shall be
included in the Contractor's fee proposal. Contract work will not proceed unless the City has a
current Certificate of Insurance in its possession.
General Information that shall appear on a Certificate of Insurance:
A. Name of Producer (contractor's insurance Broker/Agent).
B. Companies affording coverage (there may be several).
C. Name and address of the Insured.
D. A Summary of all current insurance for the insured (includes effective dates of coverage).
E. A brief description of the operations to be performed, the specific job to be
performed, or contract number.
F. Certificate Holder (This is to always include the City).
2.12 LIMITS OF INSURANCE:
Effective coverage shall have the following limits:
A) Commercial General Liability: Provides protection against bodily injury,
including death and property damage claims arising from operations of a
contractor or tenant. Minimum limits: $1,000,000 bodily injury, including death
and property damage each occurrence and $2,000,000 Property Damage, in the
aggregate.
B) Worker's Compensation and Employer's Liability: Provides statutory
protection against bodily injury, sickness or disease sustained by employees of the
contractor while performing within the scope of duties. Minimum limits:
$500,000 for each accident, disease policy limit, and disease each employee and
Statutory Worker's Compensation limit.
C) Business Automobile Liability: Coverage insures against liability claims
arising out of the contractor's use of automobiles. Minimum limit: $1,000,000
combined single limit per accident for bodily injury, property damage, and should
be written on an "Any Auto" basis.
D) Umbrella Policy: $5,000,000
2.13 INDEMNIFICATION:
The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the City of
St. Marys, Georgia, its mayor, councilmen, officers, agents, and employees from and against
any and all liability, damages, claims, suits, liens, and judgments, of whatever nature,
including claims for contribution and/or indemnification, for injuries to or death of any
person or persons, or damage to the property or other rights of any person or persons