Project Information

Bid Title

CSI Equipment for Police Department

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Feb 24, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

26108-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26108-AG
Bid Title:	CSI Equipment for Police Department
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive proposals from qualified offerors to provide Crime Scene Investigation (CSI) equipment for the Suffolk Police Department. Equipment shall be delivered F.O.B. destination to Police Headquarters at 111 Henley Place, Suffolk, VA  23434. Publication Date/Time: 2/24/2026 12:00 AM Closing Date/Time: 3/26/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Related Documents: RFP 26108

Attachment Preview

REQUEST FOR PROPOSAL

City of Suffolk

RFP#26108-AG

February 24, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

CSI Equipment for Police

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the

time and date shown below (local prevailing time), for furnishing the items or services described

in the solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the

RFP number, title, and closing date in the subject line.

SCOPE OF WORK – The City of Suffolk has issued this sealed Request for Proposal (RFP) for the

sole purpose of obtaining responsive proposals from qualified offerors to provide Crime Scene

Investigation (CSI) equipment for the Suffolk Police Department. Equipment shall be delivered F.O.B.

destination to Police Headquarters at 111 Henley Place, Suffolk, VA 23434.

Proposals are due: 3:00 p.m., March 26, 2026

Amy Gardner Contract Officer: ________

________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

-1-

In compliance with this Request for Proposal, and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies he has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

SOLICITATION DOCUMENTS

Additional Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17. or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract

Officer listed on the front page.

Offers may be sent to proposals@suffolkva.us. Electronic copies may be delivered to the

Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia prior to the closure

date shown, if desired. Documents should be saved as a .pdf document and should conserve disk

space to allow transfers of data. Do not send Zip files. Zip files cannot be accepted.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than

five (5) business days preceding the date that the proposals are to be received. E-mail is the

preferred method and will get a more timely response.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

Proposals may be submitted through EVA.

-2-

REQUEST FOR PROPOSAL

Table of Contents

CSI Equipment for Police

SECTION/TITLE

PURPOSE .......................................................................................................................... - 4 -

COMPETITION INTENDED................................................................................................ - 4 -

CONTRACT PERIOD ......................................................................................................... - 4 -

INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................................... - 5 -

SPECIFIC PROPOSAL REQUIREMENTS ......................................................................... - 7 -

ADDITIONAL INSTRUCTIONS ........................................................................................... - 9 -

CONTRACT TERMS AND CONDITIONS ......................................................................... - 13 -

SIGNATURE SHEET ........................................................................................................ - 23 -

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION............................... - 24 -

EXCEPTIONS TO RFP ..................................................................................................... - 25 -

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 26 -

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ................................ - 27 -

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PURPOSE

The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of

obtaining responsive proposals from qualified offerors to provide Crime Scene Investigation (CSI)

equipment for the Suffolk Police Department. Equipment shall be delivered F.O.B. destination to

Police Headquarters at 111 Henley Place, Suffolk, VA 23434.

COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be the

bidder’s responsibility to advise the Purchasing Agent in writing if any language requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the requirements

stated in this RFP to a single source. Such notification must be received by the Purchasing Agent

not later than five (5) business days prior to the date set for bids to close.

CONTRACT PERIOD

Contract shall become effective upon execution and end upon City acceptance of equipment.

A formal written contract with specifications will be entered into between parties. The proposal

submittal shall substantially constitute the contract between the City and the Contractor. Formal

written contracts will be drawn by the City, and all contract provisions that have not been stated

herein will be drafted and included as necessary.

SCOPE OF SERVICES

Provide Crime Scene Investigation (CSI) equipment to help investigators search for, detect, and

photograph forensic evidence both at the crime scene and in the laboratory. The system shall use

multi-spectral illumination (including UV, visible, IR, and fluorescence) to reveal fingermarks and

many kinds of trace evidence that might be hard or impossible to see with the naked eye.

Key Capabilities:

• Crime scene and laboratory use

• Detection & imaging across UV, visible, IR, and fluorescent spectra

• Ability to reveal latent prints, body fluids, trace evidence (e.g. gunshot residue, narcotics,

fibers)

• Software for live capture, enhancement, marking, and reporting

Equipment shall include an advanced fingerprint imaging workstation.

Equipment shall come with a warranty.

Company shall provide training of the equipment to the Suffolk Police department.

Equipment shall be delivered F.O.B. destination to the Suffolk Police department, 111 Henley

Place, Suffolk, VA 23434.

-4-

INSTRUCTIONS FOR SUBMITTING PROPOSALS

Submission of Proposals

An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with

the RFP number, title, and closing date in the subject line. Electronic copies may be delivered

to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia, prior to the

closure date shown, if desired. Documents should be saved as a .pdf document and should

conserve disk space to allow transfers of data. ZIP files cannot be accepted. They do not work

in the City’s system. To receive confirmation of receipt of proposal, send request to the

contracting officer at agardner@suffolkva.us. Enter RFP 26108 in the subject line for quickest

response. It is the responsibility of the offeror to request confirmation of submittal. Do

NOT send proposal directly to contracting officer.

Offerors so selected may be requested to make a formal presentation of their qualifications and

job approach, and may be selected for final negotiations of contract. Therefore, care should be

given to address the issues relating to the criteria to follow.

Read the entire solicitation before submitting a proposal. Failure to read any part of this RFP shall

not relieve any offeror from his or her contractual obligations.

Questions and Inquiries

Questions and inquiries pertaining to the Request for Proposals will be accepted from any and all

firms via e-mail (agardner@suffolkva.us). Inquires must provide RFP number and title. Material

questions will be answered by Addendum and will be posted on the City’s website:

https://www.suffolkva.us/Bids.aspx?CatID=17 and to all firms who receive the RFP provided that all

questions are received five (5) business days prior to opening date.

Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City of Suffolk

with respect to this RFP. All questions and/or comments should be directed to her attention. The

respondents to this RFP shall not contact, either directly or indirectly, any other employee or agent

of the City regarding this RFP. This prohibition shall also extend to the Suffolk City Council and

other elected City officials. Any such unauthorized contact may disqualify the offeror from the

procurement.

Addendum and Supplement to Request

If it becomes necessary to revise any part of this request or if additional data are necessary to

enable an exact interpretation of provisions of this request, an addendum will be issued. It is the

responsibility of the offeror to ensure that he has received all addendums prior to submitting a

proposal. All addenda can be downloaded from the City’s website:

https://www.suffolkva.us/Bids.aspx?CatID=17.

Firm Pricing for City Acceptance

Offers made during negotiation must be honored for City acceptance for 180 days from the date

of offer.

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Commodity Codes

• NAICS 453998All Other Miscellaneous Store Retailers (except Tobacco Stores)
• NAICS 922120Police Protection

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