REQUEST FOR PROPOSAL (RFP)

FOR

PUBLIC SAFETY RADIO SIMULCAST COMMUNICATION

TOWER EXPANSION – COUNTY’S TECHNICAL OWNER’S

REPRESENTATIVE

RFP #2606

Issued by:

County of Kenosha Purchasing Division

Sealed proposals must be submitted No later than 3:00 PM 3/17/2026 to:

County of Kenosha Purchasing Division

1010 56th Street, Second Floor Kenosha, WI 53140

LATE RESPONSES WILL BE REJECTED

A VIRTUAL PRE-PROPOSAL CONFERENCE FOR ALL VENDORS SHALL BE HELD ON:

2/17/2026 at 10:00 AM, CT Please email Matt.Fleming@kenoshacountywi.gov to request an invitation to the meeting. We will be using Microsoft Teams to conduct the meeting.

For further information regarding this RFP contact:

Matthew Fleming

(262) 653-2527

Matt.Fleming@kenoshacountywi.gov

Issued: 1/30/2026 mailto:Matt.Fleming@kenoshacountywi.gov

KENOSHA COUNTY RFP #2606

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TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1. INTRODUCTION AND OBJECTIVES

2. DEFINITIONS

3. STATEMENT OF WORK

4. PROPOSER QUALIFICATIONS

5. CALENDAR OF EVENTS

6. CONTRACT

7. PRE-PROPOSAL CONFERENCE and/or PRE-PROPOSAL SITE VISIT

8. VENDOR REGISTRATION

9. THIRD PARTY RFP SERVICES

10. QUESTIONS & ADDENDA

11. PRICES

12. RFP SUBMISSION

13. INSTRUCTIONS TO VENDORS & RESPONSE REQUIREMENTS

14. CONFIDENTIALITY/NON-DISCLOSURE

15. ERRORS OR OMISSIONS

16. VENDOR RESPONSIBILITY

17. EVALUATION & AWARD PROCESS

18. ASSIGNMENT AND SUBCONTRACTING

19. INVOICING REQUIREMENTS

20. CONFIDENTIALITY

21. SPECIAL CONDITIONS OF THIS PROPOSAL

ATTACHMENT A – SIGNATURE AND AUTHORITY AFFIDAVIT FORM

ATTACHMENT B – REFERENCES SHEET

ATTACHMENT C – COST PROPOSAL

ATTACHMENT D – ETHICS COMPLIANCE NOTICE & ADDENDUM

ATTACHMENT E – DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

ATTACHMENT F – STANDARD TERMS AND CONDITIONS

WISCONSIN PAGE 3 OF 31

1. INTRODUCTION AND OBJECTIVES

In 2020, Kenosha County implemented the Kenosha County Public Safety Simulcast System to improve radio coverage for Sheriff and Kenosha Fire communications. With this construction the system performance improved coverage countywide, however notable gaps remain in the geographic areas of the Village of Twin Lakes, the Town of Wheatland, and the Town of Randall. These gaps are largely due to topography and the distance and orientation of existing communication towers.

The coverage deficiencies have resulted in intermittent or failed reception of radio dispatch notifications by fire and EMS personnel, difficulty for the Emergency Communications Center (ECC) to hear responders in the field, and problems with responders hearing one another during emergency incidents.

These impairments represent a material public safety risk.

There are a total of 19 Law Enforcement and Fire Protection/EMS agencies that operate in Kenosha County. These are as follows:

1. Law Enforcement (9 total)

a. Kenosha County Sheriff’s Office*

b. Kenosha Police Department*

c. Pleasant Prairie Police

d. Twin Lakes Police

e. UW-Parkside Police

f. Randall Water Patrol*

g. Paddock Lake Water Patrol*

h. Wheatland Town Police*

2. Fire Protection and EMS (10 total)

a. Kenosha Fire Department *

b. Pleasant Prairie Fire/Rescue Department*

c. Somers Fire/Rescue Department*

d. Bristol Fire/Rescue Department*

e. Paris Fire/Rescue Department*

f. Salem Lakes Fire/Rescue Department*

g. Randall Fire Department*

h. Wheatland Fire Department*

i. Twin Lakes Fire/Rescue Department*1

[Note – Kenosha Joint Services dispatch has the ability to communicate with all of these agencies. They also provide full radio dispatch services to the agencies that are identified with an *]

Kenosha County intends to construct an additional transmit/receive radio tower, tentatively evaluated to be located at Kenosha County Veterans Memorial Park, to improve radio coverage for mobile, portable, and paging systems in the affected areas.

Kenosha County is soliciting proposals from qualified firms to act as the County’s technical owner’s representative to oversee, monitor, and validate the design, procurement, and construction performed by a Designer/Engineer and General Contractor (hired under separate contracts). The Consultant will ensure that design outputs, site due diligence, permitting, bidding, construction, commissioning, and system activation are completed in accordance with County expectations, industry standards, and public safety performance requirements.

Overview of the Simulcast Radio Communication Network (“Kenosha County Simulcast Assessment and Feasibility Study - Revised 1/17/2017”, Evans Associates pg.15)

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a. The Simulcast Architecture: features improved spectrum efficiency by making maximum use of each communications channel and increasing coverage area;

b. More “Traffic” Per Channel: Simulcast protocols allow the same frequency pairs to be utilized throughout the county by synchronizing the channels presently used at one site with the same channels at other county locations. This permits closely defined transmit sources with the ability to carry more data and higher density voice traffic over a wide area without interference;

c. Multiple Site Transmission: The simultaneous use of multiple sites increases the ability of portable and mobile radios to compensate for obstructions in the signal path, resulting in greater coverage and higher building penetration;

g. Digital Modulation: Digital modulation and interoperability is supported by simulcast systems. This enables encryption and ensures inter-system compatibility with other state and federal encryption systems.

h. Backbone: To utilize a new simulcast system, the tower-to-tower backbone (whether microwave or fiber) must be GPS locked and the base station equipment must be designed for high-stability and low phase delay. This results in a somewhat higher interconnect cost.

2. DEFINITIONS

Definitions: The following definitions are used throughout the RFP documents:

Contractor means a Proposer awarded the contract County means the County of Kenosha Wisconsin Proposer/Vendor means a company or individual submitting a response to this RFP Purchasing means the County of Kenosha Purchasing Division RFP means Request for Proposal State means the State of Wisconsin

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Vendor Portal means the State of Wisconsin’s Vendor Portal (eSupplier)

3. STATEMENT OF WORK

The selected Consultant shall perform, at a minimum, the following:

A. Program Oversight & Preliminary Confirmation

1. Review design consultant’s Simulcast System documentation, modeling, and performance assumptions for accuracy and completeness.

2. Validate coverage gap analysis and propagation modeling findings; provide written concurrence or documented concerns with recommendations.

3. Confirm proposed tower location, height, antenna configurations, and backhaul path meet operational objectives.

4. Review siting alternatives and siting recommendation report prepared by the Designer;

provide County with concurrence letter or correction summary.

5. Assist County with milestone schedule validation; monitor schedule compliance. The County desires tower operational in 2027.

B. Design Review & Compliance Monitoring

1. Perform periodic reviews of design submissions (30%, 60%, 90%, 100%) for technical adequacy, constructability, and alignment with County goals.

2. Confirm Designer identification and coordination of survey, geotechnical, environmental, FCC/FAA, SHPO, and land use permitting requirements.

3. Verify that NEPA/Section 106 triggers are addressed if applicable.

4. Validate integration requirements with existing Simulcast System infrastructure.

5. Submit written design review comments at each milestone; track resolution.

C. Procurement Phase Oversight

1. Review bid documents for completeness prior to advertisement.

2. Assist with responses to bidder questions and addendum review (addendum drafting remains responsibility of Designer).

3. Attend bid opening; perform technical evaluation of bids and provide recommendation for award.

D. Construction Monitoring & Owner Representation

1. Provide on-site or virtual progress meetings with County, Designer, and Contractor.

2. Review and confirm Contractor submittals, shop drawings, RFIs, change orders, and pay applications for technical accuracy and contract compliance.

3. Perform periodic construction site observation visits to verify compliance with plans/specifications (minimum frequency to be proposed).

4. Document field conditions, non-conforming work, deficiencies, and corrective actions required.

5. Support County in managing critical path items, schedule impacts, and contractor performance documentation.

6. Monitor system activation, testing, optimization, and commissioning to validate performance against design intent.

7. Confirm system acceptance testing meets operational objectives for coverage, paging reliability, and ECC reception.

E. Meetings, Documentation, & Reporting

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1. Project kickoff meeting; attend technical work sessions; facilitate up to:

o 4 technical coordination meetings o 2 Task Force review meetings o 2 public information/open house sessions o 3 presentations to County committees or Board

2. Maintain a project decision log, issue log, and risk register.

3. Deliver monthly status reports summarizing design/construction progress, contractor compliance, and emerging issues.

4. Provide final project closeout documentation including punch list resolution and acceptance verification.

F. Deliverables

• Written design review reports (with tracked issues and resolution documentation)

• Site visit field reports with photos and deficiencies noted

• Monthly progress memos

• Independent performance verification summary at commissioning

• Final acceptance recommendation letter

4. PROPOSER QUALIFICATIONS

Minimum Firm Qualifications:

1. Public Safety Radio / Simulcast Systems Expertise

• Minimum 5 years of experience with public safety radio communication systems (P25, simulcast, microwave backhaul, paging systems).

• Demonstrated knowledge of coverage modeling tools (e.g., EDX, RadioSoft, ATDI, or comparable).

• Experience verifying and validating RF design prepared by others—not just designing systems.

2. Owner’s Representative / Construction

• Documented experience acting as the Owner’s Representative for municipal, county, or state public safety communication projects.

• Experience with construction oversight, quality assurance documentation, pay application review, and change order evaluation.

• Knowledge of contract administration, contractor performance documentation, and schedule compliance management.

3. Radio Tower and Site Infrastructure

Experience monitoring design and construction of:

• Radio or telecommunications towers (monopole, lattice, guyed, etc.)

• Foundation systems and structural requirements

• Shelter/equipment pads, grounding systems, and electrical/utility coordination.

• Understanding of antenna/cabling/backhaul integration and shelter/tower interface infrastructure.

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4. Regulatory and Permitting Knowledge:

The Proposer must demonstrate familiarity with:

• FCC licensing/coordination

• FAA reporting (Form 7460), tower lighting & obstruction marking

• NEPA / Section 106 (as applicable)

• State historic preservation processes (e.g., Wisconsin SHPO)

• Local zoning, environmental, shoreland, wetland, and parklands permitting

Ability to track permit obligations and ensure design consultant compliance.

5. Emergency Services Operational Knowledge

Experience working with:

• Fire/EMS Radio Paging

• ECC dispatch centers

• Law enforcement interoperability requirements

Familiarity with multi-agency governance and communication protocols.

6. Project Management and Communication

Assigned Project Manager must hold one or more of the following or equivalent experience:

• PMP (Project Management Professional)

• Certified Construction Manager (CCM)

• Certified Radio Communications Professional or similar credential

Must demonstrate ability to lead public communication, present to elected bodies, and coordinate Task Force/technical meetings.

7. Wisconsin / Regional Experience

Experience with:

• Wisconsin statutory permitting and procurement frameworks

• Public safety system integration in counties with topographical variability

Prior work with municipal or county governments in the Midwest is advantageous.

Minimum Key Personnel Qualifications

1. Project Manager

The designated Project Manager shall have managed at least three (3) public safety radio tower/tower-extension projects of similar scope.

2. Radio Communications Specialist

The RF lead shall possess at least five (5) years of experience on P25 simulcast and/or microwave backhaul projects for public safety.

3. Construction Oversight Technician/Engineer

This individual will be responsible for site monitoring and field reporting.

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4. Regulatory / Permitting Coordinator

This individual will be responsible for identifying compliance pathways.

Note: One individual may fulfill multiple roles if qualifications allow. Resumes required.

5. CALENDAR OF EVENTS

This calendar is subject to change at the sole discretion of Kenosha County. All attempts will be made to adhere to this calendar. However, due to circumstances beyond our control, it may be necessary to modify the events and/or dates and times.

Event Date

RFP Issued 2/2/2026

Virtual Pre-Proposal Conference via Teams 2/17/2026 @ 10:00 AM

Last Date for Questions 2/24/2026 @ 5:00 PM

Addendum Posted (estimated and if needed) 3/3/2026 @ 5:00 PM

Proposals Due 3/17/2026 @ 3:00 PM

Possible Vendor Presentations (estimated) 4/10/2026

Contract Award (estimated) 4/24/2026

Work Commences (estimated) 4/27/2026

6. CONTRACT

The contract for this project will consist of this Request for Proposals document, the specification documents and any associated exhibits, drawings, or additional documents, the Contractor’s proposal response with all required forms, any addenda that may be issued, any negotiated terms and conditions, and a Kenosha County standard professional services contract.

Contract will begin immediately upon award and will continue until project completion. It is the expectation of Kenosha County that this project will be operational in 2027.

7. PRE-PROPOSAL CONFERENCE and/or PRE-PROPOSAL SITE VISIT

A virtual vendor pre-proposal meeting will be held at 10:00 AM on 2/17/2026 via Teams. Please email matt.fleming@kenoshacountywi.gov to request a Teams invitation to the meeting. An addendum will be issued if the meeting is changed or cancelled. This meeting is suggested but not required, failure to attend or to examine any and all RFP documents prior to submitting a response will in no way relieve the successful Contractor from the necessity of furnishing, without additional cost to the County, any materials or equipment or performing any work that may be required to complete the work in accordance with the specifications. No additional charges shall be allowed for lack of information.

8. VENDOR REGISTRATION

Complete Proposal packages may be obtained from the State of Wisconsin’s VendorNet website https://vendornet.wi.gov/. To receive notifications of addendum and future bids and proposals, vendors must register with https://esupplier.wi.gov. There is no fee to register. If you do not have internet access, contact this office for a hard copy of this RFP.

9. THIRD PARTY RFP SERVICES

Kenosha County is not responsible for the content of any RFP response package received through any 3rd party service. It is the sole responsibility of the vendor to ensure the completeness of the documents received through any 3rd party source.

mailto:matt.fleming@kenoshacountywi.gov https://vendornet.wi.gov/ https://esupplier.wi.gov/

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10. QUESTIONS & ADDENDA

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, they shall notify the contact person named below of such error and request a modification or clarification.

Any communications or questions regarding the requirements, specifications, or special conditions of RFP should be written and submitted to Purchasing as soon as possible, but no later than February 24, 2026. Purchasing will respond to questions if necessary by issuing an official addendum, posted on The State of Wisconsin’s Vendor Portal. Any and all addenda issued as part of this RFP shall become part of the requirements of this RFP and will be made part of the contract. Vendors are responsible for checking the portal for any addenda before submitting a response. Failure to acknowledge addenda may disqualify your proposal response.

Any correspondence or questions submitted must include the RFP number.

Submit questions in writing via email to:

Matthew Fleming, Purchasing Director, e-mail: matt.fleming@kenoshacountywi.gov

No other employee or representative of Kenosha County is authorized to interpret or give information as to the requirements of this RFP in addition to that contained in or amended to this written RFP document. Vendors are instructed not to contact any other County department or employee regarding this RFP. Any unauthorized contact regarding this RFP may be cause for the rejection of your proposal, at the sole discretion of the County.

11. PRICES

Proposal prices must be in US dollars, complete and inclusive of all charges at the time of submission.

Vendor is responsible for any delivery charges, freight, importing/exporting fees and services, tariff charges, licensing, or any other fees associated with this project.

Proposer certifies that prices, terms and conditions in the proposal will be firm for acceptance for a period of (90) days from the date of opening unless otherwise stated by Kenosha County. Proposals may not be withdrawn before the expiration of (90) days. Prices shall be firm with no escalator clauses unless specified by Kenosha County. Proposals may be withdrawn after ninety (90) days only upon written notification to Kenosha County.

Vendor must utilize the enclosed Cost Proposal form.

12. RFP SUBMISSION

In a sealed container, Proposers must submit one original master copy (so marked) and four (4) identical photocopies (so marked) securely bound in a ring binder or comb/wire binding. Additionally, one soft copy on a USB storage device must be included with the hardcopies in the sealed container. DO NOT EMAIL AN ELECTRONIC COPY OF THE PROPOSAL TO THE COUNTY PRIOR TO THE DUE DATE. Fax, email, or online response will not be accepted.

Delivery of a response to any other Kenosha County department or office is not acceptable and may result in your response arriving late in the Purchasing Division office. Receipt of a response by the US mail system does not constitute receipt by Purchasing. Late responses will not be accepted.

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The following information must be clearly marked on the front of the envelope/shipping package:

Name & Address of Vender Due Date of RFP RFP Number & Title

The following sample mailing label is provided here for your convenience:

13. INSTRUCTIONS TO VENDORS & RESPONSE REQUIREMENTS

13.1 Thoroughly examine the scope of work, schedule, instructions and all other solicitation documents and make all investigations necessary to be familiar with conditions that affect the proposal. No pleas of ignorance by the proposer as a result of failure to investigate or examine conditions or failure to fulfill details of the contractual documents will be accepted as a basis for varying the requirements of the County or changing the compensation due.

13.2 Provide all required information on the forms furnished in this document. Print or type name on the proposal and manually sign all copies in the space and on the forms provided. If you obtained this solicitation electronically, your response shall not contain any alteration to the document posted other than entering required data in the spaces provided or including attachments as necessary. By submission of a response, offeror affirms that no alteration of any kind has been made to this solicitation.

13.3 Do not include federal taxes or State of Wisconsin taxes in prices since the County of Kenosha is exempt from payment of these taxes.

13.4 All proposals must be current and final at the time of opening in order to be considered responsive. No proposal will be accepted for consideration, and no award will be made, if at the time of opening anything contained therein is contingent upon, or subject to, any outstanding review, certification, or approval by any party that has not been received.

From:

To: Matthew Fleming Purchasing Director Kenosha County Purchasing Division 1010 – 56th Street Kenosha, WI 53140

RFP RESPONSE

RFP #2606 Public Safety Radio Simulcast Communication Tower Expansion

– County’s Technical Owner’s Representative Due Date: 3/17/2026 at 3:00 PM

Sample

Mailing

Label

WISCONSIN PAGE 11 OF 31

13.5 The following chart details the required proposal outline and specifies the minimum content of the proposal sections. Proposals should be organized in tabbed sections following this chart and each point listed below should be addressed in your proposal.

Tab Title Contents:

A

Letter of Transmittal

Include a signed and dated letter of transmittal offering your proposal for the County’s consideration, signed by an authorized agent of your company.

B

Table of Contents

A table of contents should be included, and each page of the proposal should be consecutively numbered.

C

Public Safety Radio and Simulcast System Expertise

Describe your ability to meet the following requirements:

• Minimum 5 years of experience with public safety radio communication systems (P25, simulcast, microwave backhaul, paging systems).

• Demonstrated knowledge of coverage modeling tools (e.g., EDX, RadioSoft, ATDI, or comparable).

• Experience verifying and validating RF design prepared by others— not just designing systems.

• Discuss your company’s ability to be flexible to meet the service needs of the County

• Include the company’s Dun & Bradstreet number.

D

Owner’s Representative / Construction Monitoring

• Provide documented experience acting as the Owner’s Representative for municipal, county, or state public safety communication projects.

• Describe your experience with construction oversight, quality assurance documentation, pay application review, and change order evaluation.

• Provide Knowledge of contract administration, contractor performance documentation, and schedule compliance management.

E Radio Tower & Site Infrastructure

• Provide Experience monitoring design and construction of:

• Radio or telecommunications towers (monopole, lattice, guyed, etc.)

• Foundation systems and structural requirements

• Shelter/equipment pads, grounding systems, and electrical/utility coordination

• Detail your understanding of antenna/cabling/backhaul integration and shelter/tower interface infrastructure.

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F Regulatory and Permitting Knowledge

• Describe your demonstrated familiarity with:

• FCC licensing/coordination

• FAA reporting (Form 7460), tower lighting & obstruction marking

• NEPA / Section 106 (as applicable)

• State historic preservation processes (e.g., Wisconsin

SHPO)

• Local zoning, environmental, shoreland, wetland, and parklands permitting

• Explain your ability to track permit obligations and ensure design consultant compliance.

G Emergency Services Operational Knowledge

• Provide experience working with:

• Fire/EMS Radio Paging

• ECC dispatch centers

• Law enforcement interoperability requirements

• Describe your familiarity with multi-agency governance and communication protocols.

H Project Management & Communication

• Assigned Project Manager must hold one or more of the following or equivalent experience: (Describe which they hold)

• PMP (Project Management Professional)

• Certified Construction Manager (CCM)

• Certified Radio Communications Professional or similar credential

• Describe their ability to lead public communication, present to elected bodies, and coordinate Task Force/technical meetings.

I Wisconsin / Regional Experience

• Provide experience with:

• Wisconsin statutory permitting and procurement frameworks

• Public safety system integration in counties with topographical variability

• Detail prior work with municipal or county governments in the Midwest is advantageous.

J Exceptions, Terms and compliance Documents

• Provide a detailed narrative of any exceptions you take to the Statement of Work or Terms and Conditions of this RFP.

• If no exceptions are taken, include a statement to that effect.

• Insurance certificate or statement of insurability meeting County limits

• Completed required forms (non-collusion, debarment, W-9, etc.)

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K

Reference Accounts

List of up to four (4) with a minimum of three (3) comparable completed projects with:

• Owner name, location, year completed

• Tower type / height / scope

• Construction value

• Role of the proposer (prime vs. sub)

• Owner reference with name, phone, and email

• Kenosha County may also consider reference responses from accounts not listed in your proposal.

• All information provided must be current and correct. Kenosha County will not attempt to search for current information that is not provided.

• Representative deliverables (e.g., redacted coverage maps, sample design packages, microwave link reports)

• A narrative describing compliance with NFPA, FCC Part 90, R56, and TIA-222 requirements

• Disclosure of any vendor/manufacturer relationships or conflicts of interest

L

Vendor Forms

• Complete the Vendor Acceptance Form and insert it into your proposal

• Complete the Ethics Compliance Notice & Addendum

• Complete the Designation of Confidential and proprietary

Information Form and insert it into your proposal.

In a separate sealed envelope:

M

Cost Proposal

• Fee by major task and subtask (lump sum or NTE as required)

• Hourly rate schedule by classification for all team members

• Estimated hours by task and by staff title

• List of reimbursable items and billing basis

• Assumptions and exclusions that materially affect fee

N Value-Add /

Optional Services

(Optional)

Any innovations, alternatives, or scope enhancements that would:

• Reduce risk

• Improve long-term reliability

• Accelerate delivery

• Increase coverage performance or resiliency

14. CONFIDENTIALITY/NON-DISCLOSURE

It is the intent of the County that all proposals received will remain sealed and confidential until the due date. After the due date, only the names of the proposing firms will be released upon request, no other information will be provided until evaluations are complete.

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Once the process is complete, no information submitted as a part of this RFP process shall be considered proprietary or confidential unless claimed as a trade secret on the enclosed form “Designation of

Confidential and Proprietary Information”.

By submitting a proposal, vendors acknowledge that the County may be required under the law to make its records available for public inspection at any time during this RFP process. All Vendors acknowledge and agree that the County will have no obligation or any liability to the Vendor in the event that the

County must disclose these materials.

15. ERRORS OR OMISSIONS

Kenosha County reserves the right to permit cure of, or waive as an informality, any irregularities or technicalities contained in any proposal submitted, at the sole discretion of the County, provided such waiver does not substantially change the offer or provide a competitive advantage to any vendor.

Contracts will be awarded in the best interests of the County.

16. VENDOR RESPONSIBILITY

A proposal response may be rejected if a vendor fails to meet any one of the following qualifications:

16.1 Financial and Organizational Capacity: Factors to be considered include, but are not limited to, assets, liabilities, recent bankruptcies, equipment, facilities, personnel resources and expertise, availability in consideration of other business commitments, or existence of appropriate accounting and auditing procedures for control of property and funds.

16.2 Legal Authority: Factors to be considered include, but are not limited to, authority to do business in the State of Wisconsin, licensing, debarment by the State of Wisconsin or Federal Government due to a prevailing wage violation, OSHA violations, violations of other local, state or Federal law, etc.

16.3 Integrity: Factors to be considered include, but are not limited to, criminal indictments or convictions, civil fines and injunctions imposed by governmental agencies, anti-trust investigations, ethical violations, tax delinquencies, debarment by federal, state or local governments, or prior determinations of integrity-related non-responsibility.

16.4 Previous Contract Performance: Factors to be considered may include reports of less than satisfactory performance, early contract termination for cause, contract abandonment, court determinations of breach of contract, etc.

17. EVALUATION & AWARD PROCESS

17.1 Evaluation Committee

The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of Purchasing.

17.2 Right to reject proposals

The County reserves the right to reject any and all proposals.

17.3 Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated

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criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.

17.4 Evaluation Criteria

The proposals will be scored using the following criteria:

EVALUATION CRITERIA

MAXIMUM

POINT

VALUES

Public Safety Radio and Simulcast Expertise 15

Owner’s Representative / Construction Monitoring 15

Radio Tower & Site Infrastructure 10

Regulatory and Permitting Knowledge 10

Emergency Services Operational Knowledge 15

Project Management and Communication 10

Wisconsin / Regional Experience 5

Cost Proposal 20

TOTAL 100

17.5 Interviews/Presentations and/or Demonstrations

Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/presentations to support and clarify their proposals, if requested by the County. The

County will make every reasonable attempt to schedule the interview/presentation on the date specified in the Calendar of Events. The proposer is required to have key members of staff attend the interview and be prepared to present and respond to questions. Failure of a proposer to complete a scheduled interview/presentation to the County may result in rejection of that proposer's proposal. The County may conduct reviews of the vendor’s work and/or contact references to clarify or confirm proposal information.

17.6 Final Evaluation

Upon completion of any interviews/presentations and/or demonstrations by proposers, the

County's evaluation team will review their evaluations and adjust the scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

17.7 Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete.

Alternatively, the highest proposer or proposers may be requested to submit Best and Final Offers

(BAFO). If the County requests Best and Final Offers, they will be evaluated against the stated criteria outlined in the BAFO, scored, and ranked by the evaluation committee. The award may then be granted to the highest scoring BAFO. However, a proposer should not expect that the

County will request a Best and Final Offer.

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18. ASSIGNMENT AND SUBCONTRACTING

The selected Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title or interest in, to any person, firm or corporation without the written consent of Kenosha County. If Kenosha County permits the use of subcontractors, the following will apply:

The contractor is the prime contractor. A prime contractor is the vendor who provides a service and receives a payment for that service. The County considers the prime contractor to be the sole point of contact with regards to contractual matters, including the performance of the services and the payment of any and all charges resulting for contractual obligations.

The prime contractor will be responsible for the contract performance when subcontractors are used.

However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the contractor must clearly identify the subcontractor including length of time the subcontractor has been used by the prime contractor and other projects.

The prime contractor shall provide the County with the names of any subcontractors used for the performance of any part of this contract. The existence of the subcontractor does not relieve or reduce the prime contractor of any liability to the County for any breach in the performance of the prime contractor’s duties. The prime contractor agrees that all subcontractors shall be agents of the prime contractor and the prime contractor agrees to hold harmless hereunder for any loss or damage of any kind occasioned by the acts of omissions of prime contractors, subcontracts, their agents or employees.

19. INVOICING REQUIREMENTS

The County’s terms are to pay or reject invoices within 30 days of receipt. Before payment is made, it also must verify that all invoiced charges are correct as per this contract. Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment requires that your invoices be clear and complete in conformity with the instructions below.

All invoices must be itemized showing:

a. Purchase order number

b. RFP number

c. Vendor remit to address

d. Complete detailed product or service description as stated on your RFP

e. Prices per the Contract

The original invoice must be sent to the bill-to address shown on the Purchase Order.

20. CONFIDENTIALITY

Contractor acknowledges that some of the data and documentation it may become privy to in the performance of this contract is of a confidential nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information.

Contractor or its employees and subcontractors will not reuse, sell, or make use in any format the data researched or compiled for this contract for any venture, profitable or not, outside this contract.

Contractor agrees to observe complete confidentiality with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the

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County's or the manufacturer's, or distributor's whereby Contractor or any Contractor's personnel may gain access while engaged by the County or while on County premises.

The restrictions herein shall survive the termination of this contract for any reason and shall continue in full force and effect and shall be binding upon the Contractor or its agents, employees, successors, assigns, subcontractors, or any party claiming an interest in this contract on behalf of or under the rights of Contractor following any termination. Contractor shall advise all Contractor's agents, employees, successors, assigns and subcontractors which are engaged by the County of the restrictions, present and continuing, set forth herein. Contractor shall be liable for all damages resulting from its breach of confidentiality and defend and incur all costs, if any, for actions that arise as a result of noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors regarding the restrictions herein.

21. SPECIAL CONDITIONS OF THIS PROPOSAL

21.1 Indemnity and Insurance Requirements

A proposal response may be rejected if a vendor fails to meet any one of the following insurance requirements:

21.1.1. Contractor agrees to indemnify, hold harmless and defend Kenosha County, its officers, agents and employees from any and all liability including claims, demands, losses, costs, damages and expenses of every kind and description or damage to persons or property arising out of or in connection with or occurring during the course of this agreement where such liability is founded upon or occurring out of the acts or omissions of the Contractor, its agents or employees, regardless of whether or not it is caused in part by Kenosha County. Contractor shall notify Kenosha County immediately upon the commencement of any litigation against Contractor where there is any possibility Kenosha County may be made a party thereto. Should Contractor hire/engage any subcontractor(s) to perform work on its behalf or in conjunction with Contractor’s work, Contractor will require such subcontractor(s) to carry the same insurance as is outlined and required below of the Contractor.

21.1.2. Contractor agrees to protect itself and Kenosha County under the indemnity agreement set forth in the above paragraph. Contractor will at all times during the terms of this Contract keep in force and effect the insurances listed below and such insurance policies must be issued by a company or companies rated A- VII or better by AM Best and authorized to do business in the State of Wisconsin with the following minimum limits of coverage;

Commercial General Liability *

Each Occurrence $1,000,000

General Aggregate $2,000,000

Products – Completed Operations Aggregate $2,000,000

Professional Liability* $1,000,000

Automobile Liability – Combined Single Limit * $1,000,000

Excess/Umbrella Liability – Each Occurrence and Aggregate Limits *

$1,000,000

Workers Compensation Statutory Limits

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Employer’s Liability – Each Accident / Disease Each Employee / Disease Policy Limit *

$500,000 Each

*Or such higher limits sufficient for these insurance policies to be scheduled under the Umbrella policy.

21.1.3. Coverage afforded shall apply as primary with Kenosha County named as an additional insured on the commercial general, and excess/umbrella liability policies. Contractor shall give 30 days advance written notice of cancellation or non-renewal during the term of this Contract. An endorsement in favor of Kenosha County waiving the Contractor’s and its insurer’s rights of subrogation shall be issued with respect to the Commercial General Liability, Comprehensive Auto Liability, and Workers’ Compensation and Employers Liability policies. Evidence of this endorsement must be noted on the certificate of insurance.

21.1.4. Contractor shall not discontinue or change any of the above referenced liability insurance policies in effect during any part of this contract without buying “tail end” insurance to cover potential claims that may have occurred during the term of this agreement. Completed Operations and Products liability insurance shall be maintained for a period of 2-years after completion and acceptance of the Project by Contractor, or such longer period as may be reasonably required by Kenosha County. The hold harmless, indemnity and insurance provisions of this contract shall survive the termination of this contract and shall remain operative until the time that all potential claims or potential civil actions by the parties or by third parties shall expire under existing law.

21.1.5. Upon execution of this Contract, the Contractor shall furnish Kenosha County with a certificate of insurance, showing evidence of the above requirements. Certificate must be submitted to Kenosha County within four (4) business days after receipt of purchase order, execution of contract or other written authorization. If certificate is not submitted within four (4) business days, Kenosha County, at its sole discretion, may void the contract and award to the next highest scoring vendor.

21.2 CHANGES IN THE WORK

No changes in the work may be made by the Contractor without having prior written approval of the County. The County may at any time, without invalidating the Contract and without notice to Sureties, order changes in the work by written Change Order or Field Order. Such changes may include additions and/or deletions. No officer, employee or agent of the County is authorized to direct any extra or changed work verbally, except in an emergency endangering life or property.

The County shall not be liable to the Contractor for any increased compensation without such written order.

21.3 NO REIMBURSEMENT FOR EXPENSE OF PROPOSALS

The County will not reimburse vendors for any costs associated with the preparation and submittal of any proposal, nor for any travel and/or per diem costs if any are incurred.

21.4 EQUIPMENT AND/OR MATERIALS ON SITE

The successful Contractor or an authorized representative must be present to accept delivery at the job site of all equipment and material shipments that are part of the contract. It shall be the contractor’s responsibility to assume all liability for any equipment or materials delivered to the job site. Delivery of any equipment or materials any day ‘before’ work will proceed must be coordinated with the County. The Contractor is responsible for the security and safety of equipment or materials onsite.

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ATTACHMENT A SIGNATURE AND AUTHORITY AFFIDAVIT FORM

COMPANY NAME: _____________________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this RFP.

Name __________________________ Title ______________________________

Phone ( ) ______________________ Toll Free Phone ( ) __________________________

Fax ( ) ______________________ Email Address ___________________________

In signing this RFP, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a response; that this RFP has been independently arrived at without collusion with any other vendor, competitor or potential competitor;

that this RFP has not been knowingly disclosed prior to the due date to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the specifications, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the services, materials or products described in the specifications relating to this

RFP.

I further certify that I am a duly authorized agent of this company, I have examined this proposal from the written specifications and information and have checked the same in detail before submitting said proposal to the County. I have full authority to make such statements and submit this proposal, and all statements submitted are true and correct.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

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ATTACHMENT B REFERENCES

Vendor: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document.

Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

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ATTACHMENT C

Cost Proposal

Proposer Name: ___________________________________________________________________________

Submit original plus one copy (Submit in separate envelope within proposal package)

Lump sum to provide all labor, materials, and fees, to complete all work outlined in the scope of work per proposal terms, conditions, and specifications.

(20 Points)

Include a breakdown of the following aspects of your cost proposal:

• Fee by major task and subtask (lump sum or NTE as required)

• Hourly rate schedule by classification for all team members

• Estimated hours by task and by staff title

• List of reimbursable items and billing basis

• Assumptions and exclusions that materially affect fee

Purchasing will score the cost proposals 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 firm 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.

Lowest Cost Proposed

Constant _ X Maximum Points Assigned to Cost = Score

Other Proposed Cost

Kenosha County is exempt from Federal Excise and Wisconsin Sales Taxes, 77.54(9a)(b) WI Stats.

Kenosha County’s CES number is 008-1020421892-06.

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ATTACHMENT D

ETHICS COMPLIANCE NOTICE & ADDENDUM

PUBLIC NOTICE PERTAINING TO ALL REQUESTS FOR PROPOSALS AND BIDS REGARDING KENOSHA COUNTY

POLICY ON ETHICS IN GOVERNMENT

In addition to ethical standards set forth in Wisconsin Statutes Section 19.59 for all County employees and officials [either elected or appointed] Kenosha County has adopted an Ethics Policy that is applicable to County employees in conducting county business. That policy may be reviewed at http://www.kenoshacounty.org/DocumentCenter/Home/View/578

The Ethics Policy is intended to ensure that public trust in Kenosha County government is maintained and that decisions affecting the county and its citizens are made fairly and impartially for the benefit of all citizens and not for personal gain. This policy precludes:

• the misuse or misappropriation of County property or funds for personal use or otherwise,

• use or disclosure of confidential information for personal gain or otherwise,

• elimination of conflicts of interests, receipt of gifts or favors or other considerations of value by County employees,

• the use of the employee’s public position to influence or gain unlawful benefits or to influence or gain advantages or privileges for the employee,

• and the conducting of personal business or campaigning during working hours.

This policy, furthermore, requires employees to disclose and report to the proper authorities any violation of this policy by either other employees or by any nonemployee or citizen seeking to or aiding or abetting in efforts to circumvent this policy. Any employee failing to make such disclosure or report is subject to discipline.

Contracts with Kenosha County also require that any party contracting with Kenosha County also report any violation to either the District Attorney or Corporation Counsel for Kenosha County.

In addition, Wisconsin Statutes Sections, 946.12 involving misconduct in public office and 946.13 involving a private interest in a public contract are considered Class 1 felonies and activity considered in violation of these statutes will be reported to the Kenosha County Sheriff for investigation and the Kenosha County District

Attorney for prosecution.

In submitting a bid or proposal in response to a request for bids or proposals, a party must acknowledge both in this response as well as in any subsequent contract that:

1. The party has read this notice in its entirety, understands its content and agrees to be bound by the provisions herein, and

2. The party knows of no conflicts of interest or appearance of a conflict or appearance of an impropriety on the part of any current or former…