847854envFred.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/frederickcountymd

FREDERICK COUNTY, MARYLAND

OFFICE OF

PROCUREMENT & CONTRACTING

Winchester Hall, Second Floor

12 East Church Street

Frederick, Maryland 21701

REQUEST FOR PROPOSALS (RFP) #27-150

Countywide Multi-Hazard Environmental Monitoring and Decision‑Support

System

Proposal Due Date:

Wednesday, November 4, 2026, 2:00 pm

Buyer: Sandra Grello

Phone: (301) 514-5682

Email: sgrello@frederickcountymd.gov

Request For Proposal #27-150 Title: Countywide Multi-Hazard Environmental Monitoring and Decision‑Support System

Table Of Contents

1. EVENT SUMMARY

2. DEFINITIONS

3. PRE-PROPOSAL CONFERENCE & SITE VISIT

4. SITE VISIT

5. INQUIRIES AND ADDENDA

6. GENERAL CONDITIONS

7. SPECIAL CONDITIONS

8. SPECIFICATIONS

9. EVALUATION OF OFFERS

10. EVALUATION PHASES

11. SUBMISSION REQUIREMENTS

12. INSURANCE REQUIREMENTS

13. VENDOR QUESTIONNAIRE

14. ATTACHMENTS & EXHIBITS

Attachments:

A - SAMPLE_-_Agreement

B - 2025 Emergency Management Performance Grant Requirements Clauses

IMPORTANT: ADVISE THE PROCUREMENT AND CONTRACTING OFFICE IMMEDIATELY IF ANY OF THE ABOVE

DOCUMENTS ARE NOT ENCLOSED

1. EVENT SUMMARY

RFP Number: 27-150

RFP Name: Countywide Multi-Hazard Environmental Monitoring and Decision-Support

System

Issue Date: Thursday, October 8, 2026

Buyer: Sandra Grello, Grants Contract Manager sgrello@frederickcountymd.gov

(301) 514-5682

Pre-Proposal Date, Time and Location:

Thursday, October 15, 2026, 11:00 am

Microsoft Teams

Attendance: Mandatory

Questions Due: Friday, October 23, 2026, 12:00 pm via the OpenGov Procurement Portal

RFP Due: Wednesday, November 4, 2026, 2:00 pm

Proposal Submission: https://procurement.opengov.com/portal/frederickcountymd/projects/301552

Note: Only electronic submissions will be accepted. PLEASE NOTE THAT

REGISTRATION WILL TAKE TWO (2) BUSINESS DAYS.

Agreement Term: approximately four (4) months with four (4) 1-year renewal periods

Tentative

Presentation/Interview

Dates:

November 18, 2026

Bid Deposit: No, Bid Deposit Amount is not applicable.

Performance Bond: No, Performance Bond Amount is not applicable.

Payment Bond: No, Payment Bond Amount is not applicable.

* Be advised: If County administrative offices have been officially closed for any reason, the Pre-Proposal

Conference will be rescheduled via Addenda posted on the website the morning after the closing event.

https://procurement.opengov.com/portal/frederickcountymd/projects/301552

** Be advised: In the event that County administrative offices are closed or delayed on the date that submissions are due, the solicitation will be opened the next business day at the same time indicated in the

Event Summary section at the front of this document.

2. DEFINITIONS

A. Addenda – Formal alteration of a solicitation or Agreement in writing (When applicable, Addenda are available on the Procurement & Contracting website.)

B. Agreement – The Request for Proposal Documents and any addenda, the Contractor’s response to this solicitation, and subsequent Purchase Orders

C. Alternate Proposals – A second proposal for a single item that intentionally offers a substitute product or service that varies from the stated specifications

D. Buyer – The County’s Procurement & Contracting representative or Designee for the solicitation process and/or any Agreement that may result from award of this solicitation

E. Contractor – Any Offeror; most often the successful Offeror

F. County – Frederick County, Maryland

G. CRB – Contractor Responsibility Board

H. Designee – Specifically appointed alternate signatory or decision maker

I. Interested Party – An actual or prospective Offeror or Contractor that may be interested in the award of a contract

J. Issuing Office – Frederick County, Maryland Office of Procurement & Contracting, 12 East Church

Street, Frederick, Maryland 21701

K. MPIA – Maryland Public Information Act request for information

L. Offeror – Any entity that submits a response to this solicitation

M. P&C – Frederick County, Maryland Office of Procurement & Contracting

N. Personally Identifiable Information (PII) – Any information about a natural person that may be utilized in order to distinguish an individual’s identity

O. Proposal – All information submitted by the Contractor in response to this solicitation

P. Purchase Order – The document by which the Contractor receives formal notification to perform work or deliver goods

Q. Request for Proposals (RFP) – All documents identified in the Table of Contents, including any addenda

R. Solicitation – The Request for Proposal

S. User Agency – County division, department, or office for which goods and/or services are being purchased

3. PRE-PROPOSAL CONFERENCE & SITE VISIT

A. A Mandatory Pre-Proposal Conference will be held on Thursday, October 15, 2026 at 11:00 am, on

Microsoft Teams. And a Mandatory Site Visit will be held on October 19, 2026 at 9:00 am, local time at Public Safety Training Facility (PSTF) located at 5370 Public Safety Place, Frederick, Maryland, 21704. The purpose of the conference is for answering questions, reviewing specifications, and terms and conditions, or considering any other issues raised by the attendees relating to this contract. Attendance is mandatory at the site visit and conference. Proposals submitted by

Contractors other than those attending the mandatory pre-proposal conference and site visit shall not be accepted, evaluated, or eligible for award.

B. It is recommended that Contractors read the solicitation prior to the conference and have a copy with them throughout the conference.

C. If there is a need for language interpretation and/or other special accommodations, please advise the

Buyer via email so that reasonable efforts may be made to provide special accommodations.

D. MICROSOFT TEAMS™ MEETING: The Pre-Proposal will be an online and virtual Microsoft Teams™ meeting. However, in the event that a participant has difficulty joining virtually, a phone number for calling into the meeting is available.

Meeting

Link: https://teams.microsoft.com/meet/221545461002024?p=0v3HTS05XfaMD9GKahMeeting ID: 221

545 461 002 024Passcode: uq6fA7p5Dial in by phone: (667-217-6643)Phone conference ID: 739 399

126#

4. SITE VISIT

Each Contractor shall completely satisfy themselves as to the exact nature and existing conditions of the site location and requirements of the specifications for extent and quality of the work to be performed. Failure to do so shall not relieve the Contractor of its obligation to carry out the provisions of the contract.

Site Assessment

Contractor shall assess:

• Sensor exposure

• Terrain & vegetation https://teams.microsoft.com/meet/221545461002024?p=0v3HTS05XfaMD9GKah tel:+16672176643,,739399126

• Obstructions

• Flood elevations

• Stream/roadway conditions

• Viewsheds

• Mounting needs

• Power & communications

• Cellular coverage

• Lightning exposure

• Grounding

• Security

• Maintenance access

• Permitting requirements

5. INQUIRIES AND ADDENDA

A. The P&C Buyer from the Issuing Office is the sole point of contact for this solicitation. Questions concerning this solicitation must be addressed in writing and submitted to the OpenGov Procurement

Portal by Friday, October 23, 2026 at 12:00 pm.

B. Addenda to solicitations often occur prior to the proposal opening, sometimes within a few hours of the opening. It is the potential Contractor’s responsibility to visit the P&C OpenGov Procurement

Portal at https://procurement.opengov.com/portal/frederickcountymd/projects/301552 to obtain

Addenda.

6. GENERAL CONDITIONS

6.1. RESERVATIONS

A. The Director of P&C reserves the right to reject any or all proposals or parts of proposals when, in P&C's reasoned judgment, the public interest will be served thereby.

B. The Director of P&C may waive formalities or technicalities in proposals as the interest of the County may require.

C. The Director of P&C reserves the right to increase or decrease the quantities to be purchased at the prices offered. The quantity intended to be purchased and the period and percentage amount of any such reservation will be stated in the solicitation.

D. The Director of P&C reserves the right to award contracts or place orders on a lump sum or individual item basis, or such combination as shall, in P&C's judgment, be in the best interest of the County.

E. The Director of P&C may waive minor differences in specifications provided these differences do not violate the specification intent nor materially affect the operation for which the item or items are being purchased, nor increase the estimated cost of maintenance and repair to the County.

F. The Director of P&C may reject any proposal which shows any omission, irregularity, alteration of forms, additions not called for, conditional or unconditional unresponsiveness, or proposals obviously unbalanced.

G. Responsibility and responsiveness of any Contractor’s proposal will be determined at the sole discretion of the Director of P&C.

6.2. COMPETITION

A. A Contractor may offer only one price on each item though it may have two or more types that meet specifications. Contractors must determine for themselves which to offer. Submission by a single

Contractor of more than one price for a single item shall be sufficient cause for rejection of all prices for that item submitted by the Contractor.

B. All proposals must be accompanied by descriptive literature as may be called for by the specifications or proposal. Specifications provided are based on County needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet County requirements and shall be consistent with County policies. Minimum specifications, and maximum specifications, where included, are not established arbitrarily to limit competition or to exclude otherwise competitive

Contractors.

6.3. PERIOD OF VALIDITY

Unless otherwise specified, all formal proposals submitted shall be irrevocable for 120 days following the proposal opening date, unless the Contractor agrees to an extension. Proposals may not be withdrawn during this period. The County may request an extension of the Period of Validity via email to the Contractor’s representative.

6.4. GOVERNING LAW

A. This contract shall be governed by and construed in accordance with the laws of the State of Maryland without regard to any choice of law principles that would dictate the laws of any other jurisdiction. The parties agree that the exclusive venue for any and all actions related hereto shall be the appropriate

Federal or State court located within the State of Maryland.

B. The laws of the State of Maryland and Frederick County shall govern the resolution of any issue arising in connection with the contract, including, but not limited to, all questions on the validity of the contract, the capacity of the parties to enter therein, any modification or amendment thereto, and the rights and obligations of the parties hereunder.

6.5. DISPUTE PROCEDURES

A. Upon notification of award, non-awarded Contractors may protest the process or award by utilizing the protest procedures available on the P&C website: www.frederickcountymd.gov/procurement

B. After award and during contract performance, the awarded Contractor may dispute proceedings or performance by:

1. Notifying Using Agency in writing on Contractor letterhead of the disputed issues and requesting a meeting to discuss and come to resolution with the Using Agency Division Director.

2. If no resolution is reached, the awarded Contractor may notify P&C in writing on Contractor letterhead of the failure to reach resolution with the Using Agency and request to meet with the

Director of P&C to discuss and come to resolution.

3. If no resolution is reached, the Director of P&C may refer the matter(s) to the Contractor’s

Responsibility Board (CRB) for a hearing to reach resolution in accordance with the CRB policy on the P&C website: www.frederickcountymd.gov/procurement. The CRB’s written decision is the final resolution.

C. At any time during the performance of the contract, the awarded Contractor may contact the Director of P&C to request to be heard by the CRB to present information, lodge a complaint, etc.

6.6. NON-WAIVER

Any waiver of any breach of covenants herein contained to be kept and performed by the Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the

County from declaring a forfeiture for any succeeding breach either of the same condition of covenant or otherwise.

6.7. COMPLIANCE WITH LAWS

A. If awarded a contract, the Contractor hereby represents and warrants that it:

1. Is qualified to do business in the State of Maryland and that it will take such action as, from time to time hereafter, may be necessary to remain so qualified;

2. Is not in arrears with respect to the payment of any monies due and owing the County, or any department or agency thereof, including, but not limited to, the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract;

3. Shall comply with all federal, state, and local laws, ordinances, and legally enforceable rules and regulations applicable to its activities and obligations under the contract;

http://www.frederickcountymd.gov/procurement http://www.frederickcountymd.gov/procurement

4. Shall eschew any and all forms of employment discrimination and promote equal opportunity in hiring practices as well as the selection of subcontractors for use in any of its projects;

5. Shall procure, at its expense, all licenses, permits, insurance, and governmental approvals, if any, necessary to the performance of its obligations under the contract; and

6. Agrees that the facts and matters set forth hereafter in the contract and made a part hereof are true and correct.

7. Meets the qualifications required and years of experience stated.

B. In addition to any other remedy available to the County, breach of any of the paragraphs of this clause shall, at the election of the County, be grounds for termination. Failure of the County to terminate the contract shall not be considered or construed as a waiver of such breach nor as a waiver of any rights or remedies granted or available to the County.

6.8. HOLD HARMLESS/INDEMNIFICATION

A. The Contractor shall indemnify and hold the County harmless from and against all liability and expenses, including reasonable attorney's fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person arising out of or attributable to the Contractor's performance of the contract awarded, provided that the Contractor shall not be responsible for acts of negligence or willful misconduct committed by the County, its employees, agents and officials.

B. Any property or work to be provided by the Contractor under this contract will remain at the Contractor's risk until written acceptance by the County; and the Contractor will replace, at Contractor's expense, all property or work damaged or destroyed by any cause whatsoever.

6.9. TERMINATION

A. Termination Prior to Expiration of Term: The County reserves the right to terminate the resulting

Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract

Officer. In the event of termination without cause pursuant to this provision, the County need not provide the Contractor with the opportunity to cure.

B. Termination for Default: If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, County may take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the

County shall use reasonable efforts to mitigate such damages), and County may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the County as previously stated.

C. Termination for Non-appropriation: If the County or other funding source fails to appropriate funds or if funds are not otherwise made available for continued performance for any fiscal period or part thereof of the resulting Agreement, the Agreement shall be cancelled automatically as of the beginning of the fiscal year or part thereof for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the County's rights or the Contractor's rights under any termination clause in this Agreement. The effect of termination of the Agreement hereunder will be to discharge both the Contractor and the County from future performance of the Contract, but not from their rights and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the

Agreement. The County shall make a good faith effort to notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Agreement for each succeeding fiscal period or part thereof beyond the first fiscal year.

6.10. MARYLAND REGISTRATION

Contractors must be registered to do business in, and must be in good standing with, the State of

Maryland. Contractors not registered must obtain registration information from the Maryland

Department of Assessments and Taxation website at: http://dat.maryland.gov or by calling 410-767-1184 or Toll Free 888-246-5941.

6.11. AVAILABILITY OF FUNDS

The contractual obligation of the County under this contract is contingent upon the availability of appropriated funds from which payment for this contract can be made.

6.12. INTEGRATION AND MODIFICATION

These proposal documents, Contractor's response to this solicitation, and subsequent purchase order(s) to the successful Contractor contain the entire understanding between the parties and any additions or modifications hereto may only be made in writing executed by both parties.

6.13. NON-ASSIGNMENT OF CONTRACT

Neither the County nor the Contractor shall assign, sublet, or transfer its interest or obligations under the resulting contract to any third party, without the written consent of the other. Nothing here shall be construed to create any personal or individual liability upon any employee, officer, or elected official of the County, nor shall the resulting contract be construed to create any rights hereunder in any person or entity other than the parties to this contract.

http://dat.maryland.gov/

6.14. RESPONSIBILITY

The Contractor has the burden of demonstrating affirmatively its responsibility in connection with this solicitation, in background, history of projects, years of experience as a contracting firm, project team(s), ability, etc. A Contractor under debarment, or with documented poor performance, or with questionable reputation, or without the required years of operation, or lacking integrity or key personnel, as solely determined by the Director of P&C, may automatically be considered non-responsible in connection with this solicitation. At the sole discretion of the County, a Contractor that has previously failed to perform properly, has failed to timely complete contracts of a similar nature, has failed to complete contracts of a similar nature within budget or with an unreasonable quantity of change orders, or one that investigation reveals is unable to perform the requirements of the contract may be excluded from consideration for award. P&C may request that a Contractor provide documentation necessary for the determination of responsibility. Failure of a Contractor to provide the required documentation may exclude it from further consideration. Final determination of responsibility is determined at the sole discretion of the Director of

P&C.

6.15. AFFIDAVIT

The attached affidavit is provided to facilitate compliance with the applicable law and is to be completed and returned with response.

6.16. PUBLIC INFORMATION/PROPRIETARY/CONFIDENTIAL INFORMATION

A. The County operates under the public information law, which permits access to most records and documents under the Maryland Public Information Act (MPIA).

B. Proposals will be available for public inspection after the award announcement, except to the extent that a Contractor designates trade secrets or other proprietary data to be confidential. Material designated as confidential must be readily separable from the remainder of the proposal to facilitate public inspection of the non-confidential portion of the proposal. A Contractor's designation of material as confidential will not necessarily be conclusive, and the Contractor may be required to provide justification why such material should not be disclosed, on request, under the MPIA, General Provisions

Article, Sections 4-101 through 4-601 of the Annotated Code of Maryland.

6.17. COOPERATIVE PURCHASE

A. The Contractor may extend all of the terms, conditions, specifications, and unit or other prices of any award resulting from this proposal to any and all other public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools at its own discretion.

B. The County assumes no authority, liability or obligation, on behalf of any other public or non-public entity that may use any contract resulting from this proposal.

6.18. EXCEPTIONS

If the Contractor cannot/ will not meet the terms, conditions, and/or specifications of the solicitation, the

Contractor shall furnish a statement on company letterhead providing a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish exceptions on company letterhead shall be interpreted to mean the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions, and/or specifications. Exceptions to the terms and/or conditions and/or to the County’s standard Agreement may be sufficient cause for rejection of the proposal. Descriptive literature may be used to clarify or be a reference to an exception; however, exceptions shall not be considered by enclosing descriptive literature in itself. The decision of the Director of P&C in accepting or rejecting an exception shall be final. If it is determined that an exception is not acceptable, the proposal may be considered non-responsive at the sole discretion of the Director of P&C.

6.19. SITE CONDITIONS

The submission of a proposal shall be considered representation that the Contractor has carefully investigated all conditions which affect or may, at some future date, affect the performance of the work or services covered by the solicitation, the entire area to be serviced as described in the solicitation, and that the Contractor is fully informed concerning the conditions to be encountered, character, quality and quantity of work to be performed, and equipment and materials to be furnished. The Contractor shall also be familiar with all Federal, State, and County laws, all codes and ordinances of the County which in any way affect the performance of the work, or persons engaged or employed in the work, or the materials and equipment used in the work.

6.20. FAIR LABOR STANDARDS ACT

All goods shipped against this order must be produced in compliance with the requirements of the Fair

Labor Standards Act of 1938, as amended including Section 6, 7, and 12, and regulations and orders issued under Section 14 thereof.

6.21. CASH DISCOUNT

Cash discounts will be taken into consideration in determining the award. However, an offer of a cash discount must allow a reasonable period of not less than 30 days in order to be included in evaluation of the proposal pricing. A proposal offering a cash discount in a period of less than 30 days will be evaluated as a proposal without a cash discount offer. If the Contractor obtains an award by reason of their gross price, the County will hold the offer of a cash discount and make every effort to obtain such discount.

6.22. UNIT PRICES

Unless clearly shown on the proposal that it is the intent that a reduced total price is being offered on the basis of receiving an award of all items covered by the total, any totals should be the actual sum of the extension of unit prices. Otherwise, in the event of any discrepancy between a unit price(s), extended price(s), and/or total price(s), unit prices will govern and the proposal will be refigured accordingly.

6.23. DELIVERY

A. Contractors shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the solicitation.

B. All items shall be delivered F.O.B. Destination, Inside Delivery, and delivery costs and charges included in the proposal unless otherwise stated in the solicitation.

C. The P&C reserves the right to charge the Contractor or vendor for each day the supplies are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the

P&C and said sum is to be taken as liquidated damages and deducted from the final payment, or charged back to the Contractor or vendor.

D. The P&C reserves the right to procure the supplies elsewhere on the open market if delivery is not made as specified, in which event, the extra cost of procuring the supplies may be charged against the

Contractor and deducted from any monies due or which may become due him.

6.24. PATENTS

If applicable, the Contractor shall defend any suit or proceeding against the County so far as based on a claim on any equipment, or on any part thereof, furnished under this contract which constitutes an infringement of any patent of the United States, if notified promptly in writing and given authority, information, and assistance (at the Contractor’s expense) for the defense of same, and the Contractor shall pay all damages and costs awarded therein against the County. In case said equipment or any part thereof, in such suit, is held to constitute infringement and the use of said equipment or part if enjoined, the Contractor shall, at its own expense, either procure for the County the right to continue using said equipment or part, or replace same with non-infringing equipment or part, or modify so that it becomes non-infringing.

6.25. CONTRACT SERVICES AGREEMENT

A. The County and Contractor may execute a Contract Services Agreement, which is attached for review, resulting from the award of this solicitation. Exceptions, if any, to the County’s standard Agreement must be noted in the proposal to be considered during consideration of award. Exceptions to the

County’s standard Agreement may result in rejection of the proposal.

B. Do not fill in or sign the sample Agreement attached. The County will prepare an Agreement specific to this solicitation for execution by the successful Contractor.

6.26. REDACTED VERSION

Contractors are encouraged to submit a redacted version of their bid submittal, redacted in accordance with Public Information/Proprietary/Confidential Information. The redacted version shall be kept in

County records and utilized for future reference only if requested via the MPIA. In the event no redacted version is submitted with the Contractor’s submitted proposal, the original submitted proposal will be released in response to any MPIA. The redacted version will not be utilized in the process of award. REDACTED VERSION WILL BE FILED AND ONLY RELEASED IN THE EVENT PROPOSER’S RESPONSES

ARE REQUESTED THROUGH MARYLAND PUBLIC INFORMATION ACT REQUEST.

6.27. AWARD NOTIFICATION

A. Award notification will be by U.S. Mail, email, phone or any combination thereof. All Contractors that have submitted a proposal will be notified of which Contractor(s) will be awarded prior to final award.

B. The awarded Contractor(s) will be required to return an Insurance Certificate naming Frederick County as an additional insured, the executed Agreement*, and the Maryland Registration Certificate of Good

Standing.

C. Individuals wishing to contest results of a solicitation may view procedures on the P&C website at www.FrederickCountyMD.gov/procurement.

*As Contractors have had an opportunity to note Exceptions to the Agreement with its proposal submission, execution of the Agreement will require minimal time. PLEASE BE SURE TO READ THE

SAMPLE AGREEMENT (within Section Vendor Questionnaire) PRIOR TO SUBMISSION OF THE

PROPOSAL.

6.28. SYSTEM FOR AWARD MANAGEMENT (SAM)

Contractors must not be presently debarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from covered transactions with the Federal Government according to the information contained on the website SAM.gov

7. SPECIAL CONDITIONS

7.1. CONTRACTOR'S QUALIFICATIONS

A. Contractors must be engaged in delivering a configurable, scalable multi-hazard monitoring system that may be deployed in phases and customized by site. and shall have been actively engaged in this field for a minimum of three (3) years. The proposing firm must meet these years of experience, at a minimum, in order to be considered for award.

B. The County reserves the right to inspect the Contractor’s equipment and to perform such investigations as may be deemed necessary to insure that competent personnel and management will be utilized in the performance of this contract.

C. The Contractor shall demonstrate experience with multi-hazard monitoring systems, telemetry, sensors, cameras, and environmental monitoring networks

7.2. AWARD

https://www.frederickcountymd.gov/procurement

The County intends to award to the responsive and responsible Contractor(s) whose proposal(s) represents the best value to the County. Responsibility and responsiveness are determined at the sole discretion of the Director of P&C.

The Contractor(s) must waive any claim against the County for extra compensation or damages arising out of assignment of work by the County.

Note: The proposal of the selected Contractor must be reviewed and approved by the Grantor prior to award.

7.3. WORK SCHEDULE

The County requires the work to be completed no later than April 16, 2027. The Contractor(s) shall state as part of its proposal, a work start schedule and a work completion schedule from the date of contract award notification. The County will take this into consideration in the award process. Failure to comply with any timeline established by the County will be considered negatively in the evaluation process.

7.4. AGREEMENT PERIOD

The contract period shall be for 4 month(s) commencing on or about December 15, 2026 after approval and proper execution of the contract documents, with a renewal option for four (4) additional year(s) in one-year increments, exercisable at the sole discretion of the County.

7.5. NON-EXCLUSIVITY

Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the

Contractor. This contract shall not restrict the County from acquiring similar, equal, or like goods and/or services from other entities or sources.

7.6. ESTIMATED QUANTITIES

The estimated annual quantities stated are provided as a general guide for proposing and are not guaranteed. Actual quantities may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.

7.7. ESTIMATED USAGE

The estimated annual usage stated are provided as a general guide for proposing and are not guaranteed. Actual usage may be more or less than estimated. There is no guarantee of work. If more than one Contractor is awarded, there is no guarantee of equal work distribution. Work will be assigned at the sole discretion of the County.

7.8. INSURANCE REQUIREMENTS

The Contractor shall be required to provide the insurance as outlined in Section Insurance

Requirements. All documentation of insurance shall be submitted prior to contract start date. In the event that the necessary insurance cannot be obtained, the County reserves the right to revoke the contract award and award to another firm.

7.9. METHOD OF ORDERING

A. Purchase Orders will be issued from time to time for such quantities as may be required by the

County. Purchase Orders issued against the contract, even if not completed within the term of the contract, shall continue to be bound by the terms and conditions until completion.

B. Purchases may also be made with the County’s procurement card (currently MASTERCARD). The

Contractor agrees to accept the card for such quantities as may be required by the County. Contractors are prohibited from charging additional fees over and above its proposal prices to process payments on procurement cards.

7.10. ABANDONMENT, DISSOLUTION AND RESTRUCTURING

A Contractor who abandons or defaults the work on this contract or any Task Order that has been issued to a Contractor and causes any work be re-bid will not be considered in future bids for the same type of work unless the scope of work is significantly changed. Written notification of changes to company names, address, telephone number, etc. shall be provided to the County as soon as possible, but not later than thirty (30) days from date of change.

7.11. GRANT FUNDING REQUIREMENTS

Frederick County, Maryland Division of Emergency Management was awarded the Federal Grant EMP-

2025-EP-05008/97.042 through the U.S. Department of Homeland Security titled 2025 Emergency

Management Performance Grant. A portion of those grants funds will be used for this project. The

Contractor must comply with requirements and guidelines in Attachment B. In the event that a grant opportunity is made available and awarded to the County during the term of the agreement. The

Contractor agrees to comply with guidelines, requirements, terms, and conditions as outlined in

Notification of Grant Award documents after award and acceptance and incorporated into any approved

Purchase Order using grant funding.

Note: The proposal of the selected Contractor must be reviewed and approved by the Grantor prior to award.

7.12. BILLING AND PAYMENT

A. Invoices shall be submitted as required in duplicate for all services performed to 5370 Public Safety Place, Frederick, Maryland, 21704.

B. Each invoice shall include the following information:

1. Federal Employer Identification Number (FEIN);

2. Contractor’s name and address;

3. Name of User Agency;

4. Frederick County Contract Number, if applicable;

5. Purchase Order Number;

6. Description of goods provided and/or services performed;

7. Date and length of time of each service performed, if applicable; and

8. Name of individual(s) performing the required services, if applicable.

C. Delivery tickets signed by authorized County personnel shall accompany invoice.

D. Payment shall be made upon receipt of proper invoice from the Contractor and authorized by the

County.

E. The County shall not be subject to late fees, fees for use of credit card payment, or additional fees of any kind at any time during the Agreement period.

F. All amounts, costs, or prices referred to herein pursuant to this contract shall be United States of America currency.

G. Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid

Net30.

7.13. DEFAULT

Upon non-performance or violation of the contract terms, the Contractor will be given one chance, via written communication, to correct deficiencies. Failure to correct the deficiencies stated in the written communication will be cause for the contract to be cancelled or annulled by Frederick County, Maryland in whole by written notice of default to the Contractor. An award may then be made to the next low

Contractor. In either event, the defaulting Contractor (or its surety) shall be liable to the County for costs to the County in excess of the defaulted contract prices. Failure of the Contractor to deliver services within the time stipulated on its proposal, unless extended in writing by the Director of P&C shall constitute contract default. In the event that a Contractor exempted from posting a Bid or Performance Guarantee fails to execute and perform any contract awarded to it, it shall forfeit the right to respond on any future

County contract for a period of time determined by the Director of P&C and it shall be liable for any costs incurred by the County as a result of its default.

7.14. REFERENCES

References will be verified by the Buyer and the results utilized as part of the determination of a

Contractor’s responsibility. Any negativity or uncertainty expressed by references may be used to exclude the Contractor from further consideration for award at the sole discretion of the County. It is in the best interest of the Contractor to CONTACT THE REFERENCES IN ADVANCE to ensure that they are aware that they are being utilized as a reference for this solicitation. Contactors may not use the County as a reference. Any work history the Contractor has with the County will automatically be utilized as part of the evaluation process.

7.15. ADDITIONS/DELETIONS

The County, at its option, may add or delete like or related goods and/or services and/or sites as needed at the sole discretion of the Director of P&C. All specifications and requirements of this solicitation will apply to any additions made during the contract term.

7.16. CONTRACT

All questions must be directed to the Buyer for this solicitation. During the solicitation process which begins with the advertisement of the Invitation for Bid, and following the bid opening, Contractors are strongly cautioned not to contact elected officials or County employees regarding the award process. Contact with any entity other than P&C will be deemed as an attempt to influence the award process and will disqualify the Contractor from further consideration in the award process. Inappropriate efforts to lobby or influence individuals or Contractors involved in this bid award may result in dismissal from further consideration, at the County’s sole discretion.

7.17. PRICE ADJUSTMENT

For Services:

A. Prices offered shall be firm against any increase for one (1) year(s) from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.

B. Requests for price adjustments shall be submitted to P&C, not the user agency.

C. The County will entertain requests for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase over the current pricing, whichever is lower. (For purposes of this section, “Consumer Price Index” shall be the Consumer Price Index-All Urban

Consumers (CPI-U), Washington- Arlington- Alexandria, DC-VA-MD-WV, All Items, Not Seasonally

Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) The County reserves the right to accept or reject the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

D. If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

For Commodities:

A. Prices offered shall remain firm against any increase for one (1) year(s) from the effective date of this contract. Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify P&C in advance of the renewal date of any requested price changes. Requests made after the renewal date will not be considered.

B. Requests for price adjustments must be submitted to P&C, not the user agency.

C. Requests for price adjustments must be accompanied by bona-fide manufacturer’s documents or price lists reflecting the changes. Increases shall be limited to the actual cost increase to the Contractor. The

County reserves the right to accept or reject the request for price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

D. If a price increase is requested following contract renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest. If the price increase is approved, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

E. In the event of any decrease in price, either by the manufacturer or if the Contractor shall charge a lower price to other customers, the County shall be notified promptly and receive such decrease.

8. SPECIFICATIONS

8.1. Statement of Work

1. The Initial Operational Capability (IOC) will consist of specific environmental monitoring equipment, installation, configuration, communications, and training. The County may select different configurations based on hazard risk, environmental conditions, operational needs, infrastructure availability, and long-term planning.

The multi-hazard monitoring system will provide:

• Near-real-time observations

• Automated hazard alerts

• Visual verification

• Historical trend and event analysis

• Integrated data sharing across County systems

The contractor shall deliver:

• Automated weather stations

• Flood and stream-level monitoring stations

• A centralized monitoring and decision-support software platform

• All installation, communications, testing, training, and documentation required for a fully functional

IOC

Optional capabilities and system expansion pathways beyond the Initial Operational Capability (IOC) shall be priced separately.

2. Initial Operational Capability (IOC) - Required Deliverables

The IOC defines exactly what the Contractor must deliver as part of the initial procurement. Specific system requirements are outlined in Sections 5 and 6 below.

Initial Operational Capability (IOC) Equipment and Site Schedule

Required Equipment and Site Schedule. The following table identifies the equipment quantities and anticipated installation locations for the Initial Operational Capability (IOC).

Item Qty. Proposed Location Minimum Configuration / Requirements Power / Communications

Automated

Weather Station

1 Middletown Library Same weather-station configuration described above. Include compatible indoor console/display where appropriate.

Site power and network connectivity preferred where available; final configuration based on site assessment.

Automated

Weather Station

1 Public Safety Training

Facility (PSTF)

Same weather-station configuration described above. Shall integrate with the air-quality monitoring station and centralized software platform.

Site power/network or other appropriate configuration based on site assessment.

Weather

Stations - Total

2 Two locations listed above

All weather stations shall integrate with the centralized monitoring and decision-support platform and support near-real-time observations, historical data, alerts, and data sharing.

Communications method may vary by site.

Outdoor Air-

Quality

Monitoring

Station

1 PSTF Measure PM1, PM2.5, PM10, AQI, temperature, relative humidity, and applicable calculated environmental values. Provide near-real-time data and historical trends.

Wi-Fi, Ethernet, cellular, or compatible gateway. Include outdoor protection/enclosure and required power equipment.

Centralized

Multi-Hazard

Monitoring and

Decision-Support

Software

Platform

1 Countywide / Web-

Based

Secure web-based platform integrating weather, precipitation, air-quality, cameras, and future flood/wildfire monitoring. Include interactive mapping, dashboards, near-real-time observations, historical graphs, alerts, data export, equipment status, camera imagery, APIs/secure data feeds, and mobile access.

Cloud/web-based with secure access.

Integrate cellular, Wi-Fi, Ethernet, and other field telemetry as applicable.

Software User

Licenses

5 total Countywide Five named or concurrent users, as applicable to the proposed platform.

Secure role-based access.

Administrative

Users

2 of 5 Countywide Full administrative capability including user management, dashboard configuration, alert thresholds, notification groups, system configuration, and authorized device control.

Secure authenticated access.

Locations and configurations may be adjusted based on site assessment findings. The Contractor shall furnish all equipment, mounting hardware, power systems, communications equipment, accessories, software, installation, configuration, testing, and integration necessary to provide a complete and operational system at each designated location.

2.1 Required Equipment and Quantities

Contractor shall deliver the following base equipment:

• Automated Weather Stations:

o Two (2) stations will include Solar charging capabilities and Cellular capabilities o Station will include Console to display data

• Air Quality -o One (1) Outdoor air monitoring station o Station will easily merge with automated weather station and software platform o Capable of connecting through wifi or cellular

2.2 Required Communications and Power Systems

Contractor shall deliver and configure communications equipment:

• Cellular lines

Contractor shall deliver:

• Solar/battery kits as required

• AC/POE power systems as required

2.3 Installation Sites

Contractor shall furnish installation at designated sites when identified for present and future purchases.

2.4 Software Platform Licensing

• Total number of users: 5

• Administrative users: 2

2.5 IOC Requirement Statement

The Contractor shall provide all labor, equipment, software, communications, installation, configuration, testing, training, and documentation necessary to implement the IOC defined above.

3. Optional Components (NOT Part of Base Proposal)

Contractor shall provide separate pricing for optional components, which may be purchased later without rebidding. Optional items include:

• Weather Stations/additional sensors

• Rain collector/sensor system

• Additional flood/stream sensors

• Roadway Flood-Warning Stations

• Air-Quality Monitoring Stations

• HD Fixed Cameras

• HD Pan-Tilt-Zoom Cameras

• Fire-Weather Stations (Fixed)

• Fire-Weather Stations (Portable)

• Additional software modules (lightning, satellite hotspots, smoke-analytics, etc.)

• Additional communications equipment

• Additional towers, poles, or mounting systems

• Extended warranty or maintenance services

• Additional platform user licenses

4. Future Compatibility Requirements

The Contractor shall deliver a solution that:

• Supports future sensors, data sources, and monitoring technologies

• Allows modular expansion of hardware and software

• Does not require replacement of the centralized platform when expanding system capabilities

The Contractor shall describe (in their proposal):

• How additional sensors/data sources can be integrated later

• The modular architecture supporting long-term expansion

• Supported communication and integration pathways

5. Common System Requirements

These requirements define the performance of the IOC system.

5A. Centralized Monitoring and Decision-Support Platform

The Contractor shall provide a secure, web-based monitoring and decision-support platform with:

• Interactive maps

• Configurable dashboards

• Near-real-time observations

• Historical graphs

• Downloadable data tables

• Active alarms and event histories

• Camera imagery and video

• Communications status

• Battery/power status

• Role-based permissions

• Mobile access

• Public and private data-sharing options

• Integration with County systems via APIs or secure feeds

Supported Data Types

• Weather stations

• Flood/stream sensors

• Roadway warning systems

• Air-quality monitors

• Fixed/PTZ cameras

• Fire-weather sensors

• Wildfire-detection analytics

• Lightning-detection services

• Satellite-detected hotspots

• NWS feeds and forecast products

• GIS layers

• County-defined critical infrastructure

• Alerts, equipment faults, and system-health data

5B. Alerts and Notifications

The platform shall support configurable alert thresholds for all applicable environmental, hydrologic, meteorological, air-quality, wildfire, and equipment-fault conditions.

• Assignable user groups

• Email, SMS, app notifications, dashboard alerts, API outputs

• Alert acknowledgment, dismissal, escalation

• Timestamping and full event history

• Differentiation between environmental alerts and equipment faults

5C. Data Access, Export, and Integration

The proposed system shall integrate with the County's existing Earth Networks Sferic Maps platform. The

Contractor shall describe how system data will be made available within or interoperable with Sferic Maps, including any APIs, data feeds, licensing, configuration, or additional costs required to support the integration.

Contractor shall describe:

• Supported APIs

• Real-time and historical feeds

• Export formats (CSV, JSON, XML, GeoJSON)

• GIS integration

• EM software integration

• Public display options

• Retention, limitations, and additional costs

5D. Data Ownership

Contractor shall state:

• Data ownership rights

• County’s export rights

• Any licensing requirements

• Portability

• Retrieval at…