Project Information

Bid Title

Bid #26-13 PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM

Issuing Agency

City of Birmingham

Location

Alabama

Published Date

Nov 27, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid #26-13 PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM

The City of Birmingham is accepting sealed bids for "Portable All-In-One Command/Display System.

Sealed bids must be marked "Bid #26-13 Portable All-In-One Command System

Download a copy of the bid here:

26-13 Portable All In One Command Display System 1.pdf

Issued by:

City of Birmingham, Purchasing Division

Bid Release Date:

Friday, November 21, 2025

Bids Due:

Tuesday, December 16, 2025
5:00 P.M. Central time (standard or daylight-saving time, as applicable)
Submissions received after this date and time will not be considered.

Submissions must be delivered to:

City of Birmingham - Purchasing Division
710 North 20th Street

P-100 City Hall

Birmingham, AL 35203

Bid Opening:

Wednesday, December 17, 2025, at 10:00 A.M.

Webex Meeting Link

https://birmingham.webex.com/birmingham/j.php?MTID=m680856fd86c2734c6679fb3e8221e58f

Join by meeting number

Meeting number (access code): 2499 041 3148

Meeting password: SRm2Zr85Hen

Join by phone +1-415-655-0002 United States Toll +1-312-535-8110 United States Toll (Chicago) Global call-in numbers

Attachment Preview

CITY OF BIRMINGHAM-PURCHASING DIVISION

710 NORTH 20TH STREET

P-100 CITY HALL

BIRMINGHAM, AL 35203-2227

OFFICE: (205) 254-2265/FAX: (205) 254-2484

MELINDA CUNNINGHAM, SENIOR BUYER

EDWARD WILLIAMS, ASSISTANT PURCHASING AGENT

NOVEMBER 21, 2025

ITB: 26-13

TO:

Prospective Bidders

INVITATION TO BID NUMBER:

Bid #26-13 (A complete copy can be downloaded at www.birminghamal.gov)

SEPARATE SEALED BIDS FOR:

INVITATION TO BID RESPONSES

WILL BE RECEIVED BY:

PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM

Melinda Cunningham, Senior Buyer

Purchasing Division

710 North 20th Street, P-100 City Hall

Birmingham, AL 35203-2227

***IMPORTANT SOLICITATION DATES***

BID DUE DATE:

Tuesday, December 16, 2025 by 5:00 P.M.

(Central Standard Time)

BID OPENING DATE:

Wednesday, December 17, 2025 at 10:00 A.M.

(Central Standard Time)

Bidders wishing to bid can download the complete solicitation including the specifications and bid forms via the internet at

www.birminghamal.gov (go to link titled Work, then click on Bidding Opportunities), or by visiting the Purchasing Office at the

address shown above, or by calling (205) 254-2265 and requesting a copy be mailed to you.

BID OPENING WILL BE HELD AT:

Purchasing Division

710 North 20th Street

P-100 City Hall

Birmingham, AL 35203-2227

TELEPHONE INQUIRIES – NOT ACCEPTED

Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must

be e-mailed to Melinda Cunningham at melinda.cunningham@birminghamal.gov .

Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s)

submitted after the “Bid Due Date” may not be considered.

The City of Birmingham reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or

irregularities in the bid. The City of Birmingham may award contract in whole or in part based on the needs of the City of Birmingham.

All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Bidder. All copies and contents of

the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of

the City of Birmingham regardless of the bidder selected. Response to this solicitation does not constitute an agreement between the

Bidder and the City of Birmingham.

The City of Birmingham is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the

City of Birmingham or any other means of delivery employed by the bidder. Similarly, the City of Birmingham is not responsible

for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will

be retained in the bid file, unopened.

Published in Alabama Messenger on 11/22/2025

RELEASED BY:

_______________________________________________________________________________

1

CITY OF BIRMINGHAM-PURCHASING DIVISION

710 NORTH 20TH STREET

P-100 CITY HALL

BIRMINGHAM, AL 35203-2227

OFFICE: (205) 254-2265/FAX: (205) 254-2484

MELINDA CUNNINGHAM, SENIOR BUYER

EDWARD WILLIAMS, ASSISTANT PURCHASING AGENT

NOVEMBER 21, 2025

ITB: 26-13

INVITATION TO BID

Sealed bids marked “PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM” will be received by the Purchasing Agent,

P-100 First Floor City Hall, 710 North 20th Street, Birmingham, Alabama 35203.

Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on Tuesday, December 16, 2025.

Bids submitted after these dates and times will not be considered.

Bids will be publicly opened at 10:00 A.M. on Wednesday, December 17, 2025.

In the effort to decrease the spread of COVID-19, bid openings will be held virtually via WebEx. Login information can be found on

the City’s website at www.birminghamal.gov (click on the link titled Work then click on Bidding Opportunities).

The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other

means of delivery employed by the Bidder. Similarly, the City is not responsible for, and will not open, any bid/proposal responses,

which are received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file,

unopened.

TERM OF CONTRACT

Any contract resulting from this ITB will become effective upon bid award and execution of the contract documents. Per Section 3-3-

7(7) of the Birmingham City Code and State Bid Law, the proposed contract shall be in effect for a maximum period of three (3)

years, with a minimum of one (1) year guaranteed and the option of annual continuation, contingent upon Council appropriations. The

life of this contract shall exist with the approval of both parties with the provision that no price increase in the original bid prices shall

be allowed.

ADDENDA

Any addenda will be available on the internet. Bidder is responsible for checking the website for addenda until the bid opening date.

Addenda will be mailed to only those vendors who were provided a copy in person or by mail.

CERTIFIED CHECK/BID BOND/CASHIER’S CHECK

It is required for any contract exceeding $10,000.00 that the bidder submits with his bid a certified check, a cashier’s check, or a bid

bond (money orders will not be accepted) payable to the City of Birmingham. In order for any bid award to be considered that exceeds

$10,000.00, your bid must be accompanied by an acceptable bid bond or check in the amount of $500.00. Bid bond checks will be

returned to all unsuccessful bidders after the formal award is made and to the successful bidder after acceptance of award. Should the

successful bidder fail to accept the award, the bid bond check shall be forfeited.

The City follows a policy of nondiscrimination. No contractor with the City should discriminate on the basis of race, sex, religion or

national origin. Failure by the Vendor to carry out these requirements is a material breach of its obligations, which may result in its

termination or such other remedy as the City deems appropriate.

No bid may be withdrawn for a period of sixty (60) days after the date of the bid opening. All bids are to be submitted on the bid form

provided and all bids are to be f.o.b. Birmingham, Alabama delivered. The City reserves the right to reject any or all bids submitted,

in whole or part, and to waive any informalities.

Bids must be submitted in a sealed envelope marked “PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM” 5:00 P.M.,

12/16/2025.” Bids may be hand delivered to Purchasing, Room P-100 First Floor, City Hall, Birmingham, Alabama or mailed to

City of Birmingham, 710 North 20th Street, Birmingham, AL 35203. Bids mailed in (i.e. USPS, Federal Express, UPS, Airborne, etc.)

must specify delivery to Room P-100, 1st Floor-City Hall.

____________________________________________

Edward Williams, Assistant Purchasing Agent

2

CITY OF BIRMINGHAM-PURCHASING DIVISION

710 NORTH 20TH STREET

P-100 CITY HALL

BIRMINGHAM, AL 35203-2227

OFFICE: (205) 254-2265/FAX: (205) 254-2484

MELINDA CUNNINGHAM, SENIOR BUYER

EDWARD WILLIAMS, ASSISTANT PURCHASING AGENT

NOVEMBER 21, 2025

ITB: 26-13

INVITATION TO BID – cont’d

GENERAL

The City of Birmingham is seeking bids for PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM. The basis of the bid shall

consist primarily of any and all equipment and service needs deemed necessary by the requesting City department. The City of

Birmingham expressly reserves the right to reject any or all bids, or parts of bids, or to re-bid and to make the award in the best

interest of the City of Birmingham. For the purchase of personal property, the City’s policy is to apply a local preference option, as

allowed by State of Alabama Code, Section 41-16-50, in determining the low bidder. The City reserves the right to make a secondary

award in any area and based on the availability of funds to accomplish the work.

BIDDERS ARE REQUIRED TO PROVIDE AN ORIGINAL AND TWO (2) COPIES OF THEIR BID.

CANCELLATION

The City reserves the right to cancel the contract, in whole or part, and seek new bids at any time the City determines that the services,

item(s) and/or product lines(s) being supplied is/are failing to perform satisfactorily. Any bid that imposes a service fee or any other

type of fee on any order not exceeding a minimum order quantity or minimum purchase order dollar amount, will be determined a

non-responsive bid and will not be considered for award. Municipalities are not liable for sales tax: reference Code of Alabama

Section 40-23-4. Costs normally considered pass through costs (property tax, use tax, delivery charge, etc.) to the customer by the

provider must be included in any fee proposed (Code of Alabama 40-12-222). For the purchase of personal property, the City’s policy

is to apply a local preference option, as allowed by the State of Alabama Code, Section 41-16-50, in determining the low bidder.

AWARD

The contract shall become effective from the date of final execution of a written agreement between the successful bidder and the

City, attested by the City Clerk.

PURCHASE ORDERS

The City will issue purchase order(s) to the successful bidder for the goods and/or services (bid items) that are the subject of the bid.

Unless otherwise agreed in a writing that is signed by both parties, the entire agreement between the City and the successful bidder

concerning the bid items is comprised of the terms, conditions, specifications and requirements stated in (a) the contemplated purchase

order(s), (b) this Invitation to Bid and Specifications and (c) your bid (collectively, the “Contract Requirements”). These writings

supersede all former proposals, offers, negotiations, representations or agreements, either written or oral, concerning the provision of

vendor’s goods and/or services. By acceptance of the City’s purchase order(s), the successful vendor agrees to abide by and perform

its responsibilities related to the bid items in compliance with the Contract Requirements.

Successful bidder shall not assign this contract to any other party without prior written approval of the City of Birmingham. Contract

shall not be assigned to an unsuccessful bidder who was rejected because he was not a responsive or responsible bidder.

TERMINATION OF CONTRACT

Failure to adhere to any or all terms, conditions and specifications set forth in the contract may result in the immediate termination of

the contract. Should termination occur, the holder of the contract may be declared a “non-responsible vendor”. This declaration may

result in the rejection of any future bids submitted by the vendor for a period of time to be determined by the City. All bids submitted

are to be F.O.B. delivered, City of Birmingham, Birmingham AL 35203

QUESTIONS

Any questions concerning these specifications should be addressed to Purchasing Division, Melinda Cunningham, phone: (205) 254-

2878, fax: (205) 254-2484, between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday.

3

CITY OF BIRMINGHAM-PURCHASING DIVISION

710 NORTH 20TH STREET

P-100 CITY HALL

BIRMINGHAM, AL 35203-2227

OFFICE: (205) 254-2265/FAX: (205) 254-2484

MELINDA CUNNINGHAM, SENIOR BUYER

EDWARD WILLIAMS, ASSISTANT PURCHASING AGENT

NOVEMBER 21, 2025

ITB: 26-13

INVITATION TO BID – cont’d

CERTIFIED CHECK/BID BOND/CASHIER’S CHECK

Each bidder is to extend prices and provide a total for the bid being submitted. In order for any bid award to be considered that exceeds

$10,000.00 your bid must have been accompanied by an acceptable bid bond, certified check or cashier’s check (MONEY ORDERS

WILL NOT BE ACCEPTED) in the amount of $500.00. Bid bond checks will be returned to all unsuccessful bidders after the formal

award is made and to the successful bidder after acceptance of award. Should the successful bidder fail to accept the award, the bid

bond check shall be forfeited.

NON-COLLUSION

Contractor covenants and declares that it has not employed any person to solicit or procure this Agreement and that Contractor has not

made, and will not make, any payment of any compensation for the procurement of this Agreement. The covenant contained herein

shall survive the expiration or earlier termination of this Agreement.

PRICES

Include transportation (including fuel surcharge, if applicable).

QUANTITIES

The quantities shown on the bid form are estimated initial purchase quantities only. Merchandise shall be ordered as requirements

dictate. The City reserves the right to purchase more or less than this quantity as conditions require, and no bidder shall attempt to

hold the quantities shown as a firm quantity under this contract.

PRE-PAYMENTS

No prepayments of any kind will be made prior to shipment.

TAX

The City of Birmingham is exempt from all Federal Tax, and sales and use tax, except Alabama tax on oils, lubricants and fuels

specifically bought for over-the-road transportation use.

ADDITIONAL PURCHASES

The City has attempted to list all items for “PORTABLE ALL-IN-ONE COMMAND/DISPLAY SYSTEM” required during the

term of the contract, if mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related

types.

REDUCTION IN COST

Bidder agrees that the City of Birmingham will be charged no more for item(s) bid than the State of Alabama, and that in the event of

a price reduction; the City will receive the benefit of such reduction on any undelivered portion of contract.

Successful bidder acknowledges and agrees that the City has the right to deduct from total amount of consideration to be paid,

if any, to the successful bidder under this agreement all unpaid, delinquent, or overdue license fees, taxes, fines, penalties, and

other amounts due the City from the successful bidder.

PUBLIC DISCLOSURE

Subject to applicable law or regulations, the content of each Bidder’s Proposal shall become public information upon the effective date

of any resulting contract.

4

CITY OF BIRMINGHAM-PURCHASING DIVISION

710 NORTH 20TH STREET

P-100 CITY HALL

BIRMINGHAM, AL 35203-2227

OFFICE: (205) 254-2265/FAX: (205) 254-2484

MELINDA CUNNINGHAM, SENIOR BUYER

EDWARD WILLIAMS, ASSISTANT PURCHASING AGENT

NOVEMBER 21, 2025

ITB: 26-13

INVITATION TO BID – cont’d

NON-DISCRIMINATION POLICY

During the performance of this contract the Vendor agrees as follows:

(1) The Vendor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, gender

identity, sexual orientation, disability, familial status, or national origin. The Vendor will take affirmative action to ensure that

applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, gender

identity, sexual orientation, disability, familial status, or national origin. Such action shall include but not be limited to the following:

Employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other

forms of compensation; and selection for training, including apprenticeship. The Vendor agrees to post in conspicuous places,

available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. (2) In the

event of the Vendor's noncompliance with the nondiscrimination clauses of this contract, this contract may be canceled, terminated or

suspended in whole or in part and the vendor may be declared ineligible for further municipal contracts.

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

Vendor acknowledges and agrees that, consistent with federal law and City’s public policy, it will encourage disadvantaged business

enterprise (DBE) participation to the extent permitted by law. A “disadvantaged business enterprise” is a for-profit small business

concern (i) at least 51% owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a

corporation, in which 51% of the stock is owned by one or more such individuals; and (ii) whose management and daily business

operations are controlled by one or more of the socially and economically disadvantaged individuals who own it. In accordance with

federal law, a “socially and economically disadvantaged individual” includes African-Americans, Hispanic Americans, Native

Americans, Asian-Americans, women, and any additional groups designated as socially and economically disadvantaged by the

federal Small Business Administration.

FORM W-9

Any successful bidder who is not currently set up as a vendor in the City of Birmingham vendor file will be required to submit a

completed W-9 tax form prior to any award. The W-9 tax form may be submitted with your bid or no later than seven (7) working

days of receipt of notice of intent to award.

BUSINESS LICENSE

The City of Birmingham must have a copy of the successful bidder’s current City of Birmingham business license prior to formal

award of contract. A copy of his/her license may be submitted along with his/her bid. In the event you receive a notification of intent

to award letter, bidder must provide a copy of his/her current business license no later than seven (7) working days of receipt. Failure

to submit the requested information will result in the notice of intent to award being revoked.

TELEGRAPHIC/ELECTRONIC BID RESPONSES

Bid responses sent by electronic devices (i.e., facsimile machines and email) are not acceptable and will be rejected upon receipt.

Vendors will be expected to allow adequate time for delivery of their bid responses either by airfreight, postal services, or by other

means.

E-VERIFY

Vendor shall participate in the E-Verify program as required under the Beason-Hammon Alabama Taxpayer and Citizen Protection

Act. Vendor agrees to comply with all applicable provisions of the Act. As a condition for the award of any contract, Vendor shall

provide documentation establishing that the Vendor is enrolled in the E-Verify program, or a signed, written statement that the Vendor

does not have a presence (one or more employees) in the State of Alabama. Vendor may submit applicable documentation with his/her

bid or no later than seven (7) working days of receipt of notice of intent to award.

5

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services

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