MUSCOGEE COUNTY BOARD OF ELECTIONS & REGISTRATION VOTING EQUIPMENT DELIVERY...

Agency:	Consolidated Government of Columbus
State:	Georgia
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 811219 - Other Electronic and Precision Equipment Repair and Maintenance
Posted Date:	Mar 7, 2025
Due Date:	Apr 2, 2025
Solicitation No:	RFP No. 25-0016
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government

FINANCE DEPARTMENT

PURCHASING DIVISION

Date: March 7, 2025

1111 1st AVENUE – 1ST FLOOR, COLUMBUS, GEORGIA 31901

P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 | www.columbusga.gov

REQUEST FOR

PROPOSALS:

Qualified firms are requested to submit proposals, subject to conditions and

instructions as specified, for the furnishing of:

RFP No. 25-0016

GENERAL SCOPE

MUSCOGEE COUNTY BOARD OF ELECTIONS &

REGISTRATION

VOTING EQUIPMENT DELIVERY SERVICES

(ANNUAL CONTRACT)

Muscogee County Board of Elections and Registration is seeking proposals from

qualified moving firms to deliver voting equipment to voting sites before the

scheduled election events, and to retrieve the same equipment after the election

event. The election schedule consists of up to five election events in a presidential

election cycle, up to four election events in a mid-term election cycle, and the

possibility of special elections in odd-numbered years. Deliveries vary from county-

wide (25 precincts) to district elections (as few as five) based on the type of election.

Note: The first election expected to be serviced under this contract, if awarded,

will be June 17, 2025. Special Primary Election.

DUE DATE

APRIL 2, 2025 - 5:00 PM (EASTERN)

SUBMISSION

REQUIREMENTS

ADDENDA

See Appendix A (page 31) for information and instructions on how to register

and submit a proposal through DemandStar.

The Purchasing Division will post addenda (if any) for this project at

https://www.columbusga.gov/finance/Bid-Opportunities. Vendors are responsible

for periodically visiting the web page for addenda, before the due date and prior to

submitting a response.

NO SUBMITTAL If you are not interested in this solicitation, complete and return page 3.

Andrea J. McCorvey,

Purchasing Manager

RFP No. 25-0016

Muscogee County Elections & Registration

Voting Equipment Delivery Services (Annual Contract)

Page 1 of 43

IMPORTANT INFORMATION

E-Notification

The City uses the Georgia Procurement Registry e-

notification system. You must register with the Team

Georgia Marketplace to receive future procurement

notifications

https://doas.ga.gov/state-

purchasing/getting-started-supplier.

If you have any questions or encounter any problems

while registering, please contact the Team Georgia

Marketplace Procurement Helpdesk:

Telephone:

Fax:

Email:

404-657-6000

404-657-8444

procurementhelp@doas.ga.gov

RFP No. 25-0016

Muscogee County Elections & Registration

Voting Equipment Delivery Services (Annual Contract)

Page 2 of 43

STATEMENT OF "NO PROPOSAL SUBMISSION"

Notify the Purchasing Division if you do not intend to submit a Proposal:

Email:

Attn:

Mail:

BidOpportunities@ColumbusGa.org

Heather Biddle, Buyer

Columbus Consolidated Government

Purchasing Division

P. O. Box 1340

Columbus, Georgia 31902-1340

We, the undersigned decline to submit a proposal for RFP No. 25-0016 for Muscogee County Board

of Elections & Registration Voting Equipment Delivery Services (Annual Contract) for the

following reason(s):

Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below)

There is insufficient time to respond.

We do not offer this product and/or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Comments:

RFP No. 25-0016

COMPANY NAME:

REPRESENTATIVE:

DATE:

TELEPHONE:

EMAIL:

Muscogee County Elections & Registration

Voting Equipment Delivery Services (Annual Contract)

Page 3 of 43

PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS

OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL

PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.

3-110. Competitive Sealed Proposals (Negotiations)

(1) Conditions for Use

When the Purchasing Manager determines that the use of competitive sealed bidding for any

procurement is either not practicable or not advantageous to the City, a contract may be entered

into using the competitive sealed proposals (negotiation) method. In addition, the competitive

sealed proposal process shall be used for the procurement of professional services, specialized

equipment or supplies.

The competitive sealed proposal process may be used for procurements with an estimated total

cost less than $50,000.00, if deemed to be in the best interest of the City. If the total cost can be

determined, the authority to approve such solicitations will be as prescribed by article 3-104,

Purchasing Limits. If, due to the required services, a total cost cannot be determined then the

award recommendation will be approved by Council.

I. Request for Proposals

Proposals shall be solicited through Request for Proposals. The Purchasing Division shall

establish the specifications with the using agency and set the date and time to receive

proposals. The request for proposal shall include a clear and accurate description of the

technical requirements for the service or item to be procured.

II. Public Notice

The public will be given adequate notice of the request for proposals, provided that,

adequate notice shall mean at least fifteen (15) business days before the due date, which is

stated in the request. The City reserves the right to seek request for proposals in a shorter

period, if necessary, as determined by the Purchasing Manager.

Notice shall be published in a reasonable time before due date, contain a description of the

procurement in general terms, as well as, the place and due date for proposals, and appear in

a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to

publication in newspapers, notice shall also be made by electronic means, including posting

on the internet and on the City's government access television channel.

Public works construction projects shall be advertised in accordance with Georgia State

Law.

The City reserves the right to mail or e-mail invitations directly to vendors under the

following circumstances:

− Solicitations for specialized equipment/supplies.

− Solicitations for specialized services.

− Re-bid of solicitations where normal advertising procedures netted no responses.

− Whenever deemed necessary by the purchasing manager.

RFP No. 25-0016

Muscogee County Elections & Registration

Voting Equipment Delivery Services (Annual Contract)

Page 4 of 43

III. Receipt of Proposals

Proposals must be received by the deadline date established. No public opening will be held.

No proposals shall be handled to permit disclosure of the identity of any offeror or the

contents of any proposal to competing offerors during the process of discussion. A register

of proposals shall be prepared as part of the contract file, and shall contain the name of each

offeror, the number of modifications received (if any), and a description sufficient to identify

the item offered. The register of proposals shall be open for public inspection only after

contract award.

IV. Evaluation Factors

The request for proposals shall identify the relative importance of cost (when applicable) and

other evaluation criteria.

V. Evaluation Process

An odd number of voting members of a Selection or Evaluation Committee shall evaluate all

proposals received based upon the criteria stated in the request for proposals. Each voting

committee member shall grade each submitted proposal based upon the evaluation criteria.

VI. Discussion with Responsible Offerors and Revisions to Proposals

As provided in the Request for Proposals, discussions (negotiations) may be conducted with

responsible offerors who submit proposals determined to be reasonably susceptible of being

selected for award, to assure full understanding of and conformance to the solicitation

requirements. All qualified, responsible offerors shall be given fair and equal treatment with

respect to any opportunity for discussion and revision of proposals, and such revisions may

be permitted after submissions and prior to award for the purpose of obtaining best and final

offers. In conducting discussions, there shall be no disclosure of the identity of competing

offerors or any information derived from proposals submitted by competing offerors. If only

one proposal response is received, then the award recommendation shall be to the single

offeror, if the offeror meets all requirements.

VII. Award

After negotiations, the award recommendation must be presented to Columbus City Council

for final approval. Award will be made to the responsible offeror whose proposal is

determined to be the most advantageous to the City, taking into consideration total cost (if

determined) and all other evaluation factors set forth in the Request for Proposals.

After Council approval, a contract based on the negotiations (if negotiations were necessary)

will be drawn and signed by all necessary parties. If Council does not approve the award, it

may direct that further negotiations may take place with the recommended offeror, or that

negotiations begin with the next most qualified offeror. Council may also exercise the option

to reject all offers and instruct the Purchasing Division to begin the procurement process

again. The contract file shall contain the basis on which the award is made.

After contract award, the contract file, will be made public. Unsuccessful offerors will be

afforded the opportunity to make an appointment with the Purchasing Division for a

debriefing. After the award, the contract file and the unsuccessful proposals will become

subject to disclosure under the Georgia Open Records Act.

RFP No. 25-0016

Muscogee County Elections & Registration

Voting Equipment Delivery Services (Annual Contract)

Page 5 of 43

This page summarizes the opportunity, including an overview and a preview of the attached documents.

MUSCOGEE COUNTY BOARD OF ELECTIONS & REGISTRATION VOTING EQUIPMENT DELIVERY SERVICES (ANNUAL CONTRACT) Buyer: Heather Biddle

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