MACON-BIBB COUNTY, GEORGIA

Request for Proposal (RFP)

FOR

Fire Station Alert System

26-029-LH

MACON-BIBB COUNTY

ISSUE DATE: TUESDAY, DECEMBER 30, 2025

DUE DATE: THURSDAY, FEBRUARY 5, 2026

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 csthepens@maconbibb.us

GENERAL

A. Invitation

Notice is hereby given that Macon-Bibb County will receive responses to the Request for Proposal from qualified vendors to furnish, install, integrate, and support a modern, reliable, and fully integrated Fire Station Alert System (FSAS). The system shall improve turnout times, enhance firefighter safety, and ensure rapid, accurate, and consistent incident notification across all department facilities. Macon-Bibb County will receive responses to this Request for Proposal (original plus 5 copies & 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, February 5, 2026, for the Fire Station Alert System.

This RFP defines minimum technical, operational, and contractual requirements and serves as the basis for vendor proposals addressing system design pricing, implementation, training, and long-term support.

NO LATE RESPONSES WILL BE CONSIDERED

The names of responding firms will be publicly read on Thursday, February 5, 2026, at 2:00 P.M. in the Macon-Bibb County Procurement Department Conference Room, located on the 700 Poplar Street, Suite 308, Macon Georgia 31201.

Deadline for submitting questions is Friday, January 16, 2026, at 3:00 p.m. All questions must be submitted by 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 I. Bid documents may be examined and obtained on Macon-Bibb County website to be viewed and downloaded from one of the links included below:

Georgia Procurement Registry website http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 Macon-Bibb County Procurement Page www.maconbibb.us/purchasing

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 companies 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

E. Submittals

Responses must be sealed and identified on the outside of the package as and delivered to “26-029-LH, Fire Station Alert System”

Macon-Bibb County Procurement Department 700 Poplar Street

Suite 308 Macon, Georgia 31201

Telephone: (478) 803-0550 mailto:lhardwick@maconbibb.us http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 http://www.maconbibb.us/purchasing

Submissions may not be withdrawn for a period of one hundred and twenty (120) days after the deadline for 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 in response to the RPS shall become the property of Macon-Bibb County.

F. Responsiveness

To be considered “responsive” the submission should 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

• Non-Collusion Affidavit

G. Responsibility

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

• Three (3) 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 RPS 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”. Non-responsive submissions will not be reviewed for potential awards.

I. Local Preference

1. Macon-Bibb County reserves the right to award bids to County businesses and merchants whose bid is within 5% (five percent) of the lowest responsive and responsible bid which conforms to the Invitation to Bid.

II. BACKGROUND

Macon-Bibb County is in central Georgia and serves as a regional hub for public safety, transportation, healthcare, and critical infrastructure. The County supports a diverse population and hosts key facilities essential to regional continuity of operations.

The Macon-Bibb County Fire Department (MBCFD) operates 22 fire stations throughout Macon-Bibb County, providing service coverage across approximately 255 square miles and serving a population of approximately

157,000 ± residents. The department maintains a centralized communications function and delivers fire suppression, EMS first response, rescue services, and specialized operations.

The county maintains a full-service fire department that includes specialized response and support functions such as a hazardous materials (HazMat) team, swift water rescue capability, a centralized dispatch center, a fire prevention bureau, a fire training facility, a fleet services division, and an emergency management division.

MBCFD regularly coordinates emergency response activities with municipal, state, and federal partners and responded to 24,687 total emergency calls in the previous calendar year, underscoring the operational tempo and critical need for reliable, low-latency station alerting.

Reliable alerting and station automation systems are mission-critical to County operations.

Macon-Bibb County contains a significant concentration of critical infrastructure and key resources, including, but not limited to: local, state, and federal government facilities; numerous public and private K–12 schools and institutions of higher education; electric, gas, water, and wastewater utilities; surface street, highway, and rail transportation infrastructure; drinking water and wastewater treatment systems; areas impacted by multiple major dams designed for flood prevention; three hospitals; numerous sports and concert venues; and a regional airport. The protection of these assets requires highly reliable, low-latency, and resilient station alerting and automation capabilities. The Department seeks to replace or upgrade existing alerting infrastructure with a next-generation solution that delivers low-latency, automated alerts without reliance on dispatcher voice announcements.

The proposed system must integrate seamlessly with the County’s existing Computer-Aided Dispatch (CAD) environment, which is supported by a centralized E 911 Communications Center operating two (2) dedicated fire dispatch consoles. The FSAS solution shall fully integrate with Tyler Technologies CAD and comply with applicable NFPA 1221 / NFPA 1225 standards and ADA visual alerting guidance.

III. FIRE STATION LOCATIONS

The Fire Station Alerting System shall be deployed across all existing Macon-Bibb County Fire Department facilities, including the following twenty-two (22) fire stations:

1. Station 1 – 195 Coliseum Drive, Macon, GA 31201

2. Station 2 – 495 Monroe Street, Macon, GA 31201

3. Station 3 – 4036 Napier Avenue, Macon, GA 31204

4. Station 4 – 2148 Flight Line Avenue, Macon, GA 31216

5. Station 5 – 2265 Second Street, Macon, GA 31201

6. Station 6 – 525 Pio Nono Avenue, Macon, GA 31204

7. Station 7 – 1109 Rocky Creek Road, Macon, GA 31206

8. Station 8 – 3611 Mercer University Drive, Macon, GA 31204

9. Station 9 – 2303 Shurling Drive, Macon, GA 31211

10. Station 10 – 800 Oglethorpe Street, Macon, GA 31201

11. Station 11 – 3032 Riverside Drive, Macon, GA 31204

12. Station 12 – 5565 Bloomfield Road, Macon, GA 31206

13. Station 13 – 5077 Northside Drive, Macon, GA 31210

14. Station 14 – 5898 Mt. Pleasant Church Road, Macon, GA 31206

15. Station 15 – 8456 Eisenhower Parkway, Macon, GA 31052

16. Station 16 – 7099 Price Road, Macon, GA 31210

17. Station 17 – 3410 Jones Road, Macon, GA 31216

18. Station 18 – 7100 Peake Road, North Macon, GA 31220

19. Station 19 – 5462 New Forsyth Road, Macon, GA 31210

20. Station 20 – 2302 Weaver Road, Macon, GA 31217

21. Station 21 – 2930 Heath Road, Macon, GA 31206

22. Station 22 – 3947 Jeffersonville Road, Macon, GA 31217

Vendors shall account for station-specific layouts, construction differences, and operational requirements when proposing system design, equipment quantities, and installation approaches.

IV. SCOPE OF SERVICES

The selected vendor shall provide a Turnkey Fire Station Alerting System, including but not limited to:

• Complete FSAS hardware, software, and required networking components

• Integration with the County CAD system

• Installation at all designated fire stations and facilities

• System configuration, testing, and acceptance

• User and administrator training

• Warranty, maintenance, and lifecycle support

V. MINIMUM SYSTEM REQUIREMENTS

Proposed systems must meet or exceed the following minimum requirements:

ALERTING & NOTIFICATION

• Automated call alerts generated directly from CAD (no dispatcher voice announcement required)

• Computer-generated voice announcements that clearly announce:

o Incident type o Address o Units dispatched (CAD notes are not required to be read aloud)

• End-to-end alerting latency goal of less than one (1) second from dispatch

COMMUNICATIONS & REDUNDANCY

• Redundant communication paths include:

o Ethernet o Wi-Fi o Optional LTE/cellular failover

• Automatic failover between communication paths

STATION & ROOM-LEVEL ALERTING

• Room-specific alerting capability (e.g., dormitories, day rooms, apparatus bays, fitness areas)

• Zoned alerting with adjustable volume and lighting profiles

• Bed shaker alerting devices in all sleeping quarters

VISUAL & DISPLAY COMPONENTS

• Red LED visual alert lighting throughout stations

• Real-time call display boards (TVs/monitors) showing:

o All active department calls o Calls assigned specifically to that station

• Turnout timer displays with logging and reporting capability

COMPLIANCE

• Compliance with NFPA 1221 / 1225 standards

• Compliance with ADA visual alert guidance

IMPLEMENTATION REQUIREMENTS

Proposals must include a detailed implementation plan that addresses:

• Site-specific installation plans

• Project schedule and milestones

• Cutover strategy to prevent service disruption

• Testing and acceptance procedures

• Training for firefighters, officers, dispatch staff (if applicable), and administrative personnel

VI. SUPPORT, WARRANTY, AND MAINTENANCE

WARRANTY AND TECHNICAL SUPPORT

• Minimum one (1) year warranty covering all hardware, software, and system components

• 24/7/365 technical support with guaranteed phone and email access

• Vendor must guarantee that any required onsite repairs will be initiated within 2 hours of notification and completed within 24 hours under normal circumstances, or sooner if critical system components are affected, reflecting best practices for ISO Class 1 emergency response organizations

• Minimum one (1) year warranty covering all hardware, software, and system components

• 24/7/365 technical support with guaranteed phone and email access

SERVICE LEVEL AGREEMENT (SLA)

• Minimum 99.9% system uptime annually, excluding pre-scheduled maintenance

• Updates and upgrades must be scheduled during periods of low emergency call volume

VENDOR RESPONSE TIME

Vendors must provide binding, documented response times, including:

• Maximum time to begin remote diagnostics

• Maximum time to arrive onsite for critical failures

• Escalation procedures for unresolved issues

Response times must be addressed, at a minimum:

• System failures

• Critical malfunctions

• Communication outages

• Alerting disruptions

PENALTIES AND LIQUIDATED DAMAGES

Failure to meet SLA uptime or response-time commitments shall constitute a material breach of contract.

The County may impose penalties, including liquidated damages, which may escalate for repeated failures and may result in contract termination.

MAINTENANCE AND UPDATES

All maintenance, updates, and upgrades must be coordinated to occur during periods of minimal emergency call volume. Failure to comply may be considered a breach of contract.

RIGHT TO TERMINATE

Macon-Bibb County reserves the right to terminate the contract immediately for repeated or unresolved breaches, including failure to meet time requirements, response times, or improper scheduling of maintenance. Termination does not limit the County’s right to seek damages.

VII. SUBMITTAL FORMAT AND REQUIREMENTS

Submissions must be organized in a manner to display the required information in easily accessible to include a table of contents and labelled tabs:

Proposal Sections must include the following sections:

Executive Summary Project Technical Approach Project Implementation Plan/Timeline Qualifications and References Required Forms and Certifications

Note: Technical and Cost Proposals must be submitted in separate envelopes and titled as “Technical Proposal and Cost Proposal.”

Experience History of Company (including years in business) List of projects with similar scopes and size Contact information (including address(es), telephone/Fax numbers, email, etc.

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

Qualifications

Proven experience deploying fire station alerting systems Successful implementations for similar sized fire departments Financial stability and long-term viability Technical expertise in CAD system integration Ability to provide references upon request

Price Proposal Structure

Hardware Costs Software Licensing Fees Installation and Labor Cost Training Costs Recurring annual fees (maintenance, support, hosting) Optional modules and enhancements (All pricing must be valid for a minimum of 120 days from proposal submissions)

VII SCORING/EVALUATION CRITERIA (total possible number of points = 100)

Experience/Qualifications – Maximum 20 points Project Technical Approach – Maximum 25 Points Project Implementation Plan/Timeline – Maximum 25 Points Price Proposal – Maximum 30 Points

Note: Demo presentation of proposed product (s) Macon-Bibb County reserves the right to conduct interviews and negotiations.

VIII AWARD BASIS

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

VIIII. SUBCONTRACTOR REPORTING REQUIREMENTS

A. Contractor shall submit a “Subcontractor/Supplier Participation Report” on this contract quarterly to the Macon-Bibb County Office of Small Business Affairs which shall include the following:

1. The name of each subcontractor or supplier participating in the contract.

2. A description of the work to be performed, materials, supplies, and services provided by each subcontractor or supplier.

3. Whether each subcontractor or supplier is a minority owned, woman owned, LGBTQIA+ owned, veteran owned, disabled person owned, Certified Disadvantaged Business Entity, non-profit, or local business.

4. Whether each subcontractor is a supplier, subcontractor, or other.

5. The dollar value of each subcontract or supply agreement.

6. The actual payment to date of each subcontractor or supplier participating in the contract

B. The report shall be updated during the applicable quarter by the Contractor whenever any of the approved subcontractors or suppliers have completed the portion of the work they were contracted to perform. Copies of this report should be transmitted promptly to the Macon-Bibb County Office of Small Business Affairs.

C. The County may withhold any payment due to the Contractor on any project for failure to submit the Subcontractor/Supplier Report within thirty (30) days following the end of the calendar quarter or for the failure to submit updates to the quarterly report within thirty (30) days of any subcontractor or supplier having completed the portion of work they were contracted to perform.

Fire Station Alert System

Cost Proposal Bid Form

Item Title Cost

1. Hardware $

2. Software Licensing Fee $

3. Installation and Labor $

4. Training $

5. Recurring Annual Fee

(maintenance, support, hosting)

6. Optional modules and enhancements

TOTAL COST $

ESTIMATED DELIVERY TIMEFRAME____________

Please provide a fixed project cost to achieve the deliverables to complete the task listed in the Scope of Work/RFP.

I. Local Preference