24_020_LH_ Outdoor Kiosks_RFP.pdf

MACON-BIBB COUNTY, GEORGIA

Request for Proposals (RFP)

FOR

Outdoor Kiosks

RFP 24-020-LH

15540

20422

20522

MACON-BIBB COUNTY

ISSUE DATE: April 2, 2024

DUE DATE: April 25, 2024

MBE/WBE/DBE Participation: Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE sub-consultants where possible. Small and other disadvantaged businesses requiring assistance with the competitive process can contact Cherise Stephens, Small Business Affairs at (478) 300-2297 or cstephens@maconbibb.us

I. GENERAL

A. Invitation

Notice is hereby given that Macon-Bibb County will receive responses to the Request for Proposal for Project Manager (1original plus 3 copies and 1 Flash Drive) in the Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia 31201, until 12:00 o’clock NOON at the time legally prevailing in Macon, Georgia on Thursday, April 25, 2024, for Outdoor Kiosks for Macon- Bibb County.

NO LATE RESPONSES WILL BE CONSIDERED

The names of responding firms will be publicly read on Thursday, April 25, 2024, at 2:00 P.M. in the Macon- Bibb County Procurement Department Conference Room, located at 700 Poplar Street, Suite 308, Macon, Ga 31201.

The deadline for submitting questions will be April 12, 2024, at 3:00 p.m. (EST).

All questions to be submitted via email only to Lhardwick@maconbibb.us

B. Definitions

Wherever the term “Owner”, “County”, or “Macon-Bibb County” occur in this document, it shall mean Macon- Bibb County, a political subdivision of the State of Georgia acting through the Macon-Bibb County Board of Commissioners.

C. Solicitation Documents

Announcement of this Request for Professional Services may also be posted on the Macon-Bibb County website at www.maconbibb.us/purchasing and on the Georgia Procurement Registry website https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp

D. Insurance Requirements

Insurance coverage shall be carried with an insurance company licensed to do business in the State of Georgia.

All coverage should be written with insurance company with a Best Rating of A or better. Insurance shall be obtained prior to commencement of work and shall remain in force throughout the period of the contract.

Macon-Bibb County shall be named as additional insured on the policy.

Workers’ Compensation: Statutory Errors and Omission: $1,000,000 General Liability: $1,000,000 Any other applicable insurance required by law to provide Project Management services

E. Submittals

Responses must be sealed and identified on the outside of the package as and delivered to

“RFP #24-020-LH – Outdoor Kiosks” Macon-Bibb County Procurement Department

700 Poplar Street Suite 308

Macon, Georgia 31201 Telephone: (478) 803-0550

Submissions may not be withdrawn for a period of one hundred and twenty (120) days after the deadline on mailto:Lhardwick@maconbibb.us http://www.maconbibb.us/purchasing https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp date of closing. Macon- Bibb reserves the right to reject any and all submissions and to waive technicalities and formalities. Respondents shall carefully read the information contained herein and submit a complete response to all requirements and questions as directed. Submittals and any other information submitted by in response to the RFP shall become the property of Macon-Bibb County.

F. Responsiveness

To be considered “responsive” the submission must include completed copies of the following documents:

• Price Proposal Form

• Proposer Qualification Form

• List of Sub-Consultants

• Minority Participation Goal

• Financial & Legal Stability Statement

• Georgia Security and Immigration Compliance Act (E-Verify) Affidavit

G. Responsibility

To be considered “responsible” the submitting firm must meet the following minimum qualifications:

• Seven (7) years of experience providing the services included herein

• Licensed to do business in the State of Georgia

• Financially and legally responsible to perform the services included herein

H. Reservations

Macon-Bibb County will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for submittal preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law.

Each submission should be prepared simply and economically, providing a straightforward, concise description of your firm’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of the Owner’s needs.

Macon-Bibb County makes no guarantee that an award will be made as a result of this RFP and reserves the right to accept or reject any or all submittals, with or without cause, waive any formalities or minor technical inconsistencies, or delete any item/requirement from this RFP or contract when deemed to be in the Owner’s best interest.

Macon-Bibb County will consider only representations made within the submission in response to this RFP.

Owner will not be bound to act by any previous knowledge, communication, or submission by the firms other than this RFP.

Failure to comply with the requirements contained herein may result in the submission being deemed “non-responsive” or “non-responsible”. Nonresponsive submissions will not be reviewed for potential award.

II. MINIMUM REQUIREMENTS

To be considered as “responsive”, all Proposers must provide documentation for the minimum requirements listed below.

1. Provide all appropriate Licenses and Certifications required in the State of Georgia to provide the goods and/or perform the Services stated in this RFP.

2. Have a minimum of seven (7) years’ experience in project management and providing the services described in this RFP.

3. Financially and legally responsible to perform the services included herein.

III. SCOPE OF SERVICES

Macon-Bibb County is seeking proposals from qualified vendors for the purchase of two Kiosk units. The purpose of these Kiosks is to enhance public access and facilitate sharing information in downtown locations within the County.

The selected vendor will be responsible for providing and installing two fully functional Kiosk units at designated locations. The Kiosks should have the following features:

1. Robust and durable construction to withstand public use and potential environmental factors, including weatherproofing for rain, extreme temperatures, and sunlight exposure.

2. Vandalism protection measures such as reinforced casing, tamper-resistant locks, and shatterproof screens to deter unauthorized access and vandalism.

3. Touchscreen interface for user interaction, ensuring responsiveness and ease of use.

4. Accessibility options include adjustable height and audio output for users with disabilities, ensuring compliance with accessibility standards.

5. Surveillance and security features such as integrated security cameras or sensors for monitoring and deterring suspicious activities around the kiosks.

6. Remote diagnostics tools for troubleshooting and software updates, ensuring smooth operation and quick issue resolution.

7. Customization options for branding, content display, and user interface customization to meet specific requirements and branding guidelines.

8. Data privacy and security measures including encryption and security protocols for handling sensitive information, complying with data privacy regulations.

IV. REQUIREMENTS

Vendors submitting proposals must meet the following requirements:

1. Experience in providing and installing Kiosk units in public settings.

2. Ability to customize Kiosk software and interface to meet county-specific needs.

3. Warranty and support services for the installed Kiosks, including regular inspections, software updates, technical assistance, and troubleshooting.

4. Detailed specifications for the kiosk hardware, including screen size, resolution, processor, memory, storage capacity, and connectivity options (e.g., Wi-Fi, Ethernet).

5. Content Management System (CMS) to manage and update content on the kiosks efficiently, including announcements, alerts, event information, and other relevant content.

6. Implementation of a disaster recovery plan and backup procedures to minimize downtime and data loss in case of system failures or emergencies.

V. PROPOSAL SUBMISSION

1. Company background and experience in providing kiosk solutions.

2. Proposed solution and technical specifications of the kiosk units.

3. Pricing details, including equipment costs, installation fees, and any additional charges.

4. Details of the Content Management System (CMS) that will be used to manage and update content on the kiosk units.

5. Proposed timeline for delivering and installing the kiosk units, including milestones and completion dates.

6. Warranty and support services offered.

7. Quality assurance processes and standards.

8. Disaster recovery plan and backup procedures.

9. Accessibility compliance measures.

10. Environmental impact considerations.

11. Any additional information relevant to the proposal.

VI. SUBMITTAL FORMAT AND REQUIREMENTS

The requested proposal documentation should be submitted on 8-1/2” x 11 soft bound sheets. Include one

(1) original and three (3) printed copies. In addition, submit one (1) flash drive of the entire proposal. Each proposal mut be submitted in separate envelopes when submitting bids:

• Technical Proposal

• Cost Proposal

Submissions must be organized in a manner to display the required information in easily accessible tabs labeled:

Firm’s History / Background

• Letter of Interest

• History of the Firm (including years in business)

• Contact information (including address(es), telephone/Fax numbers, email, etc.

• Structure of the firm (include principal(s), project team, if applicable)

Experience

• Resume(s)

• Reference list

• List of projects with similar scope and size

Price Proposal

• Provide prices on the forms included

VII. SCORING (total possible number of points = 100)

Experience /Qualifications 20 pts Compliance with Requirements and Objectives 20 pts Technical Capabilities 20 pts Delivery Timeline /Schedule 15 pts Pricing and Cost Effectiveness 25 pts

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

• Relevant experience and qualifications of the vendor.

• Compliance with requirements and specifications outlined in this RFP.

• Technical capabilities and proposed solutions.

• Pricing and cost effectiveness.

• Proposed timeline and delivery schedule.

• Warranty and support services offered.

• Quality assurance processes and standards.

• Accessibility compliance measures.

VIII. AWARD BASIS

Award will be recommended to the respondent with the highest number of points.

BID FORM COST PROPOSAL

Description Unit Price Price Outdoor Kiosk (2) Each $

Total Bid Price $ _____________________

Date available to Deliver _____/_____/_________

ACKNOWLEDGMENT OF ADDENDUM

The undersigned Proposer acknowledged receipt of the following addendum, if issued, to the RPS. If none received, write “None Received.”

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Firm Signature

Print Name Title Date