23-65RP Bid Packet

REQUEST FOR PROPOSALS

RFP Number:

23-065RP

RFP Title:

Cauley Creek Park Fiber Network & Camera Installation RFP Due Date and Time:

Local Time: March 6, 2023 2:00pm ET

Number of Pages: 37

ISSUING DEPARTMENT INFORMATION

Issue Date:

February 3, 2023

City of Johns Creek

Purchasing Division

11360 Lakefield Drive

Johns Creek, Ga. 30097

Phone: 678-512-3233

Fax: 678-512-3286

Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Proposal (RFP):

All bid submissions shall be submitted electronically and with hard copies Five (5) - technical proposal,

(1) copy required forms, (1) copy in separate sealed envelope-cost proposal.

All questions must be submitted via BidNet no later than 5:00 pm on February 21, 2023. Answers to questions & Addendums will be posted on

BidNet.

Pre-Bid Conference (optional attendance) will take place 10:00AM February 15, 2023 via Zoom. Details to register are in section 1.3 of the RFP.

Instructions for registering for BidNet can be found in special instructions:

Envelope #1 (2 PDF’s for electronic submission)

1 PDF: required RFP forms (scan all into 1 PDF). W9, E-verify, 50-36-1, submittal, cover page, drug free workplace etc...

1 PDF for Technical Proposal: Defined in Section 3.0

Qualifications, Experience, Approach, References, Staff, (proposal defines RFP), etc.

No cost proposals shall be submitted in envelope #1.

Envelope #2 (1 PDF) for electronic submission:

1 PDF with Cost Proposal

RFP Due & received by: March 6, 2023 2:00 PM ET

Both hard copies to City Hall & electronically in

BidNet.

Special Instructions:

Register for BidNet at:

https://www.johnscreekga.gov/Residents/Purchasing click: register and view quote/RFP opportunities

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name (Firm)/Address:

Authorized Offeror Signatory:

(Please sign in ink)

Offeror Phone Number: Offeror Print Name:

Offeror Federal I.D. Number: Offeror E-mail:

http://www.sandyspringsga.org/ https://www.johnscreekga.gov/Residents/Purchasing

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns

Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response.

Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., required documents, RFP cover page, submittal page, Everify, 50-36-1 form, W9, Drug Free Workplace, COI example, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums however, recommended to include with bid submission signed copies.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the

Schedule of Events and within the document, and be sure to submit all required items on time.

Late proposals responses are never accepted. Don’t wait till last minute to upload electronically in

BidNet.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

CITY OF JOHNS CREEK

RFP 23-065RP

REQUEST FOR PROPOSALS LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. If price or prices are required and offered herein shall apply for the period of time stated in the RFP.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Johns Creek, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of

Johns Creek.

It is understood and agreed that we have read the City’s specifications shown or referenced in the

RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Johns

Creek reserves the right to reject any or all submittals, waive technicalities and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of Sixty

(60) days from Request for Proposals opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Request for Proposals)

I certify that this proposals is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards. I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of the Official

Code of Georgia Annotated, Sections 45-10-20 et. seq., have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name____________________________________________________________

Print/Type Company Name Here_______________________________________________

CITY OF JOHNS CREEK

RFP 23-065RP

DISCLOSURE FORM

This form is for disclosure of campaign contributions and family member relations with City of Johns Creek officials/employees.

Please complete this form and return as part of your Quotes/RFP package when it is submitted.

Name of Offeror __________________________________________________

Name and the official position of the Johns Creek Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.) Offeror(s) will list N/A-Not Applicable to the fields below, if applies:

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Johns Creek Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Johns Creek and your relation:

(Please fill out and still mark N/A if non-applicable)

TABLE OF CONTENTS

RFP COVER PAGE

OFFEROR'S CHECK LIST

REQUEST FOR PROPOSAL LETTER

DISCLOSURE FORM

1.1 PURPOSE OF PROCUREMENT

1.1.1 GENERAL CONDITIONS

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 PROPOSAL CERTIFICATION

1.2.2 OFFERORS CONFERENCE

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.5 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSAL AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 COMPLETENESS OF PROPOSALS

2.4.5 EVALUATION COMMITTEE RECOMMENDATION

2.5 CITY’S RIGHTS RESERVED

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

3.1 BACKGROUND INFORMATION

3.1.1 PROJECT INFORMATION

3.2 PROJECT OBJECTIVE

3.3 SCOPE OF SERVICES

3.4 ADDITIONAL SPECIFICATIONS

3.4.1 PROJECT ADMINSTRATION

3.5 PROJECT UNDERSTANDING & APPROACH -20 POINTS MAX

3.6 EXPERIENCE / QUALIFICATION OF PROJECT MANAGER -20 POINTS MAX

3.6.1 EXPERIENCE / QUALIFICATIONS OF PROJECT TEAM OF SIMILAR SCOPE – 30 POINTS MAX .19

3.7 REFERENCES (SIMILAR SCOPE) – 10 POINTS MAX

3.8 COST PROPOSALS – 20 POINTS MAX

3.9 BID EVALUATION

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSALS EVALUATION

4.2.4 INTERVIEWS

4.3 REJECTION OF PROPOSALS/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 PROPOSAL WITHDRAWAL

5.3 COST FOR PREPARING PROPOSALS

5.4 CONTRACT

5.4.1 CONTRACT TERM

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A SPECIFICATIONS

APPENDIX B COST PROPOSAL ..................................................................................... 28-30

APPENDIX C REQUIRED DOCUMENTS & FORMS………………………………….31-35

1.0 INTRODUCTION

1.1 Purpose of Procurement

The city is requesting proposals from qualified and experience contractors to install and terminate composite fiber, single mode fiber and CAT6a install cameras, wireless access points, and other connected devices at the City’s new, currently under construction Cauley Creek Park.

Additionally, the winning vendor will work with Corning to procure and install the necessary hardware and services to connect to the city’s Corning ONE SDN Managed System.

All city facilities are connected via an existing fiber ring, with the connection for the new park terminating in the main park office. Because the distance of some device locations exceeds CAT6 specifications, the City is looking to expand on its existing Corning ONE SDN Managed System and leverage composite fiber to connect devices that exceed CAT6 distance specifications. Inside the park, conduit has been installed throughout to accommodate all cable paths. The scope of this project includes all cabling, splicing, patch panels, Corning hardware and configuration, cameras and access points.

1.1.1 General Conditions

The contractor shall execute the work according to and meet the requirements of the following:

Georgia Department of Transportation (GDOT) Specifications, Standards, and Details;

The Contract Documents including but not limited to the scope of work and specifications;

City of Johns Creek ordinances and regulations;

OSHA standards and guidelines;

Any other applicable codes, laws and regulations including but not limited to Section 45-

10-20 through 45-10-28 of the Official Code of Georgia Annotated, Title VI of the Civil

Rights Act, Drug-Free Workplace Act, and all applicable requirements of the Americans with Disabilities Act of 1990

The contractor will be responsible for providing all labor, materials, and equipment necessary to perform the work.

The successful bidder must have verifiable experience at construction of similar projects in accordance with these specifications. Bidder shall provide references for similar type projects with their firm’s proposal submission.

Invoices are required at the end of each month for work completed that month. Retainage in the amount of 10% of the total amount due on each monthly invoice will be held by the City until project completion and acceptance. The City will inspect the work as it progresses.

Insurance coverage, a performance and payment bonds are required.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation the Offeror should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the Technical Specifications/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of

Johns Creek.

Offeror should provide the City with credentials supporting their past experience, expertise, including organization, amount of fleet, and labor/manpower, to insure satisfactory execution of the services contained in the RFP. Offeror should provide a list of references with particular emphasis on other governmental agencies, and include clients and past clients within the

Atlanta Metropolitan area, and the number of years in business providing these services (see

Mandatory Response Section 3.5-3.8 .

1.2.1 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Johns

Creek certifies the use of competitive sealed bidding will not be practical or advantageous to the

City in completing the acquisition described in this RFP. All Proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.2.2 Offerors Conference

There will be a voluntary attendance Offerors conference scheduled for the date and time listed in the Schedule of Events.

1.3 Schedule of Events

Release of RFP 2/7/2023

Pre-Bid Meeting Recommended) 2/15/2023 @ 10:00 AM ET

Instructions to register for Pre-Bid Conference:

Interested attendees must email purchasing@johnscreekga.gov in advance and no later than the day before of the meeting (preferably sooner) with their firm’s request to participate in the online

Zoom Pre-Bid Conference. Please submit, firm name, email addresses of attendances and a meeting request will be sent to you by the Purchasing Division with a secure meeting link. You do not have to have a license to join the Zoom meeting, just download the link when you click on the meeting link

Deadline for electronic questions 2/21/2023 @ 5:00 PM ET

*Submit electronically via BidNet

Deadline to Submit bid 3/6/2023 @ 2:00 PM ET

Via electronically BidNet & hard copies to:

City of Johns Creek

Purchasing Bid 23-065RP mailto:purchasing@johnscreekga.gov

Johns Creek, GA 30097

Shortlist Interviews (if necessary) 03/10/2023

Anticipated Contract Award April 2023

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted online through BidNet in the following format:

1. Question

Citation of relevant section of the RFP

2. Question

Citation of relevant section of the RFP

Questions must be submitted online only through the electronic bidding platform. Go to the city website purchasing page https://www.johnscreekga.gov/Residents/Purchasing and follow the links to the Georgia Purchasing Group by BidNet. Questions must include the company name and the referenced RFP section.

Additional assistance is available by emailing the City of Johns Creek Purchasing Department at:

purchasing@johnscreekga.gov .

From the issue date of this RFP until a Offeror(s) is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any City staff, elected officials, or other contractors or sub-contractors except through the Issuing Officer named herein, or during the Offeror’s conference, or as provided by existing work agreement(s). The City reserves the right to reject the Proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

Contractor – Offeror(s) awarded contract with City

RFP - Request for Proposals

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to Request for Proposals to be submitted by Offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror's proposal. Whenever the terms "can", "may", or https://www.johnscreekga.gov/Residents/Purchasing mailto:purchasing@johnscreekga.gov

"should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The

City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest scoring Offeror. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements.

The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Prime Contractor/Subcontractors

Offeror(s) proposals selected as most advantageous to the City based on evaluation factors set forth in the RFP shall be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal and perform no more than 49% of work. The City reserves the right to approve all subcontractors. The

Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this

RFP shall create any contractual relationships between any subcontractor and the City.

1.6.5 Offeror’s Signature

The Proposal must be signed in ink by an individual authorized to legally bind the business submitting the Proposal. The Offeror’s signature on a Proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City of

Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their Proposals (RFP) into sections that follow the format of this RFP, separating each section example: 3.5 Project Understanding/Approach. A point-by-point response to all numbered sections, subsections, and appendices is required.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any Proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit proposals both; hard copies (5) technical proposal, (1) copy required forms, and (1) copy sealed envelope of cost proposal in person/mail to Johns Creek City Hall and electronically (1) copy online through BidNet. Technical Proposals, all required documents, and any additional bid documents must be delivered and uploaded into BidNet. RFP responses must be received prior to 2:00 pm, Monday March 6, 2023 both hard copies at City Hall and electronically through BidNet.

1.7.5 Late Proposals

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure delivery at the receptionist's desk at the designated office by the designated time. Late Proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the

City’s identified Procurement Officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions online only via BidNet on or before 5:00pm February 21, 2023. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer within three (3) business days to all questions received by February 21, 2023 5:00pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors acknowledge receipt of addendums electronically with Proposal submissions and may also provide signed copies of addendums in their Proposal.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the standard terms and conditions and standard contract as set out in Section 5.0 of this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the

Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFP and will apply to all Offerors submitting a response to this

RFP.

1.8.5 Project Oversight and Staffing

The successful Offeror(s) will report to the City’s Project Manager, (TBD at contract award).

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The

RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, Request for Proposals, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of Proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Offeror(s) responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the Proposals received in response to this RFP, the procurement officer in charge of the solicitation will review the Proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

Confidential information is clearly marked and separated from the rest of the Proposal.

The Proposal does not contain confidential material in the cost or price section.

An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposal as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive”. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the Proposal is not within the plans and specifications described and required in the RFP. If a Proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The Procurement Officer will determine whether an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.

2.4.3 Evaluation of Proposals

All responsive Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified

2.4.4 Completeness of Proposals

Selection and award will be based on the Offeror’s Proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

2.4.5 Evaluation Committee Recommendation

The Evaluation Committee will provide a written recommendation for contract award to the

Procurement Officer that contains the scores, justification and rationale for its decision.

The Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring the Evaluation Committee’s recommendation.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

Cancel or terminate this RFP;

Reject any or all Proposals received in response to this RFP;

Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any Proposals;

Not award if it is in the best interest of the City not to proceed with contract execution; or

If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

This section identifies all mandatory requirements which must be present in the Proposal before further consideration will be given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek has a population of over 83,000 and covers a geographic area over 31 square miles. The City functions under the governance of a City Council and the management of a City Manager.

The Public Works Department is responsible for providing high quality and responsive service to the residents of Johns Creek, including the on-call and maintenance staff who strive to respond to citizen and community requests in a professional and timely manner. The Contractor is expected to provide the same or better level of service.

The City is requesting proposals to provide on-call installation, maintenance and repair services of fiber optic communications network.

3.2 Project Information

3.2.1 Project Objective

The city is looking to install cameras, wireless access points, and other connected devices at a newly constructed city park. All city facilities are connected via a fiber ring, with the connection for the park terminating in the main park office (#1). The city is in the process of installing the

Corning ONE SDN managed system at city hall to provide PoE and connectivity via composite fiber to cameras, access points and other connected devices. Implementation of the Corning system will be complete prior to the start of this project. Inside the park, conduit has been installed throughout to accommodate all cable paths.

3.3 SCOPE OF SERVICES

The purpose of this Request for Proposals (RFP) is for the installation of a multi-use fiber optic network and security cameras within Cauley Creek Park. The wireless overlay will primary support transmission of video data for the IP security cameras and CCTV portion of this RFP.

Prior to pulling CAT6 cables in the conduits, the awarded vendor must consult with the city to prevent any damage to the fiber optic cables inside the conduits. Also, while installing the CAT6 cables, no damage is to be done and awarded vendor is to ensure the junction boxes are sealed properly so water cannot get in.

3.4 General Requirements

All work under this contract shall be performed by the Contractor and shall be in accordance to their specifications and services Offeror submits within their proposal.

1. Work shall be in accordance to the work specifications and all applicable standards including but not limited to the following: ANSI, ATIS, ASTM, BICSI, EIA, TIA, IEEE, OSHA, NEMA, NESC, NFPA, GDOT, UL, and any other applicable industry standards.

All Offerors are required to have BICI certification in cabling installation, at a minimum.

2. Any damage to and not limited to: landscaping, roads, curbsides, gutters, sidewalk, trail or other existing structures and utilities shall be repaired by the Contractor or and of their sub-

Contractors immediately and at no existing cost to the city.

3. The Contractor will pull fiber cabling through the existing conduit already established within the park.

4. The Contractor is required to facilitate weekly inspections of work and coordination of work with the City’s Project Manager and the cities designated representatives from IT, Recreation & Parks, Public Works, and the Park Construction firm, Reeves Young.

5. When construction is completed, the Contractor shall perform testing of optical fibers using

OTDR and industry standards for testing.

6. If deficiencies and / or non-compliance issues are discovered by the City or the cities representative(s) the Contractor is responsible for the correction.

7. The Contractor is responsible for the restoration of the work areas including landscaping, to its original condition after the work is completed.

3.4.1 Cabling

1. Underground cable shall be installed with a locatable conductor in conduit already in place.

2. Cable shall be installed in such a way that the optical and mechanical characteristics of the fiber are not degraded.

3. The Contractor must comply with the manufactures recommended installation temperature, pulling tension and ben radius.

4. Cables must not violate the minimum bend radius or the maximum tension, both during and after installation. Corner rollers, if used, must not have radii less than the minimum installation radius of the cable.

5. Cables should be fed directly in by hand or over diameter bends to prevent kinks, small bends, sharp edges and crossovers. Cable should be fed out of pull boxes and above ground conduits in a fashion that minimizes bends. Sufficient slack should be left so that each cable may be trained to its final location free of stress and completely clear of hand hole openings.

6. The pulling tension should be constantly monitored to assure that the maximum load is not exceeded.

7. Only lubricants approved by the manufacture are permitted. Wipe the exposed cable in a pull box, junction or cabinet clean of lubricant with a cloth after the cable has been installed.

8. Fiber optic cable ends must be sealed to prevent the entry of water.

9. All splices must be fusion spices. Splices shall conform to ANSI/EIA/TIA standards.

10. All fusion splices will have a maximum loss of <0.05 dB unidirectional; loss using 1550 nm optical source.

11. Similarly, a maximum loss of <0.3 dB unidirectional loss of using 1310 nm optical source, and a maximum bi-directional loss of <0.20 dB loss using a 13010 nm optical source shall be achieved. Testing must use standard TIA-472D0008 and Measurement method FOTP78.

12. Each spliced fiber must be packaged in a heat shrinkable splice protection sleeve with strength member. The protection sleeve must cover the splice any bare fiber stripped of its coating. The use of RTV or silicone is strictly prohibited.

13. Identification labels must be supplied by the Contractor and installed by the Contractor or sub-Contractor on the fiber in each hand hole and at every point of attachment. Underground cabling and splices shall be marked according to industry standard.

14. The Contractor is responsible to ensure proper grounding, bonding and that lightening protection is installed according to standards.

15. Contractor shall provide a 6-month labor warranty on services performed. Equipment should be covered under the manufacturer’s warranty.

Additional Specifications

Additional specifications can be found in Appendix A.

Invoicing: The Contractor shall invoice the City for services and materials by the 5th business day of the month for the previous month. All services and materials shall have the City's Work Order

/ Task Order number associated to each service provided and material used submitted to the City’s

Project Manager.

Holiday Schedule: The following dates are City holidays under this scope of work and shall align with the contractor’s schedule:

1. New Year’s Day

2. Martin Luther King, Jr's Birthday

3. Presidents Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Veterans Day

8. Thanksgiving Day

9. Day After Thanksgiving Day

10. Christmas Eve

11. Christmas Day

Health and Safety Requirements: The Contractor shall report all property damage and incidents to the City Project Manager or City representative.

Installation Service

The Contractor agrees to complete all assigned Work and provide proper equipment and personnel necessary to complete all assigned work in a timely manner.

OFFEROR RESPONSE FOR RFP

3.5 Project Understanding & Approach -40 Points Max

3.5.1 The Contractor shall demonstrate an understanding of the City’s goals, scope constraints and objectives for the contract. The Contractor must also understand the project’s challenges and issues and what affect they will have on project delivery.

Basis of Evaluation

1. Contractor shall respond with an understanding of the project and describe their approach

/ plan and requirements necessary to perform and complete the scope of work and how it reflects the City’s intent

2. Discuss response method, timing, coordination needed with city, park construction firm, and other parties for completing scope of work.

3. Discuss experience with installation of fiber optic communication systems including fiber optic cable, cross-connect cabinets with Ethernet switches, fusion splicing of fiber optics, etc.

3.6 Experience / Qualification of Project Manager -15 Points Max

Provide a short description of the Project Manager’s experience on similar projects. Project

Manager listed in the RFP will not be changed without the approval of the City.

Basis of Evaluation

1. Quality and relevant experience

2. Demonstrated experience and reputation of project manager in the management of similar type projects.

3.6.1 Experience / Qualifications of Project Team of Similar Scope – 15 Points Max

The Contractor shall demonstrate similar work experience. Scope of a similar size and content, to the proposed scope, should be included. The Contractor shall present personnel qualification, certification and experience of the crew members.

Basis of Evaluation.

1. Compare experience to this contract as it relates to size, quality and relevance.

2. Compare experience as it relates to similar scope

3. Description should include all major work categories and how personnel functions within categories?

4. Review whether personnel expertise, certifications and qualifications are adequate to perform the services

Information should be complete, in a clear and concise manner.

3.7 References (Similar Scope) – 10 Points Max

Provide a minimum of three (3) references in the state of Georgia (non-city of Johns Creek). A minimum of two references may be contacted to confirm the Contractor’s history of project performance and project manager performance. Scores will be based on the average of responding references received. Include customer’s name, contact name, email, phone number and brief general description of project and project budget.

Basis of Evaluation

1. Perception of the firm on similar projects

2. Perception of the project manager on similar projects

3. Perception of the firms / projects managers’ ability to meet the project schedule

4. Perception of the responsiveness of project manager / firm

3.8 Cost Proposals – 20 Points Max

A cost proposal should be included in a separate sealed envelope number 2 electronically in

BidNet and one (1) sealed envelope marked with firm’s name and marked 23-065 Envelope #2

Cost Proposal with in person / mail required RFP bid submission. As part of this scope of work the Contractor shall provide a lump sum cost proposal to complete the scope of work.

3.9 Bid Evaluation

The following criteria are also considered during the selection process:

1. Compliance with bid required documents (responsiveness)

2. Completeness of bid technical response to section 3.5 to 3.8

3. Additional Submittal Requirements / Response

4. If required, shortlist interviews

5. BAFO if requested by the issuing Purchasing Officer

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 Process for Submitting Proposals

4.1.1 Preparation of Proposals

Failure to meet these requirements will result in the Proposal being determined “non-responsive” and the entire submittal will be rejected.

Proposal Format

Each Proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the Technical Proposal, the Offeror should reference these materials in the Technical Proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. To aid in thorough and consistent review, the technical proposal shall be submitted on no more than Twenty (20), one sided 8 ½” x 11” pages in no smaller than 10 point font and shall be organized to correspond to the following sections, with particular emphasis to be given to the Project Understanding and Approach. All pages shall be numbered. Standard purchasing required documents & forms required by the City (such as Immigration and Security

Form and Affidavit Verifying Lawful Presence etc.) shall not count towards the page limit. Please upload RFP/City forms into One (1) combined PDF in Envelope #1 and one (1) upload PDF of technical proposal also in Envelope #1. Offeror(s) will also submit in person or mail Five

(5) hard copies of technical proposal in an Envelope with firms name and marked Technical

Proposal Envelope #1 or in a box. Only one (1) hard copy of the required forms should be included. Offeror will submit (1) sealed marked Envelope #2 cost proposal, RFP 23-065RP and Firm name with in person/mail submission, and (1) PDF electronically in Envelope number 2 in BidNet.

Additional Submittal Requirements / Response (Proposal-insert after 3.5 to 3.8 response)

1. Provide firm name, address, telephone number, e-mail address for the primary contact person, former firm names, official Georgia address (if applicable), joint venture partner information (if applicable), and sub-Contractors to be used by the firm. If the firm has branch offices, state which office will be performing the majority of the work.

2. Provide the following information for prime and sub-Contractor(s) for the last three (3) years: average and maximum number of permanent Georgia employees. For any work being performed outside of Georgia, include personnel.

3. In table format and labeled TABLE 1, for the last three (3) years, detail three (3) example projects that best illustrate the Offeror’s ability to provide the requested services. Discuss the scope of the work, the work products provided and the outcome of the project. Explain how these projects are similar to this request and what the anticipated differences might

be. Include the personnel that worked on the project, name of the project owner, contact information, and where the work was performed.

4. One page of the Proposal shall be devoted to an Organizational Chart. This page shall be single-sided and shall not exceed 11” x 17” in size. Additional information should not be added on this page. Note: This page will not count towards the 10-page limit for the submission.

5. Provide brief descriptions of key personnel who will perform the work. Personnel information should include professional registrations, certifications, years of experience, years with firm, and project experience of the individual (in addition to section 3.5 to 3.8).

6. Contractors shall clearly indicate in the submittal package the designated staff person that will act as the primary point of contact with the City.

4.1.2 Packaging of Proposals

Offerors must submit proposals BOTH online through BidNet and Seven (7) technical proposal hard copies, (1) copy required forms, (1) copy sealed cost proposal in person / mail at City Hall.

All electronic and hard copy proposals must be uploaded in designated envelopes in BidNet and hard copies be marked on package. Cost Proposal PDF are to be uploaded only in envelope #2 in BidNet and one (1) hard copy must be sealed and marked RFP 23-026 Cost Proposal and

Firm’s name.

Request for Proposal must be received electronically through BidNet and hard copies received at City Hall prior to 2:00 pm, Monday March 6, 2023 Eastern Time.

Outside of package for hard copies shall be marked as:

City of Johns Creek

Purchasing Bid 23-065RP

11360 Lakefield Drive

Johns Creek, GA. 30097

(Phone if needed-678-512-3233)

The contents of package and electronic submission shall include:

Envelope #1 (can be lose in box for bind hard copies of technical proposal)

A). 1 PDF upload in BidNet, Required Forms / RFP Documents & 1 copy in sealed envelope in hard copy package:

Required Documents. (RFP cover page, RFP Proposal Letter, Disclosure Form, W9, E-verify, 50-36-1 form (person submitting proposal), example COI, Drug-Free Workplace, copy of any professional licenses etc.) ONLY One Copy needed have in 1 sealed envelope and 1 scanned PDF in BidNet.

B). Technical Proposal 1 PDF upload in BidNet & Seven (7) hard copies in packet for in person/mail delivery.

Firm Introductory letter

Project Understanding & Approach-section 3.5

Experience / Qualification of Project Manager-section 3.6

Experience / Qualifications of Project Team of Similar Scope-section 3.6.1

References (minimum 3) section 3.7 (keep in mind your 20 page 1 sided 10 font or higher technical proposal limit)

Additional Submittal Requirements Section

Envelope #2 1 PDF uploaded in BidNet / 1 hard copy sealed envelope market Envelope #2

Bid 21-244 Firm Name and cost proposal.

Financial Cost Proposal

4.1.3 Submission of Proposals

Any Proposal received after the due date and time will not be accepted by BidNet and or late hard copies delivered to City Hall will not be opened.

4.2 Evaluation Process

All responsive Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered.

4.2.1 Administrative Review

The Proposals will be reviewed by the RFP Issuing Officer for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Proposals.

3. All required documents have been submitted.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Proposals which pass the administrative review will then be reviewed by the Technical Evaluation

Committee to ensure all requirements identified in Section 3.0 are addressed satisfactorily.

4.2.3 Technical Proposals Evaluation

In this phase, the Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFP. The RFP carries a total weight of

100 points. Technical submittals will be evaluated and scored in categories. Each category is assigned a maximum point value. Technical proposals that scored above the mean score for all proposals, will be ranked for further evaluation.

The following items are evaluation criteria for all qualifying submittals and will be rated on a point basis by the Evaluation Committee. Offerors must provide all information as required in Section

3.0.

Project Understanding & Approach (40)

Experience / Qualifications of Project Manager (15)

Experience / Qualifications of Project Team (15)

References (10)

Cost Proposal / Rate Fee (20)

100 points

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in person interview for further clarity and insight to their firms Technical Proposal.

4.3 Rejection of Proposals/Cancellation of RFP

The City reserves the right to reject any or all Proposals, to waive any irregularity or informality in a Proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of…