ACE_RFP_ERRCS.pdf

RFP

Emergency Responder Radio Coverage Systems (ERRCS)

Academy for Classical Education

Due Date: February 2, 2024 Time: 2:00 pm EDT Academy for Classical Education 5665 New Forsyth Road Macon, Georgia 31210

RFP Contact Person Name: Pat Kelly Title: CFO Email: pat.kelly@acemacon.org mailto:pat.kelly@acemacon.org

1 SUBMITTAL DEADLINE

1.1 Proposal Submission Deadline

Submittals shall be sealed and labeled on the outside “ACE ERRCS RFP - Emergency Responder Radio Coverage Systems (ERRCS) for Academy for Classical Education” (ACE). Submittals are to be received by 2:00 pm EDT, February 2, 2024.

Mail or hand-deliver submission packets to:

Academy for Classical Education Pat Kelly 5665 New Forsyth Road, Macon, Georgia 31210

The proposal must be submitted electronically on non-returnable CD or flash drive, and in printed form.

Two (2) original copies of the proposal must be submitted. The proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. to ensure their proposal is received prior to the proposal deadline. Late proposals will be considered non-responsive.

There is no expressed or implied obligation for Academy for Classical Education to reimburse firms for any expenses incurred in preparing proposals in response to this request.

Academy for Classical Education reserves the right to reject any or all proposals or to select the proposal, which in its opinion, is in the best interest of the school.

1.2 Pre-Proposal Walk, test, design

Each vendor will be required to do an onsite visit and test the facility to determine the areas that need coverage. Once the test is complete, the vendor will be responsible to design the system to meet local AHJ requirements. Listed below are the dates that the walk thru will be allowed. These are the only days that the walks can be performed.

Date: January 16 - 18. 2024 Time: 9:00 am EDT-12:00 pm EDT

1.3 Proposal Questions

Proposal questions shall be due by January 26, 2024, at 4:00 pm EDT. The primary purpose of this is to provide participating firms with the opportunity to ask questions, in writing, related to the RFP. ACE may respond with an addendum within five (5) calendar days. All questions shall be asked and answered via email only at pat.kelly@acemacon.org.

1.4 Proposal Drawings ACE will provide, or make available upon request, facility and campus drawings, diagrams to assist the vendor in designing the layout and routing of the proposed ERRCS. The vendor’s design drawings will be prepared and submitted for permitting through the Authority Having Jurisdiction mailto:pat.kelly@acemacon.org

(AHJ) and for required review by the City of Macon. A set of as-built drawings will be maintained and updated at the completion of the project and returned to the schools as record drawings in PDF-A.

Equipment specifications will be included in the record drawings.

2 PURPOSE

Academy for Classical Education (hereafter “ACE”), is seeking proposals for the acquisition and installation of a new Emergency Responder Radio Coverage Systems (ERRCS)

The purpose of this Request for Proposal is to solicit proposals from various qualified bidders, conduct a fair and extensive evaluation based on criteria listed herein, and select the bidder that provides the most appropriate solution to meet the business objectives defined in the solicitation.

3 PROJECT SCOPE

The scope of this project includes all testing, design, development, coding (if needed), licensing (if required), ERRCSs, associated amplifiers, antennas, cabling, power, and uninterrupted power supplies (UPS), and cost of installation at ACE. The location of each ERRCS installation and associated components shall be determined by a collective agreement between the vendor and designated school representatives to achieve the optimal location for signal distribution, functional access to service/repair ERRCS components, and non-interference with school operations.

Each ERRCS installation shall meet or exceed 99% coverage of critical areas (as defined by NFPA 72) for each radio system it is designed to support. The ERRCS shall interface with existing fire alarm panels and allow for a minimum of 5 conditions on said interface.

After installation of the ERRCS, an acceptance test shall be conducted by the vendor and verified by City and County Fire Marshals. The acceptance test shall include but is not limited to the following:

• The installer shall provide a 20-grid hard copy floor plan for each floor with the signal level readings noted for the center of each grid for all relevant radio systems. That floor plan will be the basis of the 20-grid portable radio test. In critical areas, signal levels should be indicated to demonstrate compliance with the 99% coverage requirement for those areas. ERRCS and UPS battery box will be checked for labeling. The ERRCS enclosure shall be labelled "ERRCS - Emergency Responder Radio Coverage System" and the UPS battery enclosure shall be labelled "ERRCS Battery". Emergency cutoff instructions shall be clearly posted. If a Knox switch is in use, it shall be labelled "ERRCS Cut Off Switch."

• Where applicable, a “Letter of Authorization to Re-Transmit” shall be posted at the ERRCS.

• Electrical inspection of the installation to include power wiring and antenna cabling, to include grounding, bonding, lightning protection at the donor antenna site as well as at the amplifier/battery location.

• Verification of all available fault conditions as displayed at the fire alarm panel. This will include simulation of all fault conditions capable of being transmitted from the ERRCS to the fire alarm panel.

Panels displays will be checked for meaningful ERRCS fault messages. Fire alarm panel displays will be checked to make sure the fault is automatically cleared on the panel when the underlying fault is corrected. Installers are expected to have fully tested the fire alarm panel interface with the alarm system contractor before the acceptance test

• Verify that the installer has tested and confirmed that the UPS battery capacity is sufficient to power the unit for 24 hours.

The contractor will be afforded access to the facilities to determine proposed routing, equipment locations and shall define locations of all penetrations through walls, floors, roofs and other building components. All wall, floor and ceiling/roof assemblies in non-sprinklered buildings shall be considered minimum 2-hour fire rated and appropriate UL fire stopping details shall be utilized at penetrations. Fire walls that are required to be penetrated with ratings greater than an hour shall be likewise detailed with approved UL or other acceptable details. The school will assist the contractor in identification of rated assemblies after the submission of the draft design, but it is the contractor’s responsibility to investigate existing conditions and coordinate their work to the satisfaction of the AHJ’s. Roof and building envelope penetration locations and detailing must be approved by the ACE to ensure weather tightness, structural integrity, maintain warranties, avoid aesthetic objections, and limit future maintenance.

Building envelope penetrations and securement of wall mount masts and antennas shall be done with schedule 40 HDG sleeves in precision, tightly fit holes. Attachment to veneers, stucco, metal siding etc.

shall not compromise the cavity condition or weathertightness.

All roof penetration locations shall be approved by the ACE after the contractor has identified options for appropriate locations to ensure good line of sight locations to optimize the ERRCS. All roof work shall be performed by experienced roofing contractors qualified to make penetrations and flashing installations and maintain with certification from the roof system manufacturer, warranties for the specific roofing systems found at the campus. Upon approval of the agreed upon location of the roof penetrations, the ACE will verify the warranty status of the roof in that location. The contractor shall then solicit proposals from qualified roofing contractors to perform the penetration with below roof support, weather head and flashing and submit a request to utilize the allowance. The contractor shall make reasonable effort to identify options, locations and penetration details that are reasonable in terms of installation, cost and is in line with National Roof Contractor’s, SMACNA and Roof Manufacturers published details for roof penetration locations and detailing. In no case shall the contractor penetrate existing equipment, scuttle curbs or roof to wall conditions where flashings, weeps or drainage planes may be compromised.

The installation of all ERRCSs must be completed by May 15, 2024.

4 MONITORING AND MAINTENANCE

Proposers shall include with the proposal Tier 1 and Tier 2 level monitoring and maintenance.

Tier 1 shall include the monitoring of all equipment. ACE prefers that the proposer has in-house NOC capabilities. Tier 1 support which includes gathering info and opening a trouble ticket. Based on trouble reported by the NOC, the vendor will call/email ACE or report issue and coordinate resolution in which Tier 2 Support as applicable.

Tier 2 shall include Dispatch of engineer to troubleshoot onsite. 2-Hour response time to dispatch technicians is required. Please include rates for applicable service.

5 BIDDER QUALIFICATIONS

Proposers must have walked the site for their proposal to be considered responsive.

Bidders should provide the following items as part of their proposal for consideration:

• Description of experience in planning, building, and installing radio equipment

• Examples of (3) or more ERRCS projects designed and implemented by your organization, with contact information for the project representative at each receiving organization

• Anticipated resources you shall assign to this project (total number, role, title, experience) •A full testing plan

• Timeframe for completion of the project

• Include a warranty, minimum of 1 year, on all labor and materials provided

• Include full maintenance agreements, minimum 2 years, in the cost of the project

• Include annual site surveys, minimum 2 years, in the cost of the project

• Include a list of all spectrum analyzers and other test equipment used to measure signal levels, along with dates of most recent re-calibration certificates

• Written guarantee project completion no later than April 30, 2024

• FCC GROL certification and manufacturer training for system designers and lead installers

• Proof of Insurance, complying with Academy for Classical Education insurance requirements as required by the OWNER and legal counsel and as outlined in insurance requirements (see section 9)

6 DESCRIPTIONS OF SERVICES DESIRED

6.1 General

The selected bidder shall be responsible for planning and conducting a thorough site survey prior to installation to ensure all required tools and equipment are ready for installation.

The selected bidder shall also provide any ladders, lifting devices, or equipment necessary to reach high-level places. The selected bidder shall also provide all necessary and/or required safety devices, and/or services required, while work is being performed to ensure the safety of those involved and the general public that could be in the immediate area while installation is being completed. All contractors and subcontractors shall conform to all OSHA, State and County regulations while performing under the terms and conditions of this contract.

Installation access shall be communicated in the pre-proposal meeting and will be coordinated between the selected bidder and the school representative.

Selected bidder shall ensure:

• All equipment shall be new and be Federal Communication Commission (FCC) approved

• ERRCSs are installed in safe and easily accessible locations

• The system meets current radio system (700/800 MHz) requirements

• Installation complies with all national and/or local building, fire and electrical codes which pertain to signal, power, cable installations, grounding or enclosures as appropriate

• UPS installed can maintain ERRCS at full functionality for a minimum of 24 hours

• All software and licensing requirements and associated expenses are included

• Close coordination of project tasks and resources with ACE

• Documentation of complete testing for each ERRCS and UPS to ensure functionality

• All installations shall be completed by May 15, 2024

6.2 Security

Selected bidder shall be responsible for providing the school with written criminal background check reports on all employees that could potentially be on school properties before any work shall commence. The selected bidder shall not allow any of its employees and/or agents for whom it has not provided ACE with a written criminal background check report to enter and/or remain in and/or on any school properties. Any record indicating felony violations, questionable character or possible security risk shall be cause for denial of access for that employee to school properties. Final approval of employees’ list shall be at the sole discretion of ACE’s representative and shall not be cause for additional payment.

Schools are non-smoking facilities. Cigarettes and other forms of smoking tobacco are not to be brought into the schools under any circumstance. This includes vaping technologies.

Schools are gun-free zones. No firearms may be on school property.

Possession of and/or consumption of alcoholic beverages is prohibited prior to entering school properties. While on school properties no intoxicants shall be allowed in any employees’ possession, including their vehicle.

6.3 Equipment

Location One (1) Emergency Responder Radio Coverage system, with antennas, cabling, power, and uninterrupted power supply shall be installed at:

Academy for Classical Education 5665 New Forsyth Road Macon. Georgia 31210

7 DETAILED SUBMITTAL REQUIREMENTS

7.1 Proposal Format

Proposers should prepare their proposals in accordance with the instructions outlined in this section. Each proposer is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP. Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only.

The proposal should be organized into sections:

• Tab A for cover letter / executive summary

• Tab B for company information

• Tab C for staffing resumes

• Tab D for implementation & schedule

• Tab E for references

• Tab F for proposed pricing

• Tab G for required signature forms

Omissions and incomplete answers shall be deemed unresponsive. Please initial any corrections.

A. Cover Letter / Executive Summary

An executive summary including the name, address, email address, and any other pertinent information about the firm. The summary must be signed by an individual authorized to contractually bind the firm and include an expression of the firm’s ability and desire to meet the requirements of the request for proposal. The executive summary should not exceed two (2) pages. Each company shall make the following representation and warranty in the cover letter/executive summary, the falsity of which might result in rejection of its proposal:

“The information contained in this proposal or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to ACE, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead ACE as to any material facts.”

B. Company Information Include a description of the firm’s background, its organizational structure, and length of time in business. Outline your understanding of the project and list assets available to meet County service requirements, and experience in providing the type of services solicited herein.

C. Staffing

Include staff resumes, years of experience, licenses held, and relevant trainings. Identify supervisory and management staff assigned to the project.

D. Implementation & Schedule

Provide a detailed plan and timeline for installation and activation of the proposed system.

E. References

List three (3) ERRCS project references for similar sized operations installed by your company. Provide building address, contact name and telephone numbers.

F. Proposed Pricing

Provide detailed pricing that breaks out the following: materials, labor, design, engineering, and testing costs. Pricing shall be fixed and firm.

G. Required Signature Forms Proposers should include signed copies of the following documents:

• Proposal Submission Form

• Current W-9 form

8 EVALUATION CRITERIA

8.1 Evaluation of Proposals

ACE reserves the right to determine the suitability of proposals on the basis of a proposal meeting administrative requirements, technical requirements, the review team's assessment of the quality, performance of the services proposed, and cost.

The evaluation committee shall make a selection based on criteria listed below (no particular order) and other relevant RFP information. Evaluation factors shall include, but shall not be limited to, the following:

1. Understanding of project

• How the proposer responded with their outline of understanding and approach to the tasks listed in scope of work

2. Reputation and demonstrated quality standards

• Summary of provided services

• Number of years in business

• Training, licensing, and experience

• Review of the three (3) similar sized projects in similar environments performed by the proposer

3. Outlined plan

• The process by which the proposer shall complete the installation and activation of the systems

4. Technical competence

• List personnel who shall perform maintenance and their certifications

• List relevant training, licensing, and experience

• Provide a technician for system setup and support

5. Capability and capacity

• Personnel (number of employees & experience/qualifications with our equipment)

• Equipment & materials

6. Cost •ACE may select and enter negotiations with the next most advantageous proposer if negotiations with the initially chosen proposer are not successful.

The award document shall be a contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the proposer’s proposal as negotiated.

9 GENERAL CONDITIONS AND REQUIREMENTS

9.1 Award Procedures

The award shall be made in the best interest of the Academy for Classical Education. ACE reserves the right to select a proposal other than the most financially advantageous proposal.

ACE reserves the right to accept or reject all proposals, to waive any informality in proposals, and unless otherwise specified in writing by the proposer, to accept any items in any proposal.

Proposals deemed non-responsive shall be rejected.

ACE may, at its discretion, require one or more proposers to appear before an evaluation committee for an interview or to make a presentation. During such an interview, the contractor may be required to present its proposal and respond in detail to any questions posed orally and otherwise. Additional meetings may be held to clarify issues or to address comments, as deemed appropriate. Proposers shall be notified in advance of the time and format of such meetings. Since ACE may choose to award a contract without engaging in discussions or negotiations, the proposal submitted shall define each proposer’s best offer for performing the services described in this RFP. The commencement of such discussions, however, does not signify a commitment by ACE to execute a contract or to continue discussions. ACE may terminate discussions at any time and for any reason.

A proposal may be rejected if it is incomplete. ACE may reject any or all proposals and may waive any immaterial deviation in a proposal.

More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, shall not be considered.

As ACE may award a contract based on the initial offer, a bidder should make its initial offer on the most favorable terms available. ACE reserves the right, however, to have discussions with those bidders falling within a competitive range, and to request revised pricing offers from them and to make an award or conduct negotiations thereafter.

9.2 Award

This contract shall commence on the date of the purchase order or notice of award and shall remain in effect until such time as all items purchased in conjunction with this solicitation have been delivered and accepted by ACE’s authorized representatives. Notwithstanding, it shall be understood and agreed that any required warranty period which exceeds this term shall remain in full force for the duration of the warranty period. A purchase order may serve as the contract.

All proposals submitted in response to this request shall become the property of ACE and as such, may be subject to public review.

ACE has the right to reject any or all proposals, to engage in further negotiations with any firm submitting a proposal, and/or to request additional information or clarification. ACE is not obligated to accept the lowest cost proposal. ACE may accept the proposal that best serves its needs, as determined by School officials in their sole discretion.

All payroll taxes, liability and worker’s compensation are the sole responsibility of the proposer.

The proposer understands that an employer/employee relationship does not exist under this contract.

9.3 Subcontractor/Partner Disclosure

The vendor shall be required to identify any and all sub-contractors that it intends to use and that it may potentially use in the performance of the contract resulting from this solicitation.

Such sub-contractors shall have the same criminal background checks as bidder as provided herein. The vendor shall also identify the capabilities, experience, and portion of the work to be performed by the sub-contractor(s). The competency of the sub-contractor(s) with respect to skill, responsibility and business standing shall be considered by ACE when making the award in the best interest of ACE.

9.4 Modification or Withdrawal of Proposal

Prior to the scheduled closing time for receiving proposals, any contractor may withdraw their proposal. After the scheduled closing time for receiving proposals, no proposal may be withdrawn for 90 days. Only written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as proposals and are received by ACE prior to the closing time for receiving proposals shall be accepted. The proposal shall be corrected in accordance with such written requests, provided that any such written request is in a sealed envelope that is plainly marked “Modification of Proposal – ACE ERRCS RFP - Emergency Responder Radio Coverage Systems (ERRCS) for Academy for Classical Education”.

Oral, telephone, or fax modifications or corrections shall not be recognized or considered.

9.5 Insurance

Contractor agrees their insurance policies shall be endorsed evidencing the minimum insurance coverage and limits set forth below prior to ACE’s signing of this Agreement. The insurance coverage and limits set forth below shall be deemed minimum coverage limits and shall not be construed in any way as a limitation on Contractor’s duty to carry adequate insurance. All policies of insurance shall be primary insurance and non-contributory with respect to all other available sources. The minimum insurance coverage which the Contractor shall procure and maintain at its sole cost and expense during the term of the Agreement is as follows:

Worker’s Compensation. Coverage at the statutory limits in compliance with applicable State and Federal laws. Contractor shall ensure that any subcontractors also have workers compensation coverage at the statutory limits.

Employer’s Liability. Coverage with minimum limits of $1,000,000 each employee accident and $1,000,000 each employee disease.

Commercial General Liability. Insurance covering all operations performed by the Contractor with a minimum limit of $5,000,000 per occurrence with a $5,000,000 aggregate. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations or Contractual Liability. Academy for Classical Education shall be named as an additional insured under the policy.

Business Automobile Liability. Insurance covering all owned, non-owned, and hired vehicles used in performance of this Agreement. The minimum combined single limit per occurrence shall be $1,000,000 and shall include uninsured/underinsured motorist coverage.

Umbrella/Excess Liability. If the underlying liability policy limits are less than those required, Contractor may provide an excess or umbrella policy to meet the required limits of insurance.

The excess or umbrella policy shall extend coverage over the underlying general liability policy.

Any additional insured under any policy of the underlying insurance will automatically be an additional insured under this insurance.

Property – Installation Floater. Coverage for materials and/or equipment to be written on a Special Covered Cause of Loss Form to include, but not limited to theft, property of others in the Contractor’s care, custody or control, transit, faulty workmanship, mechanical or electrical damage during testing, labor costs to repair damaged work, and soft costs (expediting expense).

Any coinsurance provision or exclusions for underground exposures in the policy shall be deleted. Coverage shall include Flood and Earthquake. Coverage shall end when the work is accepted by ACE.

9.6 Additional Insurance Requirements

Contractor shall not be obligated to maintain property insurance on Contractor’s furnishings, fixtures, equipment and personal property. All furnishings, fixtures, equipment, and property of every kind and description of Contractor and of persons claiming by, though, or under Contractor shall be at the sole risk and hazard of Contractor and no part of loss or damages to such property from whatever cause shall be the responsibility of, charged to, or borne by ACE.

If the Contractor maintains higher limits than the minimums shown above, ACE requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds more than the specified minimum limits of insurance and coverage shall be available to ACE.

Prior to commencement of work, the Contractor shall provide ACE with certificates of insurance on an approved form, evidencing the above amounts. Academy for Classical Education shall be named as additional insureds under the commercial general liability policy. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under the Contract and remain in effect for the duration of the Agreement.

Each insurance policy required above shall state that coverage shall not be canceled, except with written notice to ACE, delivered in accordance with the policy provisions. All insurance shall be procured from reputable insurers authorized and qualified to do business in Georgia with a A-rating.

Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure Academy for Classical Education are additional insureds on insurance required from subcontractors.

Waiver of Subrogation: Contractor hereby grants to County a waiver of any right to subrogation which any insurer of said Contractor may acquire against ACE by virtue of payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation.

The limits of coverage under each insurance policy maintained by the Contractor shall not be interpreted as limiting the Contractor’s liability and obligations under this Agreement.

9.7 Indemnification

Contractor agrees to protect, defend, indemnify and hold Academy for Classical Education, their officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings, or causes of action of every kind in connection with or arising out of this agreement and/or the performance hereof that are due, in whole or in part, to the negligence of the contractor, its officers, employees, subcontractors or agents. Contractor further agrees to investigate, handle, respond to, provide defense for, and defend the same at its sole expense and agrees to bear all other costs and expenses related thereto.

9.8 Licenses

The successful contractor(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local, state, and federal licenses.

9.9 E-Verify

E-Verify is the federal program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program, used to verify the work authorization of newly hired employees pursuant to federal law. Contractor shall ensure that Contractor and any Subcontractor performing work under this contract: (i) uses E-Verify if required to do so; and (ii) otherwise complies with applicable law.

10 APPENDIX A – PRICING FORM

TBD by vendor but should include pricing that breaks out the following: materials, labor, design, engineering, and testing costs.

11 APPENDIX B – PROPOSAL SUBMISSION FORM

Request for Proposal (RFP) Emergency Responder Radio Coverage Systems (ERRCS) for Academy for Classical Education

This proposal is submitted by:

Provider Name: __________________________________________________________ Address: __________________________________________________________ City/State/Zip: __________________________________________________________ E-Mail Address: __________________________________________________________ Telephone: __________________________________________________________ Facsimile: __________________________________________________________

It is understood by the proposer that Academy for Classical Education reserves the right to reject all proposals, to make awards according to the best interest of Academy for Classical Education, to waive formalities, technicalities, to recover and rebid this RFP. Proposal is valid for one hundred and eighty (180) calendar days from the proposal due date.

Proposer Date Authorized Signature Please type or print name