2025-013A Real-Time Intelligence Center Upfit_2-21-25_Final.pdf

RFP# 2025-013A

CHEROKEE SHERIFF’S OFFICE

(RTIC) REAL TIME INTELLIGENCE CENTER “UPFIT”

THE PROJECT: The Cherokee County Board of Commissioners Purchasing Department (County) on behalf of the Cherokee Sheriff’s Office is requesting competitive sealed proposals from qualified vendors to provide Audio/Video hardware and software equipment installers to create a Real-Time Intelligence Center for the Cherokee County Sheriff’s Office, meeting the specifications and as described herein.

There will be a mandatory meeting to review the requirements. The meeting will be held at the proposed work site and will include walking the area.

All times in the solicitation are local times to Cherokee County, Georgia in the Eastern Time Zone.

This Request for Opportunity Description is one of two documents making up this solicitation. The second document is Cherokee County Standard Solicitation Terms and Conditions, which contains all the standard forms potentially required to accompany a submission. Both of these documents together constitute the entire solicitation at the time of issuance.

The County reserves the right to reject any or all bids/proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the County, including using any form of contract it deems most advantageous to the County.

SCHEDULE:

Issued February 24, 2025

Mandatory Site Visit March 3, 2025, at 11:00 AM

Questions Due March 5, 2025, by 4:00 PM

Answers Due March 7, 2025

Bids/Proposals Due March 14, 2025, at 10:00 AM

Anticipated Award Date April 1, 2025

Cherokee County Board of Commissioners Purchasing Department

1130 Bluffs Parkway, Canton, GA 30114 Phone: (678) 493-6000

Fax: (678) 493-6035

REQUEST FOR PROPOSALS

Solicitation Requirements & Instructions, THE EXPECTED PERIOD OF PERFORMANCE:

The base period of performance is broken down into two areas; Physical Delivery of Product(s) and Service Delivery. This is a function of the Statement of Work (SOW) and/or specification and reflects if there is physical item or items to be delivered and / or delivery of services. An X in the box corresponding to item 1 below, Physical Delivery indicates a physical item or items are to be delivered and an X in the 2. Delivery of Services indicates that Services are to be performed. Either or both may apply to the work contemplated by this solicitation.

Additionally, should there be an X in the box corresponding item 3. Option Grant, then the County requests the right to extend the period of performance beyond the Base Rate as specified.

1. NO PHYSICAL ITEMS/GOODS PHYSICAL DELIVERY OF ITEMS/GOODS REQUIRED:

For Physical Delivery solicitations, the period of performance for an award shall begin with either the placement of Purchase Order or the date indicated on the Agreement. All items to be delivered are to be FOB Cherokee County at the address indicated in the solicitation.

Performance shall be complete upon final acceptance by the County. Time is of the essence for the delivery of each item specified. Warranty requested as below:

Warranty Term Requested: ____

2. No SERVICES REQUIRED PERFORMANCE OF SERVICES:

For Performance of Services solicitations, the period of performance shall begin with the placement of either a Purchase Order or the date of the Agreement unless the Agreement, the SOW or the Solicitation Terms indicate that performance shall begin upon the issuance of a Notice to Proceed (NTP), in which case the NTP would represent the beginning of performance. Term of services requested are as below:

Services Term:

One Year Two Years Three Years Other: 180 Calendar Days from Notice to Proceed (NTP)

3. OPTION GRANT:

This solicitation contains requested options; please see Statement of Work for details.

SUBMITTAL INSTRUCTIONS:

Interested Bidders/Proposers should carefully review the requirements defined herein and provide complete and accurate submissions that should include the following items (only items indicated with an “X” in the corresponding boxes are required for this solicitation):

Information and Addenda Acknowledgement Form (Appendix A) Non-Influence and Non-Collusion Affidavit (Appendix B) E-Verify Affidavit (Appendix C) References* (Appendix D) Acceptance of County’ Standard Agreement**, as below: (Appendix E)

Professional Services Agreement (Sample provided) Construction Services Agreement (Sample Provided)

Architectural & Engineering Services Agreement (Sample Provided) Other:

Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions (Appendix F)

Contractor’s License Certification (Appendix G) Bonds Requirements if the price bid > $100K

Ability to Provide Performance, Labor & Matl. Payment Bond (Appendix H) Bid Bond (See Appendix I)

Evidence of/ability to provide Insurance at the limits identified herein,*** Certifications, Licenses or Registrations as required by law and/or as requested General Contractor’s License Pricing on included pricing sheet / bid form (Attachment B) Contractor’s Qualifications Statement (Appendix J) Substitutions Proposed: See Instructions Standard Solicitation Terms****, Item 9 Any other requirements as requested under the scope of work

Notes:

*The County reserves the right to contact not only those references provided, but may also use previous performance for the County, other contacts it identifies and other sources of information believed to be viable to evaluate capability, viability and performance.

**If Acceptance of County’s Standard Agreement is checked, all work/items defined herein are to be quoted according to these requirements. Copies of these agreements can be located at the County’s Procurement web page.

***Insurance levels requested are those identified in the County’s Standard Agreement, section “I.”

****Standard Solicitation Terms Refer to Cherokee County Standard Solicitation Terms and Conditions

EVALUATION CRITERIA:

Bids/Proposals that contain options or additive work above and beyond the base bid will be evaluated financially according to the criteria described in the solicitation. However, should the use of options or additive work proposed exceed the County budget, the County retains its rights to address such situations as described in its Standard Terms For Bid and Proposal Solicitation as well as the right to award based on the base bid only or the base bid plus quoted additive work that is within its budget.

Bids determined to be Responsive and Responsible will be ranked based on Request For Bid Requirements below.

OR

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

THE VENDOR MUST MEET THE FOLLOWING MINIMUM REQUIREMENTS:

Provide an “Executive Summary” or “Company History” highlighting the company’s track record and what distinguishes them as the ideal choice for this project.

Provide at least five (5) similar project references within the last five (5) years, and include a brief overview of each project and include the following:

o Point of contact for reference:

Name

Email address

Phone number o Provide the initial budget & final cost o Highlight similarities to this project.

Vendor must be ISO:9001 and SOC2 certified

Vendor must be manufacturer certified for all the hardware items/systems and furniture components as called out in their proposal.

EVALUATION CRITERIA:

PROJECT APPROACH (25%): Proposal demonstrates an understanding in the design and installation of audio-visual systems and furniture for public safety command & control centers and provides a well-organized and defined approach to completing the project scope of services efficiently.

VENDOR EXPERIENCE AND QUALIFICATIONS (40%): Demonstrated experience of Vendor in working on public safety command & control center projects of similar scope & requirements to this project. Demonstrate sufficient staffing capacity capabilities to complete the Project scope.

PAST PERFORMANCE & PROJECT REFERENCES (25%): Vendor references show satisfaction with the Vendor’s quality of work, timeliness, and responsiveness of Vendor’s performance, services, and deliverables.

COST (10%): Cost competitiveness and cost reasonableness will be taken into consideration to determine which proposal provides the best overall benefit to the County. The proposal with the lowest cost will not necessarily be awarded the most points in these criteria. The County may use any cost analysis techniques, or in its sole discretion, to determine the reasonableness of the Vendor’s cost proposal.

The County reserves the right to reject the proposal of any vendor who has previously failed to perform properly or complete contracts of a similar nature on time, or who upon investigation shows is not in a position to perform the contract.

HOW AND WHERE TO SUBMIT BIDS AND PROPOSALS:

The County has two methods for receiving bids and proposals that are mutually exclusive; either electronically or by physical receipt. The box with the “X” below indicates how and where bids or proposals are to be submitted. The County will NOT accept proposals by fax, or e-mail unless authorized, in writing, by the Procurement Director. The solicitation submission deadline will be strictly enforced; no late bids/proposals will be accepted for any reason, please plan accordingly.

A. Electronic Submissions Only:

Bids and Proposals are to be submitted electronically ONLY to BidNet Direct. Physical copies are not to be submitted unless approved in advance by the Purchasing Director.

Proposals and all requested documentation to be provided electronically should in the Adobe Portable Document Format (PDF) as ONE file unless otherwise indicated in these solicitation instructions. Documents provided in response to this solicitation are to be named according to the following naming convention:

a. [Solicitation Number]_[Vendor Name]_[Document Type] Example: “2017-111_ABC Company_Proposal”

QUESTIONS/ADDENDA:

Only written inquiries will be permitted during the solicitation period. Questions are to be submitted via BidNet Direct for this solicitation no later than the date and time indicated in the Schedule, as may be amended. Answers will be posted via formal Addendum and only released as part of the solicitation documents on BidNet Direct. All interested parties are instructed to monitor BidNet Direct on a regular basis throughout the solicitation period. The final date for posting of Addenda is per the Schedule, as may be amended.

STATEMENT OF WORK AND / OR SPECIFICATION LOCATED ON THE NEXT PAGE

STATEMENT OF WORK:

The Cherokee Sheriff's Office is seeking a qualified Vendor to provide all necessary services, labor, materials, and equipment to design, fabricate, install, and integrate a turnkey audio-visual and furniture system for the Real Time Intelligence Center.

SCOPE OF WORK

RTIC DESIGN DEVELOPMENT:

Vendor shall provide design support across multiple engineering and technical disciplines to develop the audio-visual solution and overall RTIC design in order to achieve a functional, state of the art layout that delivers a functional, comfortable, ergonomic environment in which employees work.

Vendor shall survey the site with Cherokee Sheriff’s Office project stakeholder group and identify any significant potential construction, electrical and mechanical challenges for the

RTIC.

Vendor shall develop a detailed budget and designs based on the project requirments and

Cherokee Sheriff's Office RTIC design.

Design development shall include the following at a minimum:

o Location and placement of console furniture, displays, tech room, and conference rooms as they relate to the RTIC design o Furniture design and recommendations for Integrated Console Workstations, credenzas, and conference tables.

o Size and locations for display walls and auxiliary displays, containment requirements, conference room displays/cameras, video conference systems and RTIC A/V rack room o Power locations for integrated console workstations, A/V rack room, conference rooms, and where applicable in the RTIC.

o Rack elevations, load calculations, HVAC and power requirements o Electrical and data cabling requirements, including an A/V cable pull schedule for

Vendor provided cabling and detailed cable drop plan for any required Cherokee

Sheriff's Office network connections required for the A/V system o Fully engineered single line A/V system drawings.

o Submit for plan review, approvals and/or permits (no fees charged) to:

Cherokee Sheriff’s Office project stakeholder group

Cherokee Sheriff’s Office Facilities Management

Cherokee County Information Technology Department

Cherokee County Building and Fire Review

CONSOLE FURNISHINGS:

The RTIC project requires six RTIC operator console workstations, two drone operator console workstations, a small touchdown/huddle conference table in the RTIC, and a conference table for the conference room. Consoles and conference table shall be designed to accommodate all Cherokee

Sheriff's Office provided IT equipment and Vendor provided equipment and meet the functional and operational needs of the room. All furniture shall meet the following minimum requirements:

Made in the USA

Rated for 24/7 use in mission critical environments

Tested to ANSI/BIFMA standards. Test results should be available upon request

Height adjustable (from 26” – 51”)

Standard color and finish palettes available for selection, review, and approval. Physical samples should be available upon request.

RGB lighting underneath the worksurface

Illuminated console backsplash with the County seal or Sheriff’s Office logo affixed or etched.

County to provide the required image to the Vendor.

Sheriff’s Office logo affixed to the console end panels. County to provide the required image to the Vendor.

Should be able to accommodate a variety of Cherokee Sheriff's Office provided IT equipment, to be verified by Vendor to ensure proper fit and accessibility. Bill of materials for console workstations to be provided by Cherokee Sheriff's Office

Final design layout and color/finish selections to be approved by Cherokee Sheriff's Office prior to manufacturing

Lifetime warranty on all Vendor provided furniture

PROJECT MANAGEMENT:

Vendor shall provide multiple layers of project management for the project:

Dedicated Project Manager to attend weekly meetings onsite or via phone/Zoom/video conference, etc.

Vendor will make major construction milestone inspections onsite in order to coordinate with the General Contractor and all project subcontractors/engineers and verify that Vendor’s room ready requirements are being met.

On-site supervisor or project manager to be present at all times during installation, testing, commissioning & training.

DELIVERY AND LOGISTICS:

A/V hardware and consoles shall not be delivered to site until the space in which it is to be installed is ready to receive them. Site readiness includes, but is not limited to, completion and cleanup of all concrete work, masonry, plastering, and electrical, ceiling and flooring requirements:

Shipping and receiving will be coordinated with the Cherokee Sheriff's Office and/or General

Contractor on site.

INSTALLATION:

Vendor’s install team should be trained and experienced in every aspect of mission-critical installation.

Vendor shall provide installation labor and site supervision to install the AV components and console furnishings.

Fit and finish shall be precise. All components and furniture shall be installed in a plumb, level, true, and straight manner with no distortions.

All cabling within the furnishings and racks shall be neatly combed, organized, and labeled

Testing and commissioning shall be based on a mutually agreed test plan between Vendor and

Cherokee Sheriff's Office.

Vendor will provide an in-depth training session(s) and will schedule training sessions for after the initial installation as required for relevant parties divided up by general user training and administrative user training sessions. The training should consist of at least two eight-hour sessions at the designated location of the RTIC to ensure end use compatibility.

Vendor shall conduct onsite certification testing with the Cherokee Sheriff's Office after the installation is completed to ensure the system is operating at 100% prior to departure.

Vendor shall supply as-built documents for all relevant system components.

o Two (2) hard copy sets to scale, full size.

o One (1) electronic submittal via USB flash drive, PC Compatible

PDF format for ALL documents AutoCAD or AutoCAD compatible CAD format for drawings

SUBCONTRACTING:

All procurement, project management, design, fabrication, A/V technology installation, integration, programming, testing, commissioning, training and after sale service etc. shall all be provided by a prime Vendor who holds the contract. Should subcontractors be required, the Vendor should identify each proposed subcontractor to be used and the portion of the scope of work that they would complete subject to review and approval by Cherokee Sheriff's Office. No stand-alone subcontracts will be accepted.

POST INSTALLATION SERVICE AND SUPPORT CONTRACT:

Vendor should offer a comprehensive Service Level Agreement with the following minimum coverage:

Unlimited telephone and email support, 24/7/365 to the client concerning all supported equipment, with a dedicated support telephone line for Cherokee Sheriff's Office.

48-hour response time to have a technician onsite for a Level-1 emergency that cannot be remedied remotely

Management and logistics of manufacturer warranties should a piece of equipment need to be repaired or replaced.

At least one year of coverage included in the price proposal covering the entirety of the project

CHEROKEE SHERIFF'S OFFICE AND/OR GENERAL CONTRACTOR RESPONSIBILITIES (OUT OF SCOPE

FOR VENDOR):

Installation of all electrical circuits needed for the equipment in the AV rack, wall mounted displays, and console furniture as specified by Vendor drawings

Installation of cable paths from AV rack to the room and ceiling and any conduit required.

Procurement of all IT equipment for computer sources including desktop displays (following county standards.)

Network drops required for all AV/IT equipment (following county standards.)

Network and telecommunications design and installation for Cherokee Sheriff's Office IT and telephone systems.

Cable pulls that leave the furniture or rack (infrastructure cabling) including but not limited to speaker wire, CAT6, fiber, microphone and control cables. All A/V system cabling shall be specified and provided by Vendor. All cabling shall be plenum rated.

Raised floor and/or floor trenching, if applicable, completed according to Vendor’s approved plans.

Installation of in wall containment or conduits for A/V cabling as specified by Vendor’s approved plans.

Installation of video wall and display substructure, including plywood support blocking, as specified by Vendor’s approved plans.

Provide dumpster or other provisions to dispose of console packing debris and trash generated from customer purchased products

A/V TECHNICAL REQUIREMENTS

The Cherokee Sheriff's Office Real Time Intelligence Center will be built as a state-of-the-art Command and Control environment that uses a combination of technology and design to foster a collaborative work environment that is equally designed for daily operations and collaboration as it is for crisis management and day to day operations. The design should integrate the strengths of reliable products designed and built for mission critical, 24/7 environments while serving as a scalable foundation to introduce new technologies in the future. Major components will include ultra-thin bezel displays, advanced video wall processing, audio processing, HD video conferencing, and multi-format asset distribution.

LCD DISPLAY WALL & AUXILIARY DISPLAYS:

The main video wall of the RTIC shall consist of a 4 wide x 2 high configuration of thin bezel Planar LX55M Displays. Each 55” display should have a minimum resolution of 1920 x 1080, for an aggregate resolution of 9600 x 2160.

There shall be two auxiliary 55” Planar displays flanking the video wall in the RTIC. These displays shall be dedicated cable TV feeds. There shall also be one 55” Planar display in the conference room.

VIDEO WALL PROCESSING:

The video wall and auxiliary display content shall be powered by a highly redundant, scalable Haivision Mission Critical Systems (MCS) Alpha FX Display Wall Processor. The processor should be able to display workstations feeds, Cherokee Sheriff's Office provided content PCs, and external video sources into a large number of layouts to accommodate any situation. RTIC users should be able to access, place, and manage dashboard content through an integrated custom control system.

The processor should be a high-density, IP-enabled video wall processor designed for mission-critical applications. It should offer 4K processing, display, and streaming. The processor should be able to power up to 48 HD or (12 4K) displays and capture content from up to 16 HD (or 16 4K) HDMI sources.

It should also support IP video streaming, enabling it to capture and/or stream up to 64 HD (or 16 4K) IP video sources simultaneously. Processor should be expandable to allow for future growth.

The system shall be controllable via touch panels in the RTIC and the conference room. The Cherokee Sheriff's Office is requesting a minimum of two table top touch panels and one large Microsoft Surface Hub. The large Surface Hub shall be located in the RTIC.

CLOUD STORAGE CAPABILITY:

Cloud needs to be Government Cloud (stored only in the USA).

SYSTEM INPUTS AND OUTPUTS

The Cherokee Sheriff's Office Real Time Intelligence Center will draw on a number of different information sources to provide content for the displays and audio zones. Operator workstations, dedicated PCs, laptop feeds, video conferencing, and cable TV feeds complement Cherokee Sheriff's Office dashboard content. Sources should be able to be routed to any of the displays in each area.

The following is a list of estimated day one input sources to the processor:

(4) Cable TV Tuner (owner furnished) - (2) CATV Tuners shall be dedicated to Aux Displays

NUC PC for Conference Room (provided by Vendor, imaged and maintained by Cherokee Sheriff's Office through the Cherokee County IT Department

Rack Content PC feeds (provided by Vendor, imaged and maintained by Cherokee Sheriff's Office through the Cherokee County IT Department

Workstation feeds 4

HDMI connection at Conference Room Table 1

Feed from Microsoft Surface Hub (or equivalent) 1

The following is a list of estimated day one output sources for the system.

Video Wall (4x2) 8

55” RTIC Displays 2

55” Conference Room Display 1

**** All quotes should indicate expansion capability / quantities of system(s) as proposed.

AUDIO SYSTEMS:

The RTIC room shall feature one discrete audio zone. Users shall have the ability to route audio from video sources to the overhead speakers. The Conference Room shall feature an audio system utilizing an all-in-one soundbar for video conferencing that includes a microphone, speakers, and camera.

Users will have the ability to route audio from any source to the display and soundbar with the control touch panel.

AUDIO VISUAL RACKING EQUIPMENT:

Vendor will provide 44RU racks for all switching, display wall processing, video conferencing, and audio equipment. The racks shall also house rack content PCs and cable TV tuners being used as inputs to the AV system. All rack locations shall be mapped out, engineered, and reserved for future installation requirements.

Each rack shall have perforated, front and rear doors to ensure proper air flow throughout. The rack assemblies for this project should include shelves, exhaust fans, lacing bars, vertical cable risers, and front/rear-perforated doors Each rack should come with 208V 30-amp PDUs for power connectivity.

All rack mounted AV components will be directly plugged into the PDUs. Each rack should have a UPS device capable of maintaining a power supply to the equipment until emergency power is initiated.

The vendor should be able to provide a full power, BTU and engineering drawing on all the AV Equipment, to help select the proper UPS.

Cherokee Sheriff's Office and/or its General Contractor shall provide a ladder cable tray above the tech room racks if not already in place to facilitate cables from the RTIC. If required, Cherokee Sheriff's Office and/or its General Contractor shall provide floor tile cutouts below each rack according to an approved floor plan. Floor tiles shall be installed accordingly to ensure proper cooling, air floor, and floor access in front and behind AV racks.

END OF STATEMENT OF WORK

ATTACHMENT B

RFP# 2025-013A

CHEROKEE SHERIFF’S OFFICE - (RTIC) REAL TIME INTELLIGENCE CENTER “UPFIT”

PRICING FORM

Lump Sum:

Add Alternate #1: 8x2 wall in lieu of 4x2 wall:

Company Name:

Representative’s Name:

Representative’s Signature Date:

Purchasing Department