25_039_RFP_Traffic_Control_Center_Upgrade_Pro.pdf

January 13, 2025

REQUEST FOR PROPOSALS

TRAFFIC CONTROL CENTER

UPGRADE PROJECT

RFP NO. 25-039

The City of Albany, Procurement Division, 222 Pine Avenue, Suite 260, Albany, GA, 31701 will receive sealed proposals from qualified individuals/firms, until 5:00 pm, February 18, 2025, for the City's Traffic Control Center Upgrade Project, to provide all materials, labor, and permits required to complete the outlined improvements and all necessary design and management services in accordance with all the requirements, specifications, and contract terms and conditions outlined in this request for proposals (RFP).

A Pre-Proposal Conference will be held on January 22, 2025, at 10:00 am through Zoom:

https://us06web.zoom.us/j/86005789851 ?pwd=6yqc2IFT95h8weercOjrApSNgOw5bI.1 Meeting ID: 860 0578 9851 Passcode: 612845 A site visit will be scheduled during this meeting and sent out by addendum.

A 5% Proposal (Bid) Bond is required of all bidders. Bid bond must be present for the proposal to be read or considered. 100% Performance and Payment bonds will be required of the successful proposer. Any interested and qualified firm and/or party is requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner and form prescribed. No reimbursement will be made by the City of Albany for any costs incurred prior to a formal notice to proceed should an award of contract result from this solicitation;

The City of Albany reserves the right to reject any and all responses and to waive technicalities as deemed to be in the best interest of the City. The City of Albany reserves the right to request additional information from a respondent(s) as deemed necessary to analyze responses.

For additional information, contact Ricky Gladney, Buyer at (229) 302-1455 or email rgladney@albanyga.gov cc: jswilliams@albanyga.gov, kross@albanyga.gov. The deadline for questions is 5:00 p.m., February 04, 2025. Replies of substance will be in the form of written adde71a and made available to all potential respondents. / 1

Ctl:

M r rocurement Manager

FINANCE

P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov https://us06web.zoom.us/j/86005789851?pwd=6yqc2IFT95h8weercOjrApSNgOw5bI.1 mailto:rgladney@albanyga.gov mailto:jswilliams@albanyga.gov www.albanyga.gov mailto:kross@albanyga.gov

CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO PROPOSERS

These instructions will bind proposers to terms and conditions herein set forth,

1. The following criteria are used in determining which proposal is in the best interests of the city.

(a) The ability, capacity and skill of proposer to perform required service.

(b) Whether proposer can perform service promptly or within specified time.

(c) The character, integrity, reputation, judgment, experience and efficiency of proposer.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for City/County use.

(f) The ability of proposer to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining best proposer if they are deemed advantageous to the City.

3. All requested information should be included in submittal package. All desired information must be signed and included for your proposal to receive full consideration. Failure to submit any required form will be cause for proposal to be rejected as non-responsive.

4. All questions, inquiries and requests for clarification shall be directed to Procurement.

5. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without further obligation on the part of the City or County at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by the City or County to terminate such contract, and the nature of such action shall be determined by the City or County and specified in the contract; (3) The contract shall state the total obligation of the City or County for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by the City or County.

6. Quote all prices F.O.B. Albany or our warehouse or as specified in proposal documents.

7. Each proposal shall be clearly marked on the outside of the package as a Sealed Proposal.

8. Proposal must be received and stamped by the Procurement Office before time stipulated in proposal documents. No responsibility will attach to any City representative or employee for premature opening of proposal not properly addressed or identified.

9. Proposals received late will not be accepted, and the City will not be responsible for late mail delivery.

10. Should a proposal be misplaced by the City and found later it will be considered.

11. Proposals requiring bid security will not be read or considered if security is not enclosed. Security may be in the form of cash, certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

12. All proposers must be recognized as authorized dealers in the materials or equipment specified and be qualified to advise in their application or use. A proposer at any time requested must satisfy the Procurement Office and City Commission that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.

13. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or cost schedule are done at the risk of the proposer.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of the City to do so for the purpose of testing.

15. City will reject any material, supplies or equipment that do not meet the specifications, even though proposal lists the trade name or names of such materials on the price quotation form.

16. The unauthorized use of patented articles is done entirely at the risk of the successful proposer.

17. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of seeking a proposal. The

City may purchase more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the contract.

18. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered.

Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as

Traffic Control Center Upgrade Project RFP No. 25-039 standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

19. The successful proposer on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

20. Proposers are responsible for examining the location of the proposed work or delivery and determining, in their own way, the difficulties, which are likely to be encountered in the prosecution of the same.

21. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by the City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to the City sound and satisfactory materials, equipment or supplies. The proposer agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by the City or County.

22. Unless otherwise specified by the procurement officer all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of notification or exception noted on price quotation sheet.

23. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the City/County or who has failed in any former contract with the City/County to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.

24. Reasonable grounds for supposing that any proposer is interested in more than one proposal for the same item will be considered sufficient cause for rejection of all proposals in which he/she is interested.

25. Unless otherwise specified the City reserves the right to award each item separately or on a lump sum basis, whichever is in the best interest of the City/County.

26. The City reserves the right to waive any minor discrepancies, reject any or all proposals, and to purchase any part, all or none of the services, materials, supplies or equipment specified.

27. Failure of the proposer to sign the offer or have the signature of any authorized representative or agent on the proposal will be cause for rejection of the proposal. Signature must be written in ink.

28. Any proposer may withdraw his proposal at any time before the time set for opening of proposals. No proposal may be withdrawn without cause in the 60-day period after proposals are opened.

29. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the proposer is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer shall have the power to notify the aforesaid proposer of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by the City out of such monies as may become due to the said proposer, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the proposer, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the City on notice by the Procurement Officer of the excess due.

30. If the proposer proposes to furnish any item of a foreign make or product, he should write “Foreign” together with the name of the originating country opposite such item on proposal.

31. Any complaint from proposer relative to the Request for Proposals or any attached specifications should be made prior to the time of opening of proposals, otherwise such complaint cannot be properly considered.

32. Contracts may be cancelled by the City/County with or without cause with 30-day written notice.

33. All Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of

Incorporation, and a listing of the principals of the corporation with the bid/proposal.

34. All bidders/proposers should provide their tax identification number with the bid/proposal.

35. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where applicable, this ordinance will govern. Local preference will not be a basis of award for projects that are federally funded.

36. The proposer shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if applicable, before any work can commence. Proposer as well as any and all known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

37. Prior to submitting proposal, check website at www.albanyga.gov or call the Procurement Office at 229-431- 3211 for any subsequent addendums.

PROCUREMENT FORM – Revised 4/20/2018

Traffic Control Center Upgrade Project

SPECIAL INSTRUCTIONS

TRAFFIV CONTROL CENTER

UPGRADE PROJECT

RFP NO. 25-039

1. BACKGROUND: The purpose of this document is to provide interested parties with the information necessary to prepare and submit a proposal for providing a new Video Wall for the City of Albany Traffic Control Center. This Request for Proposal (RFP) includes the procurement of a new Video Wall to replace the existing projector screen in the control room. The selected Vendor will also be responsible for the proper disposal of the existing projector screen. The new Video Wall will be comprised of Flat Panel Display Units. All proposals should include the development of any and all construction documents that are required for installation of the video wall and the acquisition of any building permits, including any application or permit fees, required for installation or construction of the video wall. The procurement also includes one peripheral Flat Panel Display Unit, a Video Wall Management System, a new Workstation computer and displays, PDUs, and an Audio System. Also included in this procurement is the evaluation of the fire suppression system, server rack reorganization, and Vendor provided services related to training, support, and maintenance of the items procured under this contract. Project drawings:https://www.dropbox.com/scl/fo/219nuf3wdilb9bq3yr9cq/ANA2GiSoCm6bitpWiiCMXnI?rlkey=9b epq41t4cndoqdq27kz08pep&st=5huqzbdd&dl=0

The City intends to use the results of this RFP to award a contract(s) for the above listed System. The contract administrator will be determined at the time the contract is awarded.

2. DEFINITIONS:

The following definitions are used throughout the RFP:

• ATP means Acceptance Test Procedure

• BAFO means Best and Final Offer

• City means the City of Albany

• Contractor means a company or individual submitting a proposal in response to this RFP

• Engineer means the City of Albany representative responsible for overseeing the project

• HDMI means High-Definition Multimedia Interface

• LCD means Liquid Crystal Display

• Proposer means a company or individual submitting a proposal in response to this RFP

• RFP means Request for Proposal

• TCC means Traffic Control Center

• Vendor means a company or individual submitting a proposal in response to this RFP

3. SCOPE OF SERVICES: The City of Albany desires to establish a contract(s) for the procurement of a Video Wall, Video Wall Management System, Audio System, and several other related items. The proposal includes acquisition and procurement of the following items, which collectively will comprise the System:

• Video Wall

• Flat Panel Display Units for Video Wall*

• Flat Panel Display Unit for Mounted Standalone Display

• Flat Panel Display Units for Workstation

• Video Wall Controller

• Control Room Audio System

• System Service, Support, and Maintenance

*Note: Specifications for a Flat Panel Display Unit have been included in this RFP. The Vendor must provide a Video Wall made up entirely of Flat Panel Display Units.

Traffic Control Center Upgrade Project RFP No. 25-039 https://www.dropbox.com/scl/fo/219nuf3wdilb9bq3yr9cq/ANA2GiSoCm6bitpWiiCMXnI?rlkey=9bepq41t4cndoqdq27kz08pep&st=5huqzbdd&dl=0 https://www.dropbox.com/scl/fo/219nuf3wdilb9bq3yr9cq/ANA2GiSoCm6bitpWiiCMXnI?rlkey=9bepq41t4cndoqdq27kz08pep&st=5huqzbdd&dl=0

The selected Vendor(s) will be required to coordinate with City of Albany personnel, consultants, and contractors, as well as the building’s facilities management company. All effort and funding required by the selected Vendor for coordination with the above-mentioned personnel is to be included in the cost provided for the System.

All materials procured and services performed under this Contract shall be completed in accordance with the requirements included in this document. All Vendors are to retain a copy of this document; if awarded this contract, the requirements included in this document will become the contract terms and conditions.

Conditions of the contract that include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. Failure to meet a mandatory requirement may result in proposal disqualification.

4. The City of Albany strongly encourages Disadvantaged Business Enterprises to participate in this RFP and further urges that all design teams reflect the inclusion of women and minorities.

5. WITHDRAWAL: The respondent may withdraw his/her submitted response by providing a written request to the Procurement Division before the stipulated closing date and time. Withdrawal of your response will not cause prejudice or interfere with the right of the respondent to submit a new response, provided the latter is received by the predetermined date and time provided herein. No submittal may be withdrawn for a period of sixty (60) days following the closing date.

6. TIME EXTENSION: The City of Albany for good and sufficient reason, may extend the response deadline, in which case all potential respondents will receive an addendum setting forth the new date and time.

7. GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT: The successful respondent will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of GA Law, O.C.G.A 13-10-91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 13-10-90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. Complete and submit a copy of the form, applicable to your company, and applicable Subcontractor Affidavits, with your response.

8. FORMS: Submit with proposal an executed copy of Governing Law & Venue, Certificate of Non-Collusion, Drug- Free workplace and Debarred Bidders Certification Form (attached).

9. INSURANCE: Consultant shall maintain insurance with companies licensed to do business in the State of Georgia acceptable to the City for the protection of the City and name it as an additional insured, against all claims, losses, costs or expenses arising out of injuries or death of persons whether or not employed by consultant, whether arising from the acts or omission, negligence or otherwise of consultant or any of its agents, employees, patrons, or other persons, and growing out of work being done by Consultant on behalf of City, such policies to provide for a liability limit on account of each accident resulting in the bodily injury or death of not less than One Million ($1,000,000) Dollars, a liability limit of not less than One Million ($1,000,000) Dollars for each accident for property damage. Consultant shall also carry product liability insurance for personal injuries and/or death in the amount not less than One Million ($1,000,000) Dollars for any one person. Consultant shall maintain a combined single liability limit of One Million ($1,000,000) Dollars, covering owned, non-owned, leased, and hired vehicles and name the City of Albany as an additional insured. Consultant shall maintain professional liability covering errors and omissions of not less than One Million ($1,000,000) Dollars, per claim covering itself and all of its employees and agents and shall indemnify and hold harmless the City of Albany and their representatives and employees, Traffic Control Center Upgrade Project from any claims, demands, actions, and causes for actions arising from any negligent act or omission under the terms of the contract. Consultant shall furnish to the City satisfactory evidence that it carries Worker’s Compensation Insurance in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than One Hundred Thousand ($100,000) Dollars of each accident/disease. These polices must also contain a waiver of subrogation in favor of the City of Albany. The City’s sole judgment shall control as to the sufficiency of the coverage.

Consultant shall furnish evidence of the continuance in force of said policies by providing copies of timely declaration page(s) to the Procurement Agent. Acceptable proofs of insurance: (i) a Certificate of Insurance with Additional Insured Endorsements (a Certificate of Insurance by itself is not acceptable) or

(ii) Declaration Pages of the insurance policies which show the City of Albany as additional insured. The Certificate of Insurance must provide the project name and our project number on all certificates; where the Project requires Contractor’s Pollution Legal Liability coverage or Contractor’s Professional E & O coverage, per project coverage would be allowed. All insurance policies must provide that the City of Albany will be notified within 30 days of any changes, restrictions, and/or cancellation.

SUBMIT WITH RESPONSE, specimen copy of Certificate of Insurance. Upon award of contract and prior to commencement of work under this contract, the selected consultant(s) shall provide the City of Albany with acceptable proofs of insurance coverage.

10. INDEMNIFICATION: Respondent agrees to indemnify and hold harmless the City of Albany, its agents, officers, and employees, their successors and assigns, individually and collectively, with respect to all claims, demands or liability for any injuries to any person (including death) or damage to any property arising out of the activities of consultant or based on alleged negligence of consultant, its officers, agents, or employees and consultant shall defend against all such claims and pay all expenses of such defense, including attorney fees, and all judgments based thereon; provided that this obligation shall not extend to any damage, injury or loss due to the negligence of the City of Albany.

11. TERMINATION FOR CONVENIENCE: This contract may be terminated in whole or in part by the City of Albany with the consent of the vendor in which case the two parties shall agree upon the termination conditions, including the effective date in the case of partial termination, and the portion to be terminated; or by the vendor upon written notification to the City of Albany setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated.

However, if in the case of partial termination, the City of Albany determines that the remaining portion of the award will not accomplish the purposes for which the contract was awarded, the City of Albany may terminate the contract in its entirety.

12. TERMINATION FOR CAUSE: In the event that the vendor shall for any reason or through any cause be in default of the terms, conditions, or obligations of the contract documents, the City of Albany may give the vendor written notice of such default and terminate the contract. All terms, conditions, and obligations of the contract documents are considered material. The City of Albany may, in its discretion, provide the vendor an opportunity to cure the default, if curable, prior to termination. Unless a different duration is provided in the notice of default, the vendor shall have fourteen (14) calendar days to cure the default from the date such notice is mailed to the vendor, unless notification is by facsimile or personal delivery, in which case the opportunity to cure shall commence upon delivery of the notice. Upon failure of the vendor to cure the default the City of Albany may immediately terminate the contract effective as of the mailing or delivery of the default notice. If the City of Albany terminates the contract, the vendor shall remain liable for performance of all terms, conditions, and obligations through the date of termination.

Termination by the City of Albany shall not constitute a waiver by the City of Albany of any other rights or remedies available to the City of Albany by law or contract.

Traffic Control Center Upgrade Project

13. DELIVERY: Submit one (1) original hard copy with pricing (labeled), one (1) electronic copy with pricing (PDF), and seven (7) complete hard copies less pricing on or before 5:00 pm February 18, 2025, to: City of Albany, Finance Department, Procurement Division, 222 Pine Avenue Suite 260 Albany, GA 31701.

Sealed responses may be hand delivered or mailed to the above listed address. Sealed responses must be delivered in writing. Verbal responses are not acceptable. The City of Albany assumes no responsibility for responses received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. If responses are delivered by other than hand delivery, it is recommended that the respondent verify delivery. Any submittal received after the specified time and date will not be considered and will be returned unopened to the firm.

The response should be sealed and clearly marked "Traffic Control Center Upgrades Project” - RFP #25-039.

14. PROPOSAL ORGANIZATION AND FORMAT: Proposals should be typed and submitted on 8.5 by 11-inch paper and bound securely with page numbers clearly indicated. Proposers responding to this RFP must comply with the following format requirements:

A. Section 1 - Include here any cover letter, completed Attachment A – Proposer Information Sheet, and all additional completed forms (Certification of Non-Collusion, Governing Law and Venue, Drug Free Workplace Certification, Debarred Bidders/Integrity Certification, Indemnity Agreement, Georgia Security and Immigration Compliance Act Affidavit, Advertisement) found at the back of this RFP.

Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof.

B. Section 2 – Include here responses to Item 16 (PROPOSER INFORMATION AND SOLUTIONS) and completed Attachment B – References Sheet found at the back of this RFP. Responses to the requirements in Item 16 must be in the same sequence and numbered as they appear in this RFP.

C. Section 3 - Include here completed Attachment C – Cost Proposal of the RFP (total page limit of 10 pages including appendices). Provide cost information as detailed in Item 17 (COST PROPOSAL) of this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. The cost proposal must NOT be listed in any other part of the proposal response.

15. SUBMITTAL REQUIREMENTS: Following are the criteria to be used by the selection committee to evaluate prospective respondents.

A. Introduction: Provide general company information including the address of the main office and company history evidencing business operation for a minimum of three (3) years. All Corporations should provide corporate seal, a copy of the Secretary of State’s Certificate of Incorporation, and a listing of the principals of the corporation with their response.

B. Vendor History: The Vendor proposing the Video Wall and Video Wall Controller must have been in business supplying and integrating the Video wall and Video Wall Controller for a minimum of four years, with details provided upon request.

Traffic Control Center Upgrade Project

C. Project References: Each Vendor must include in their proposal a list of project references (minimum of three and a maximum of four) for projects the Vendor has completed. The proposer will need to identify the organization and/or client for which the project was completed and their contact information as part of the reference. If the Vendor supplies a Video Wall from a different company or manufacturer, at least one reference must be for a deployment that utilizes a Video Wall from the same company or manufacturer being proposed as part of this contract. If the Vendor supplies a Video Wall Controller from a different company or manufacturer, at least one reference must be for a deployment that utilizes a Video Wall Controller from the same company or manufacturer being proposed as part of this contract.

Potential Subcontractors and/or City of Albany staff cannot be considered references. Vendor submission of a proposal and inclusion of a reference will constitute Vendor approval for the City to contact the reference. The City will determine which if any, references to contact and/or visit to assess the quality of work performed and/or to see the product in use. The Vendor will not be present during any reference checks and/or site visits. The City of Albany may also utilize other pertinent sources of information regarding the products and/or services provided by the proposer.

D. Subcontractors: The Vendor will be responsible for Contract performance when Subcontractors are used. Whenever or wherever a Subcontractor is used by the Vendor, the Subcontractor must abide by all terms and conditions of the Vendor Contract. If a Subcontractor is to be used for any part of the Contract, the Vendor must clearly explain their participation as part of the proposal.

E. Contract Quantities: The City does not guarantee the purchase of any specific bid item quantities. Any proposals that state that the City must guaranty to purchase a specific quantity or dollar amount may be disqualified.

F. System Hardware and Software Licenses: The Vendor is to provide all of the necessary hardware and software licenses required for the Video Wall and Video Wall Controller. The cost of all hardware or software, including all licenses, should be included in the cost sheet. All licensing fees/costs should be one-time costs and should be good for the life of the System.

G. Hardware/Software Specification Sheets, Documentation, Manuals, and Instructions: The awarded Vendor will be responsible for providing the City with a minimum of five hard copies of all product specifications, documentation, manuals, and instructions for the hardware and software procured under this Contract. The Vendor will also be responsible for providing the City with an electronic document (in PDF format) of each of the aforementioned items. At a minimum this shall include the following hardware and software:

• Flat Panel Display Unit for Video Wall

• Flat Panel Display Unit for Standalone Display

• Flat Panel Display Unit for Workstation

• Video Wall Controller Hardware

• Video Wall Controller Software

H. Coordination with City of Albany Personnel and Consultants: The selected Vendor will be required to coordinate with City of Albany personnel and consultants. All effort and funding required by the selected Vendor for coordination of the above mentioned personnel is to be included in the cost provided for the System. Any work required by the building management company for the System is not included in this contract and will be handled separately by the City.

Traffic Control Center Upgrade Project

I. Design/Shop Drawings: Prior to the purchase and/or fabrication of any of the components listed herein and no more than 45 days after Contract Award, the Vendor shall submit five copies of design drawings and shop drawings as required to the City for review. For reference, schematic drawings and pictures of the TCC are provided in Appendix E. At a minimum, the design/shop drawings shall consist of an installation plan that shows the following items:

• Video Wall Layout including any proposed modifications to existing facilities

• Structural Components of Video Wall

• Overall System Functional Schematic

• Electrical Layout (communication and power) and connection locations

• Auxiliary equipment

The City will complete its review of the material and will advise the Vendor, in writing, as to the acceptability of the material submitted. The City may determine that no exceptions were identified for the items and are therefore approved, in which case no further action is required by the Vendor; or the item may be partially or totally rejected, in which case the Vendor shall be required to modify and/or amend the submittal as required by the City and resubmit the item within ten business days. At this time, the review and approval will begin again.

J. Building Permits: The Vendor will be responsible for obtaining all necessary building permits required for construction and installation of the System. The Vendor will also be responsible for the cost of any permit fees that are required to obtain the necessary construction permits.

K. Disposal Requirements: The Vendor will be responsible for removal and proper disposal of the existing video wall, video wall management system, and all building materials removed, damaged, and/or discarded during construction and installation of the System. This will include disposal of the projection screen and projector that comprise the existing video wall. The Vendor will also be responsible for removal of all shipping materials used to transport the new Video Wall, Video Wall Management System, and any building materials. Upon completion of installation of the new Video Wall, the contractor will be required to properly clean the entire construction area. Any existing equipment damaged during System construction that is to remain must be repaired and/or replaced at no cost to the City.

L. Acceptance Testing: As part of the response to this RFP, the Vendor will be required to submit an Acceptance Test Procedure (ATP) that will be used to verify all required features and functionality of the System, including all hardware and software, included in the RFP. If awarded the contract, the City of Albany will work with the Vendor to make any necessary revisions and/or modifications to the ATP before being formally adopted by the City for the project.

M. System Training: The Vendor shall have qualified instructors and provide all materials for training City of Albany personnel and any City consultants and contractors in the operations of the Video Wall and Video Wall Management System. The Vendor shall develop and submit a training course outline and samples of all training aids and manuals to City personnel for approval at least thirty (30) days prior to the proposed date the new Video Wall and Video Wall Management System are fully operational. Written approval of this material shall be required prior to the final scheduling of the training sessions or the final production of training materials. Training shall not begin until after approval of the submitted training material.

The Vendor shall provide three training sessions for City personnel and consultants. One training session will focus on administration and maintenance of the Video Wall and Video Wall Management

Traffic Control Center Upgrade Project

System and the other two sessions will focus on operating the Video Wall and Video Wall Management System. All training sessions will be conducted at the City of Albany TCC. Training sessions shall consist of formal classroom lectures as well as “hands-on” training. “Hands-on” training shall consist of working with the actual Video Wall and Video Wall Controller. A training “session” will consist of a minimum of three hours of training time. The attendance of each session will not be more than 10 people. These training sessions will include as appropriate, and as a minimum:

• Background on Video Wall and Video Wall Management System components

• Procedures for installing and setting up equipment and components

• Typical day-to-day operations and capabilities

• Basic configuration, troubleshooting, and fault determination procedures

• Preventive maintenance procedures and schedules

N. Warranty and Support: The Vendor will warranty the hardware and software procured under this Contract for a minimum of three years or the time included in an individual specification for any System hardware or software, whichever is longer, from the date of the City approval of the Acceptance Test Procedure associated with that particular item. The Vendor will repair and/or replace all hardware or software within five business days that fails to meet the required specifications outlined in this contract upon notification to the Vendor by the City. Refer to individual hardware and software specifications included with this RFP for additional warranty information.

O. Firmware/Software Updates: The Vendor will be required to provide and perform all published firmware/software upgrades, updates, bug fixes, and enhancements for all hardware and software procured under this Contract for the duration of the warranty period and during any subsequent years in which the City has a service and support agreement in place with the Vendor. The Vendor will be required to be perform all firmware/software updates during overnight hours between 9:00 PM and

5:00 AM.

16. PROPOSER INFORMATION AND SOLUTIONS: Submit all response information for this Item in Section 2 of the proposal.

A. Proposer History, Experience, and Capabilities: Describe the organization/company's history relative to providing similar products to those being procured under this contract. Outline the organization/company’s experience and capabilities providing similar products and services to those being procured under this contract. Do not include specific and/or detailed project deployment information in this section; this information is to be included in the Project References section of the proposal.

B. System History: Describe the history of the solution or System being provided under this contract. Outline the evolution of the product over time and any major iterations/versions of the product. Identify any planned or future upgrades to the solution or System being provided under this contract. Do not include specific and/or detailed project deployment information in this section; this information is to be included in the Project References section of the proposal.

C. Video Wall and Support Structure: Describe the Video Wall that will be procured under this contract. Describe how the Video Wall meets and/or exceeds the minimum specifications outlined in this contract. Identify any features and/or functionality of the Video Wall and provide detailed specifications for the Video Wall. Outline the process to repair the Video Wall should maintenance or repair be required and the time frame to complete the repairs and/or replacement.

Traffic Control Center Upgrade Project

Describe the support structure or wall that will be installed and/or constructed as part of this contract to support the Video Wall in the control room. Identify all construction drawings and permits that will be required and provided for the Video Wall included in the proposal response.

D. Flat Panel Display Units: Describe the Flat Panel Display Units will be procured under this contract to complete the Video Wall. Describe how the Flat Panel Display Units meet and/or exceed the minimum specifications outlined in this contract. Identify any features and/or functionality of the Flat Panel Display Units. Identify how the Flat Panel Display Units will be connected to the Video Wall Controller. Provide detailed specifications for the Flat Panel Display Units. If available, provide Mean Time before Failure (MTBF) calculations. Provide any available information on the overall reliability of the Flat Panel Display Units. Outline the process to repair or replace a Flat Panel Display Unit should a component fail and the time frame to complete the repairs and/or replacement.

E. Flat Panel Display Units for Standalone Display: Describe the Flat Panel Display Units for standalone display that will be procured under this contract. Describe how the Flat Panel Display Units meet and/or exceed the minimum specifications outlined in this contract. Identify any features and/or functionality of the Flat Panel Display Units. Provide detailed specifications for the Flat Panel Display Units. Outline the process to replace a Flat Panel Display Unit should it fail and the timeframe to complete the replacement

F. Flat Panel Display Units for Workstation: Describe the Flat Panel Display Units for workstations that will be procured under this contract. Describe how the Flat Panel Display Units meet and/or exceed the minimum specifications outlined in this contract. Identify any features and/or functionality of the Flat Panel Display Units. Provide detailed specifications for the Flat Panel Display Units. Outline the process to replace a Flat Panel Display Unit should it fail and the timeframe to complete the replacement.

G. Video Wall Management System: Describe the Video Wall Management System that will be procured under this contract to manage the Video Wall. Describe how the Video Wall Management System meets and/or exceeds the minimum specifications outlined in this contract. Identify any features and/or functionality of the Video Wall Management System.

Identify how the Flat Panel Display Units will be connected to the Video Wall Management System. Provide detailed specifications for the Video Wall Management System and Mean Time before Failure (MTBF) calculations. Provide any available information on the overall reliability of the Video Wall Management System. Outline the process to repair or replace the Video Wall Management System should a component fail and the timeframe to complete the repairs and/or replacement.

H. Control Room Audio System: Describe the Control Room Audio System that will be procured under this contract. Describe how the audio system meets or exceeds the minimum specifications included in this contract. While it is preferred the audio system is integrated into the Video Wall and Video Wall Controller, it is not required.

I. Project Schedule and Delivery Times: As part of the proposal, the Vendor must submit documentation outlining the anticipated project schedule from the time the Vendor is awarded the contract by the City to final acceptance of the Video Wall and Video Wall Management System by the City. The TCC operates 12 hours a day, six days a week, and 4,000 hours per year. The Vendor should provide a schedule that limits the impact to TCC operations and minimizes the time between decommissioning the old video wall and restoring full operations

Traffic Control Center Upgrade Project with the new Video Wall.

The schedule should include the delivery time for all items procured under this contact.

Delivery time should be given in business days and based on the total time between Vendor receipt of the order from the City and receipt of the hardware by City. The delivery times identified by the Vendor will become the required delivery time for the contract if awarded to that Vendor.

J. System Service and Support Program: Describe the service and support program provided for all hardware and software procured under this contract. The description should include service and support provided by the Vendor during the warranty period, during each optional year of contracted service and support with the Vendor, and any differences between the warranty period and the yearly service and support period. Identify any maximum limits to the number of Vendor site visits, number of meetings attended by the Vendor, Vendor provided service and support hours, or other limits during each optional year of contracted service and support.

Identify the maximum response times required to be onsite to diagnose any problems, hardware failures, or software issues. Once hardware or software issues have been identified and diagnosed, identify the process that will be followed to resolve any issues and/or replace any failed hardware.

Identify the process to obtain firmware/software updates for any of the items procured under this contract if and when they become available. All new firmware and software will be provided to the City free of charge. Identify the process by which the Vendor will update and/or install any new firmware or software. The City may require the Vendor be onsite in order to complete a firmware or software upgrade.

K. Overall System Reliability: Outline the overall reliability of the System being proposed by this contract. This should take into account the reliability of all hardware and software provided under this contract, the history of the manufacturers that will be supplying hardware or software under this contract, and the Vendor’s history providing reliable products and integrated solutions. If available, provide any available Mean Time Before Failure (MTBF) calculations for the items procured under this contract. Identify which System components are proprietary and must be procured from the Vendor and which System components are non-proprietary and can be obtained from alternate sources.

L. Overall System Energy Consumption: If available, provide energy consumption information for all electrical items procured under this contract. If energy consumption varies depending on the display mode of an individual Flat Panel Display Unit, provide details on each display mode.

Higher scores will be awarded to Vendors that provide systems that utilize less energy; no points will be awarded to Vendors that do not provide any energy consumption information.

M. Acceptance Test Procedure: As part of the response to this RFP, the Vendor must submit an Acceptance Test Procedure (ATP) that will be used to demonstrate all required functionality of the System, including all hardware and software, included in the RFP. If awarded the contract, the City will work with the Vendor to make any necessary revisions and/or modifications to the ATP before being formally adopted by the City for the project.

If, during the course of performing the ATP, City staff determine that the System or any hardware/software performs unfavorably or fails any part of the acceptance test; the identified problems will need to be corrected at no additional expense to the City. The Vendor will be

Traffic Control Center Upgrade Project required to correct all deficiencies observed during the ATP within 21 calendar days of notification of the deficiency by the City. The City will restart the ATP once all deficiencies have been sufficiently addressed.

N. Value Added Solutions: Value-Added Solutions are those System features and functionality above and beyond the mandatory features and functionality of Items 15 and 16 and Attachments G – N of this RFP. The Vendor is to provide a description for each Value-Added feature or function and clearly label it a “Value-Added Solution.”

17. COST PROPOSAL

A. General Instructions: All prices must be quoted in U.S. Dollars. The cost proposal will be scored by using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies are available to analyze the cost information submitted to determine the lowest cost. The City will select one method and use it consistently throughout proposal analysis. The cost methodology will be available, by request from Procurement, at the time the proposals are due.

Lowest Proposed Cost ___ (constant) ___ X Maximum Cost = Score

Proposer's Cost Evaluation Score (varies according to proposal being scored)

Procurement will score each cost proposal by prorating with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the Vendor being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

B. Cost Proposal Submittal (Attachment D): Submit one original plus one copy. Instructions for submission of the Cost Proposal can be found in Attachment D. If needed, include any additional pricing information on a separate sheet of paper and include it in the Cost Proposal.

C. Fixed Price Period: All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for one hundred and twenty (120) calendar days starting on the due date for proposals. The awarded Vendor(s) must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the City and the Vendor. Price increase requests must be justified with supporting documentation of industry-wide increases. If the City deems cost increases are not acceptable, it reserves the right to re-bid the contract in whole or part.