Patrol Rifle Systems and Accessories

TOWN OF HILLSBOROUGH
HILLSBOROUGH POLICE DEPARTMENT
REQUEST FOR PROPOSALS FOR
PATROL RIFLE SYSTEMS AND ACCESSORIES
Submit Proposal to:
Town of Hillsborough
Attention: Captain Chenier
Email: gchenier@hillsborough.net
Due Date:
Tuesday, June 30, 2026
Time: 5:00 p.m. PDT

TOWN OF HILLSBOROUGH
NOTICE INVITING PROPOSALS
PATROL RIFLE SYSTEMS AND ACCESSORIES
PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the Town of Hillsborough
("Town") in the office of the Hillsborough Police Department, Attention: Captain Geoff Chenier,
via email at gchenier@hillsborough.net, until 5:00 p.m., Tuesday, June 30, 2026. Proposals
received after this date will be rejected as non-responsive. Faxed proposals will not be accepted.
The Town is requesting proposals to provide patrol rifle systems, optics, suppressors, and
associated accessories for the Hillsborough Police Department.
The award of this contract is subject to available budget adequate to carry out the provisions of
the proposed agreement including providing the Equipment described in this RFP. The Town
reserves the right to reject any or all proposals determined not to be in the best interest of the
Town.
Interested parties may obtain copies of the above-mentioned RFP at
https://www.hillsborough.net/204/Public-Bids-RFPs.

TOWN OF HILLSBOROUGH
REQUEST FOR PROPOSALS
PATROL RIFLE SYSTEMS AND ACCESSORIES
BACKGROUND AND INTRODUCTION
The Town of Hillsborough ("Town") is requesting proposals from qualified firms
("Proposers") for the furnishing of patrol rifle systems, optics, suppressors, and associated duty
accessories ("Equipment"), which shall be provided under the general direction of the Town
Manager or his designee.
The Hillsborough Police Department is replacing its current patrol rifle inventory due to
age, increased maintenance requirements, and the expiration of manufacturer support. The Town
seeks a standardized platform to improve operational consistency, reduce lifecycle maintenance
complexity, and ensure reliable performance under duty conditions.
The Town intends to procure twenty-eight (28) complete patrol rifle systems configured
for law enforcement operations.
I. CITY CONTACT
The principal contact for the Town will be Captain Geoff Chenier, Hillsborough Police
Department, (gchenier@hillsborough.net), or a designated representative, who will coordinate the
assistance to be provided by the Town to the Proposer.
II. REQUEST FOR PROPOSALS
A. GOODS/EQUIPMENT REQUESTED
The Equipment sought under this Request for Proposals ("RFP") is set forth in more detail
in Exhibit "A," attached hereto and incorporated herein by this reference. Notwithstanding the
inclusion of such Equipment in Exhibit "A" the final scope of Equipment Specifications negotiated
between Town and the successful Proposer shall be set forth in the Agreement ("Agreement")
executed by and between Town and the successful Proposer. A copy of the sample Equipment
Purchase Agreement is attached hereto as Exhibit "B" and incorporated herein by this reference.
B. Content and Format of Proposal
Proposals shall be concise, well organized and demonstrate qualifications and applicable
experience. Proposals shall be in the following order and shall include:
1. Cover Letter. Provide a cover letter and introduction, including the name
and address of the organization and individual submitting the proposal, together with the name,
address, telephone and fax numbers, and e-mail address of the contact person who will be
authorized to represent the organization, and an expression of the Proposer's ability and desire
to meet the requirements of this RFP. The letter must be signed by an individual authorized to
bind the firm contractually.
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a. Proposer Statement Of Qualifications. Describe the Proposer's resources,
experience, and capabilities as they relate to providing the Equipment.
Submit in the order identified below:
b. Executive Summary. An executive summary should briefly describe the
Proposer's qualifications and ability to supply the Equipment.
(i) Qualifications and Experience. The proposal should:
(a) Provide a description of how the Proposer's
experience, technical and professional skills will
meet the goals and fulfill the general functions
identified in this RFP.
(b) Any key staff members who would be involved in the
performance of the scope of equipment. Provide
their resumes, describe their experience, and
identify their proposed role for the Project.
(c) State the number of years the firm has conducted
business.
(d) Provide a description of the three most relevant
contracts held within the last five years.
(ii) Evidence: Of California Licensing. The proposal should
include appropriate documentation showing the Proposer is
properly licensed in the State of California to supply the
Equipment requested in the scope of work.
(iii) References: The Proposer shall provide a minimum of three
(3) client references, preferably city, county, or special
district governments for whom the Proposer has previously
supplied equipment of similar type and scope within the last
5 years.
(iv) Subcontractors: The Proposer shall identify functions that
are likely to be subcontracted and identify the subcontractor
that is anticipated to perform each function, if known at this
time.
c. Proposed Method to Supply the Equipment. Describe the technical and
management approach to providing the Equipment to Town. Proposer
should take into account the scope of the Project, goals of Town, and
general functions required. Include a draft schedule of tasks, milestones,
and deliverables that will provide for timely provision of the Project. In
reviewing the scope of work, the Proposer may identify additional
necessary tasks and is invited to bring these to Town's attention within the
discussion of its proposed method to accomplish the Project.
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d. Certification of Proposal. This section shall state: "The undersigned hereby
submits its proposal and, by doing so, agrees to furnish the Equipment to
Town in accordance with the Request for Proposal (RFP), and to be bound
by the terms and conditions of the RFP."
e. Sealed Fee Proposal. Please provide an itemized, not-to-exceed fee
proposal for the Equipment. The fee proposal shall include unit pricing,
extended totals, shipping and delivery costs, and any optional accessories
or components.
2. Insurance: (limit: 8 pages - not including supporting documentation) See
the Agreement, attached hereto as Exhibit "B," for a description of the insurance requirements.
3. Litigation: (limit: 1 page) Provide litigation history for any claims filed by
your firm or against your firm related to the supply of equipment in the last five (5) years.
4. Other Information: (limit: 4 pages) This section shall contain all other
pertinent information regarding the following:
a. Description of any previous involvement with the Town.
b. A statement that the Proposer has no conflicts of interest in
connection with supplying the Equipment.
5. Certification of Proposal: This section shall state:
"The undersigned hereby submits its proposal and, by doing so, agrees to furnish
Equipment to the Town in accordance with the Request for Proposal (RFP), and to be bound by
the terms and conditions of the RFP."
6. Appendices: (limit: 2 pages)
C. No Deviations from the RFP
In submitting a proposal in response to this RFP, Proposer is certifying that it takes no
exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken,
such exceptions must be clearly noted in the proposal and may be reason for rejection of the
proposal. As such, Proposer is directed to carefully review the sample Agreement and, in
particular, the insurance and indemnification provisions therein.
D. Selection Process
1. The Town will evaluate proposals based on the following criteria:
a. Licensing and Conflict of Interest - Proper licensure in California
and absence of actual or potential conflicts of interest.
b. Cover Letter and Proposal Completeness - Clarity,
responsiveness, and overall organization of the proposal, including
submission of all required items.
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c. Methodology and Technical Approach - Understanding of project
scope; proposed approach to delivering equipment; proposed
schedule and milestones.
d. Proposer's competence, experience, qualifications, and
performance.
e. Key Personnel - Experience, qualifications, and proposed role of
staff assigned to the project.
f. Fee Proposal - Reasonableness and competitiveness of proposed
fee; clarity of breakdown by task and staff; not-to-exceed structure.
g. References - Quality and relevance of references from similar
clients (preferably cities, counties, or special districts) During the
evaluation process, the Town reserves the right, where it may serve
the Town's best interest, to request additional information or
clarifications from Proposers, or to allow corrections of errors or
omissions.
h. Equipment Quality and Suitability - Quality, completeness, and
operational suitability of the proposed patrol rifle platform and
complete accessory package, including conformance to the Town's
required system configuration and operational requirements.
2. It is the Town's intent to select a Proposer to supply the Equipment based
on the above criteria. The Town reserves the right to reject all proposals, select by proposal
review only or interview as needed. Certain Proposers may be selected to make a brief
presentation and oral interview after which a final selection will be made. The successful Proposer
will be selected on the basis of information provided in the RFP, in-person presentations, and the
results of the Town's research and investigation. Upon selection of a Proposer, the Town will
endeavor to negotiate a mutually agreeable Agreement with the selected Proposer. In the event
that the Town is unable to reach agreement, the Town will proceed, at its sole discretion, to
negotiate with the next Proposer selected by the Town. The Town reserves the right to contract
for Equipment in the manner that most benefits the Town including awarding more than one
contract if desired.
3. After negotiating a proposed Agreement that is fair and reasonable, Town
staff will make the final recommendation to the Town Council concerning the proposed
Agreement. The Town Council has the final authority to approve or reject the Agreement.
E. Protests
1. Protest Procedures: Submitted proposals will be made available for
review in accordance with the California Public Records Act and after a submission of a Public
Records Act Request to the City Clerk's Office.
Proposers may file a protest with the City Clerk. In order for a Proposer's protest to be
considered valid, the protest must:
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a. Be filed in writing not later than 5:00 p.m. (local time) on the fifth
business day after the Town issues a Notice of Intent to Award for
the subject project, based on one of the following criteria:
(i) The Proposer's disagreement with the determination or
recommendation by the Town regarding the Proposer's
proposal;
(ii) Non-compliance with RFP;
(iii) Non-compliance with Town policy; or
(iv) Non-compliance with state or federal law.
b. Clearly identify the specific irregularity or basis for the protest;
c. Specify, in detail, the factual and legal grounds for the protest;
d. Include all relevant supporting documentation with the protest at
time of filing.
2. Town Review: The Town will review and evaluate the basis of the protest
provided the protest is filed in strict conformity with the foregoing. The Town shall provide the
Proposer submitting the protest with a written statement concurring with or denying the protest.
Action by the Town relative to the protest will be final and not subject to appeal or reconsideration.
The procedure and time limits set forth in this Section are mandatory and are the Proposer's sole
and exclusive remedy in the event of protest. Failure to comply with these procedures will
constitute a waiver of any right to further pursue the protest, including filing a Government Code
claim or legal proceedings.
All protests filed with the City Clerk shall be delivered to the following address:
City Clerk
Town of Hillsborough
1600 Floribunda Ave.
Hillsborough, CA 94010
F. Proposal Schedule
The tentative schedule is as follows:
ACTION DATE
Release of Request for Proposal 06/01/2026
Last Day to Submit Questions for Clarification
06/22/2026
received by the Town on or before 5:00 pm
Clarifications Issued by Town on or before 5:00 pm 06/27/2026
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ACTION DATE
Deadline for Receipt of Proposals
06/30/2026
submitted on or before 5:00 pm
Notification of Intent to Award 07/07/2026
The above scheduled dates are tentative and Town retains the sole discretion to adjust
the above schedule. Nothing set forth herein shall be deemed to bind Town to award a contract
for the Equipment and Town retains the sole discretion to cancel or modify any part of or all of this
RFP at any time.
G. Submittal Requirements
1. General: It is strongly recommended that the Proposer submit proposals
in the format identified in this RFP to allow the Town to fully evaluate and compare the proposal.
All requirements and questions in the RFP should be addressed and all requested data shall be
supplied. The Town reserves the right to request additional information which, in the Town's
opinion, is necessary to assure that the Proposer's competence, number of qualified employees,
business organization and financial resources are adequate to perform according to the
Agreement.
2. Preparation: Proposals should be prepared in such a way as to provide a
straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.
Responses should emphasize the Proposer's demonstrated capability to supply the Equipment.
Expensive bindings and promotional materials, etc., are not necessary or desired. However,
technical literature that supports the approach to supplying the Equipment and work plan should
be forwarded as part of the proposal. Emphasis should be concentrated on completeness,
approach to the work and clarity of proposal.
3. Labor Certification: By its signature hereunder, Proposer certifies that it is
aware of the provisions of Section 3700 of the California Labor Code which require every
employer to be insured against liability for Worker's Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and agrees to comply with such provisions before
commencing the supply of the Equipment.
4. Confidentiality of Proposal: Proposals submitted in response to this RFP
shall be held confidential by Town and shall not be subject to disclosure under the California
Public Records Act (Cal. Government Code section 7920.000 et seq.) until after either Town and
the successful Proposer have completed negotiations and entered into an Agreement or Town
has rejected all proposals. All correspondence with the Town including responses to this RFP
will become the exclusive property of the Town and will become public records under the
California Public Records Act. The Town will have no liability to the Proposer or other party as a
result of any public disclosure of any proposal or the Agreement.
If a Proposer desires to exclude a portion of its proposal from disclosure under the
California Public Records Act, the Proposer must mark it as such and state the specific provision
in the California Public Records Act which provides the exemption as well as the factual basis for
claiming the exemption. For example, if a Proposer submits trade secret information, the
Proposer must plainly mark the information as "Trade Secret" and refer to the appropriate section
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of the California Public Records Act which provides the exemption as well as the factual basis for
claiming the exemption. If a request is made for information marked "Confidential", "Trade Secret"
or "Proprietary" ("Proprietary Information") the Town will provide Proposers who submitted the
information with reasonable notice to seek protection from disclosure by a court of competent
jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give Town
written notice of Proposer's objection to the Town's release of Proprietary Information. Proposer
shall indemnify, defend and hold harmless the Town, and its officers, directors, employees, and
agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of
a legal action brought to compel the release of Proprietary Information.
Proposals which indiscriminately identify all or most of the proposal as exempt from
disclosure without justification may be deemed unresponsive and disqualified from further
participation in this RFP.
5. Submittal Instructions:
The proposal must be received electronically no later than 5:00 p.m. local time, on or
before June 30, 2026, by email to Captain Geoff Chenier at gchenier@hillsborough.net. Proposals
received after this time will be rejected as non-responsive.
The Town will not be responsible for proposals that are delinquent, lost, incorrectly addressed, or
not received by the deadline.
H. Miscellaneous
1. Amendments to RFP: The Town reserves the right to amend the RFP or
issue to all Proposers addenda to answer questions for clarification.
2. Non-Responsive Proposals: A proposal may be considered non-
responsive if conditional, incomplete, or if it contains alterations of form, additions not called for,
or other irregularities that may constitute a material change to the proposal.
3. Amendments to Proposals: Unless specifically requested by the Town, no
amendment, addendum or modification will be accepted after a proposal has been submitted to
Town. If a change to a proposal that has been submitted is desired, the submitted proposal must
be withdrawn and the replacement proposal submitted to Town prior to the deadline stated herein
for receiving proposals.
4. Costs for Preparing: The Town will not compensate any Proposer for the
cost of preparing any proposal, and all materials submitted with a proposal shall become the
property of the Town. The Town will retain all proposals submitted and may use any idea in a
proposal regardless of whether that proposal is selected.
5. Cancellation of RFP: Town reserves the right to cancel this RFP at any
time prior to contract award without obligation in any manner for proposal preparation, interview,
fee negotiation or other marketing costs associated with this RFP.
6. Price Validity: Prices provided by Proposers in response to this RFP are
valid for 60 days from the proposal due date. The Town intends to award the contract within this
time but may request an extension from the Proposers to hold pricing, until negotiations are
complete and the contract is awarded.
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7. No Commitment to Award: Issuance of this RFP and receipt of proposals
does not commit the Town to award a contract. Town expressly reserves the right to postpone
the proposal for its own convenience, to accept or reject any or all proposals received in response
to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this
RFP.
8. Requests for Clarification: All questions, requests for interpretations or
clarifications, either administrative or technical must be requested in writing and directed to the
Town Contact, identified above. All written questions, if answered, will be answered in writing,
conveyed to all interested firms, and posted on the Town's website. Oral statements by any
persons should be considered unverified information unless confirmed in writing. To ensure a
response, questions must be received in writing, by email to gchenier@hillsborough.net no later
than 06/22/2026 by 5:00 pm.
9. Right to Negotiate and/or Reject Proposals: Town reserves the right to
negotiate any price or provision, task order or service, accept any part or all of any proposals,
waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in
the sole opinion of Town, such action shall serve its best interests and those of the tax-paying
public. The Proposers are encouraged to submit their best prices in their proposals, and Town
intends to negotiate only with the Proposer(s) whose proposal most closely meets Town's
requirements at the lowest estimated cost. The Agreement, if any is awarded, will go to the
Proposer whose proposal best meets Town's requirements.
10. Non-Discrimination: The Town does not discriminate on the basis of race,
color, national origin, religion, age, ancestry, medical condition, disability or gender in
consideration for an award of contract.
Publication Date of RFP: 5/13/2026
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