3-RFP-AVElectricalDBServices-062725.docx

Jefferson County

Request for Proposals

Project # 25-14828H-EM

Phase 1-Design/Build and Implementation This project was supported by grant #23EOC24-JEFFCO, issued by the Colorado Division of Homeland Security and Emergency Management.

Funding for this project is from the Department of Homeland Security/Federal Emergency Management Agency (FEMA) via the Colorado Department of Public Safety; Assistance Listing Number: 97.052.

Phase 2-Ongoing Maintenance Phase 2 may be funded by future federal, state, county or other funding sources

Project name: RFP: Audio/Visual, Electrical, Data Design/Build Services-FED

July 2025

RFP TITLE - 5 - Project – #

CONTENTS

APPENDICES

· Jefferson County Statement of Work for Dakota Building EOC Audio/Visual, Electrical and Data and attachments

I. INTRODUCTION

This Request for Proposals is for a Design/Build Contractor to provide the design and construction for the infrastructure and connection to the current 1st floor EOC, 1st floor radio room, 2nd floor west training room, 1st floor Media Briefing Room (Wilbur Richie Room), and basement spaces into what will collectively be known as Jefferson County’s EOC. This is phase one of this project and will be contracted through an implementation contract. The funding for phase one of this project is from the Department of Homeland Security/Federal Emergency Management Agency (FEMA) via the Colorado Department of Public Safety; Assistance Listing Number: 97.052.

Phase two for this project is the ongoing services that may be required once the system is installed and implementation contract completed. It is anticipated that this phase will be contracted via an ongoing services contract. Funding for phase two may be from federal, state, County or other sources to be determined at a future date.

The County may utilize the same contractor selected in phase one for the project for phase two. At the sole discretion of the County, a separate procurement solicitation may be performed for the selection of the contractor for phase two.

II. BACKGROUND

Several years ago, Jefferson County (County) moved its Sheriff’s Dispatch out of the 2nd floor of the Dakota Building to the City of Lakewood, Colorado to the joint dispatch facility known as Jeffcom. The vacated 2nd floor Dispatch area, approximately 5,137 +/- square feet, has been used to supplement the Sheriff’s Training Academy since that time. The County would now like to update the former dispatch area to be the County’s primary Emergency Operation’s Center (EOC) and technologically connect it to the current EOC on the 1st floor, the 2nd floor west training room, the computer training laboratory in the basement of the Dakota Building, and the 1st floor radio room. The 1st floor EOC, 2nd floor west training room, radio room, and basement area will be used to supplement the primary EOC on the 2nd floor for the County and other municipal and non-profit organizations. The Wilbur Richie Room will be used for media briefings.

The project is located at 800 Jefferson County Parkway Golden, CO 80401.

III. SCOPE OF SERVICES

Refer to the attached document “Jefferson County Statement of Work for Dakota Building EOC Audio/Visual, Electrical and Data” for the scope of the services.

All work is required to be completed by March 31, 2026. However, it is highly preferred that the work is completed as soon as possible.

IV. MINIMUM QUALIFICATIONS

To be considered for award of this contract, the following minimum qualifications must be met:

A. The firm must have a minimum of one (1) year of experience providing similar services.

B. The ability to meet the County’s insurance requirements with any exceptions approved by the County’s Safety and Compliance Office.

C. Firm may not be currently debarred or have any exclusions from receiving federal funds according to the System for Award Management (SAM) at https://sam.gov/search/?index=_all&page=1&pageSize=25&sort=modifiedDate&sfm%5Bstatus%5D%5Bis_active%5D=true&sfm%5Bstatus%5D%5Bis_inactive%5D=null D. Must have an Unique Entity Identifier (UEI) and active registration on SAM.

E. Firm must be willing to obtain Colorado Bureau of Investigation (CBI) Vendor Management Certification and be willing to have all members of the development team obtain Criminal Justice Information Systems (CJIS) certifications or become certified before starting the project.

F. Firms must be willing to provide financial statements if requested.

Proposals that do not meet the minimum qualifications will not move forward in the evaluation process.

V. EVALUATION CRITERIA

The County will evaluate proposals based on the evaluation criteria listed. The evaluation criteria are not listed in any order of predominance. Firms should consider all criteria when submitting their proposal. Selection will be based solely on the information each firm provides. Missing or incomplete information may be cause for rejection. Proposals will be evaluated on the following criteria:

A. Cover Letter, Executive Summary and Firm Stability B. Similar Project History C. Personnel Qualifications D. Proposed Project Schedule E. Statement of Work F. Fit and Appropriateness of Proposed Solution G. Technology Accessibility Compliance H. Quality & Completeness of Proposal I. Cost Proposal J. Interview/Presentation, if applicable K. References (may only be reviewed for top-rated firms)

The top-rated firms may be asked to provide a presentation or demonstration and to provide financial statements as part of the evaluation.

The request for Financial Statements would include one of the following:

The vendor's latest audited annual financial statements and most current quarterly balance sheet and operating statement.

OR

If no audited financial statements are available, the vendor's latest quarterly balance sheet, operating statement, and any bank letters of credit currently in force.

Review of the financial statements will be restricted to the County's financial officer or her/his designee. Results of the review will be restricted to evaluation committee, the Purchasing Division, or others as deemed appropriate by the County's financial officer.

VI. PROPOSAL FORMAT

Include the following items listed below in the order requested.

CLEARLY IDENTIFY EACH SECTION

A. Cover Letter and Executive Summary

1. Include your firm’s history, firm structure and size and any sub consultants you intend to use. In particular, specify the number of years your firm has been engaged in providing services related to this RFP.

2. Include your firm’s capacity to add this project to your current workload.

B. Similar Project History Provide examples of three (3) major contracts with governmental entities which are similar to the scope of these services. Include the following information for each project:

1. Firm/facility name

2. Term of contract

3. Total dollar amount of original contract

4. Total amount of project upon completion

5. Reasons for variance in original contract amount vs. total amount of contract upon completion

6. Contact name at facility

7. Current phone number and email for contact

8. Photos and pictures are optional

C. Personnel Qualifications

1. Provide resumes and roles of key personnel and subcontractors that will be engaged on the project to include a brief explanation of each individuals experience and proven ability working on similar projects.

2. Detail any requirements of personnel (certifications required, etc).

3. Criminal Justice Information Systems (CJIS) certification is required for personnel going into telecommunications closets or working on computers with personal identification information. Describe your firm’s approach to obtain Colorado Bureau of Investigation (CBI) Vendor Management Certification and ensuring that members of the development team have the Criminal Justice Information Systems (CJIS) certifications prior to working on this project.

4. Include a roles and responsibilities matrix with time estimates for each assigned role (Note: the estimate of work effort is needed for project planning purposes. The project itself will not be contracted on a time and materials basis).

D. Proposed Project Schedule All work must be completed by March 31, 2026.

1. Provide a proposed schedule for the project that correlates to the tasks and deliverables outlined in the Statement of Work.

E. Statement of Work

1. Provide proposed edits to the attached “Scope of Work” to create a detailed Statement of Work describing the implementation of the solution and the services to be provided including all deliverables and schedule of milestones and/or deliverables.

2. Include a list of equipment that will be provided by your firm.

3. The Statement of Work should be a free-standing document and separate in the proposal so it can easily be attached as an exhibit to the final contract.

F. Project Approach

1. Describe your firm’s understanding of the purposes and objectives to be met through this RFP.

2. Detail the approach your firm will take to satisfy the project objectives and meet the specific requirements as described in this RFP.

3. Describe how your firm mitigates change orders in order to ensure that all costs are considered at the time of contract execution.

4. Identify issues that typically surface during this type of project and how your firm is prepared to resolve them.

5. The preference is that the implementation training will occur in person. Describe your firm’s approach on providing the initial training to County staff on the AV solution. Include a description of the training, length and takeaway information provided to County staff for future reference. Include if virtual trainings are available for ongoing services for phase two of the project.

6. Describe your firm’s warranty on software and hardware proposed in the solution.

7. Provide a sample of your firm’s ongoing maintenance agreement, including all ongoing services. Include and address the following:

a. A matrix of incident severities along with associated response and resolution times.

b. Agreement that your firm (aka: Contractor) shall comply with, and any Services and Deliverables provided under this Contract shall be in compliance with, all accessibility standards and rules promulgated by the State of Colorado pursuant to C.R.S. § 24-85-103(2.5), including but not limited to Level AA of the current Web Content Accessibility Guidelines. The County reserves the right to conduct periodic testing or audits, including by a third party selected by the County, to verify ongoing compliance. In the event of non-compliance, Contractor shall take immediate and appropriate corrective actions to remedy any identified accessibility issues, ensuring compliance within a reasonable timeframe. Contractor agrees to indemnify and hold the County harmless from any claims, liabilities, damages, costs, or expenses arising from the Contractor’s failure to meet digital accessibility standards as specified in this section.

G. Technology Accessibility Compliance

1. Complete and include the Jefferson County Vendor Accessibility Checklist.

2. Complete and include a printed electronic copy of Voluntary Product Accessibility Template (VPAT 2.5 WCAG) form from Information Technology Industry Council’s (ITIC) Voluntary Product Accessibility Template (VPAT 2.5 WCAG)

H. References Provide at least three (3) references similar to the scope of these services. Include the following information for each reference:

1. Firm/facility name

2. Term of contract

3. Services provided and number of people served

4. Contact name at facility

5. Current phone number and email for contact

If the references are the same as the information provided in Similar Project History above, include a statement to that effect.

I. Cost Proposal Enclose the Cost Proposal in a separate envelope in accordance with the Proposal Submittal Section.

In the Cost Proposal, include and identify all proposed costs, including but not limited to:

1. All professional services

c. Design services

d. Installation

e. Training costs

f. On-call labor fees

2. All other costs applicable to the proposal, including any not directly mentioned in the RFP such as Fee Schedule or Labor Rates.

3. Provide milestone payments to match the deliverables outlined in the Statement of Work.

4. Include your firm’s percentage of profit on a separate line.

5. On a separate line, include an annual cap percentage for renewal services under your firm’s maintenance agreement for phase two.

If Jefferson County is unable to pursue all items due to funding constraints, specific line items may be removed.

VII. METHOD OF SUBMITTAL

Proposals shall be submitted in the format as stipulated in the Proposal Submittal Section found in the exhibits.

All proposals submitted shall become the property of Jefferson County and will become public record. Jefferson County reserves the right to reject any and all proposals in whole, or in part, received in response to this RFP.

All costs related to the development of a response to this RFP and any subsequent interview are the exclusive responsibility of the responding firm. The County will not pay for any information herein requested, nor is it liable for any costs incurred by the participating firms.

VIII. METHOD OF AWARD

The selection process may include a request for additional information or an oral presentation to support the written proposal.

The County reserves the right to award this Contract not necessarily to the firm or firms with the lowest price, but to the firm or firms that demonstrate the best ability to fulfill the requirements of this request for proposal. The successful firm or firms will be chosen based on the qualifications and selection criteria discussed in this Request for Proposal.

The successful firm or firms shall commence work only after the transmittal of a fully executed Contract and Notice to Proceed. The successful firm will perform all services indicated in the proposal in compliance with the executed Contract.

RFP: Audio/Visual, Electrical, Data Design/Build Services-FED 25-14828H-EM