AVproject 3 Final.pdf

BOARD OF COUNTY

COMMISSIONERS

PROJECT:

Audio Visual Upgrade for County Meeting Rooms

Request for Proposal #P24-1535-11

PROPSOAL DUE:

November 30th, 2023 2:15PM

TABLE OF CONTENTS

CHAPTER 1-OVERVIEW

INTRODUCTION ..........................................................................................................................3-4

CHAPTER 2-SCOPE OF WORK

SCOPE OF PROJECT....………………………………………………………………………………....4-7

SPECIFICATION OF WORK……………………………………………………………………………....7-8

CHAPTER 3-GENERAL TERMS AND CONDITIONS

CONTRACT TERMS AND CONDITIONS ...........................................................................................8-12

CHAPTER 4-INSTRUCTIONS TO PROPOSERS

INSTRUCTIONS TO PROPOSERS ................................................................................................12-13

CHAPTER 5-REQUIREMENTS

FORMS AND AFFIDAVITS .........................................................................................................15-24

REQUEST FOR PROPOSAL

Audio Visual Upgrade for County

Meeting Rooms Proposal Number: P24-1535-11

Due Date: November 30, 2023 2:15PM EST

THE CAMDEN COUNTY BOARD OF COMMISSIONERS is inviting qualified contractors to submit proposals for the refresh and upgrade of our audiovisual (AV) technologies within two (2) distinct meeting rooms: the Commissioners' Chambers and Executive Conference Room. These upgrades should include capabilities for seamless live streaming, virtual conferencing via Cisco Webex, Microsoft Teams, potentially Zoom, and other necessary provisions to support both virtual and in-person contemporary meetings. The project includes refreshing and upgrading existing AV systems in these rooms to modern standards with high-quality conferencing capabilities. Proposals will be received in the office of the Purchasing Officer, 200 E. 4th Street, Woodbine, Georgia 31569, until 2:15 PM on November 30, 2023 at which time, said sealed proposals will be publicly opened and contractor’s names will be read aloud. No proposals may be withdrawn after the closing time for the receipt of proposals for a period of ninety (90) days.

SOLICITATION SCHEDULE:

Request for Proposal 11/2/2023

MANDATORY PRE PROPSAL 11/14/2023 10AM EST

Deadline for questions 11/20/2023 5PM EST Answers to questions 11/22/2023 5PM EST Proposal Due Date 11/30/2023 (No later than 2:15 p.m. EST) Public Proposal Opening 11/30/2023 (2:15 p.m. EST) Board of Commissioners Approval 12/12/2023 Letter of Intent to Award 12/13/2023

MANDATORY PRE PROPSAL: There will be a mandatory pre proposal meeting held on November 14,2023 at 10 AM in the historic court room, located at 200 E 4th St. Woodbine, GA 31569.

QUESTIONS: regarding this project may be directed in writing to the Purchasing Officer, Kelsey Kelley, at bids@co.camden.ga.us. All questions shall be received by November 20, 2023 and answered by November 22, 2023.

SUBMISSION: One (1) original and two (2) copies of required proposal documents must be submitted in a sealed envelope marked “CAMDEN COUNTY AUDIO VISUAL UPGRAGE FOR COUNTY MEETING ROOMS- Proposal #P24-1535-11, mailed or dropped off at the address below.

U.S. Postal Service: FEDEX/UPS:

Camden County Board of Commissioners Attn: Purchasing Office P.O. Box 99 Woodbine, GA 31569

Camden County Board of Commissioners Attn: Purchasing Office 200 E. 4th St.

Woodbine, GA 31569

The proposal opening will be conducted in person on November 30, 2023 at 2:15PM, in the historic court room, located at 200 East 4th Street, Woodbine, GA 31569. Proposal prices will not be read. Proposals will be accepted at the above address until the time and date specified above, and immediately after will be publicly opened and contractor names only will be read aloud. Proposals received after the required time or in any other location other than the Purchasing Office will not be accepted. Camden County will not be held liable for misdirected deliveries nor deliveries that are late due to shipping carrier. Faxed submissions will not be accepted.

All proposals submitted in response to this request shall become the property of Camden County and will be a matter of public record available for review after award. Please note that failure to meet any of the requirements stipulated within this RFP will result in the disqualification of the Contractor. It is incumbent upon each Contractor to thoroughly review the RFP and ensure their proposal fully meets all specified requirements.

Camden County Board of Commissioners reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal and to accept or reject any item or combination of items, when to do so would be to the advantage of the County. It is also within the right of the County to reject proposals that do not contain all elements and information requested in the proposal documents.

Proposals may be withdrawn by written request only if the request is received prior to the time and date set for the opening proposals. Negligence on the part of the proposer in preparing the proposal confers no right of withdrawal or modification of the proposal after it has been opened. No proposal may be withdrawn for a period of ninety (90) days after the time and date of opening of proposals.

SCOPE:

1. System Design and Specification:

The Vendor is expected to develop a comprehensive system design and technical specification to meet the stated requirements. The design should focus on refreshing and upgrading the existing AV system with modern conferencing capabilities, considering the unique characteristics of each room including, but not limited to, size, acoustic properties, and current AV infrastructure.

- The Vendor must provide professionally created detailed drawings and documentation that depicts the complete solution for each room.

2. Hardware Acquisition:

- The Vendor will be responsible for procuring all necessary AV equipment. This includes but is not limited to cameras, audio devices, and streaming hardware and any other associated equipment.

3. Software Integration:

- The Vendor will be responsible for the integration of the proposed system with the provided software licenses for Cisco Webex, Microsoft Teams, and potentially Zoom. The system should be integrated with existing IT infrastructure where necessary.

4. Installation and Transition Support:

- The Vendor will oversee the installation and integration of the new system and provide support during the transition period to mitigate disruptions.

5. User Training:

- As part of this scope, the Vendor is to provide user training to designated County staff on the operation of the new AV system.

6. Ongoing Maintenance, Support, and Upgrades:

- The Vendor is expected to provide ongoing support and maintenance for the installed systems for a period of three years. In addition, the Vendor should propose potential upgrade paths for future system enhancements.

TECHNICAL REQUIREMENTS

1. Camera Systems:

- High-resolution cameras capable of auto-adjusting focus and framing to the active speaker within the room. Must be

NDAA compliant.

2. Audio Systems:

- Professional-grade audio devices capable of auto-adjusting to the active speaker and producing clear, high-quality audio for both in-person and virtual attendees.

3. Live Streaming:

- The system should have robust live streaming capabilities through Cisco Webex, Microsoft Teams, and potentially Zoom.

The solution should include all necessary hardware, and integrations to support high-quality streaming with minimal latency.

4. Virtual Meeting Compatibility:

- The upgraded system should enhance conferencing capabilities to meet modern communication demands and smoothly integrate with multiple platforms including Cisco Webex, Microsoft Teams, and potentially Zoom. The setup should support video and audio conferencing, screen sharing, and other features as required.

5. System Control:

- A user-friendly and intuitive control interface for managing the AV system, suitable for non-technical staff.

6. System Security:

- The proposed system should comply with cybersecurity best practices and the Vendor should outline how they will ensure data privacy and network security.

7. Spare Parts and Redundancy:

- The Vendor should propose an approach to spare parts and equipment redundancy to ensure continuous operation in case of hardware failure.

SUSTAINABILITY AND DISPOSAL

Vendors should provide a plan for environmentally responsible disposal of old equipment and consider energy-efficient equipment in their proposals.

QUALIFICATIONS AND WARRANTY

Vendors must provide evidence of having successfully completed similar projects for other local governments in Georgia within the last two years.

All proposed equipment must comply with the National Defense Authorization Act (NDAA) and proof of compliance must be presented via notarized documentation from a Georgia State Notary.

The Vendor shall warranty all supplied equipment and labor for a period of three (3) years.

SUPPORT HOURS

Remote support should be available from 8 am to 8 pm EST, Monday through Friday. On-site support should be available from 8 am to 5 pm EST, Monday through Friday.

SITE VISITS

Vendors are required to conduct a site visit to the Commissioners' Chambers, Executive Conference Room, and Historic Court Room to familiarize themselves with the current setup and validate their understanding of the scope and technical requirements. Any questions regarding this RFP should be clarified during these visits.

EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

1. Compliance with Technical Requirements (30%): The Vendor's ability to meet the detailed technical requirements as specified in the RFP, as well as the robustness and suitability of the proposed solution for the described needs.

2. Price Proposal (30%): The total proposed cost for the project, including equipment, labor, support, and training. Value for money will be considered, rather than just the lowest price.

3. Vendor Experience and Qualifications (20%): The Vendor's past performance on similar projects, particularly those completed for other local governments in Georgia within the last two years. The vendor's capacity to fulfill the NDAA compliance requirement and warranty provisions will also be considered.

4. Project Methodology (10%): The Vendor's proposed approach to managing the project, including design, installation, training, and support plans.

5. References (5%): Quality of references provided by the Vendor, including feedback from past clients on similar projects.

6. Sustainability (5%): The Vendor's plan for environmentally responsible disposal of old equipment and inclusion of energy-efficient equipment in their proposal.

General Overview and Location:

Administration Building

Executive Conference Room In the County Administrators’ Conference Room, the audio visual equipment will need to be capable of handling a variety of meetings. These meeting include but are not limited to Cisco WebEx, Microsoft Teams and potentially Zoom. Multiple users will need to share audio and video content from client provided wireless devices such as Microsoft, IOS, and Android. The audio video equipment must also be capable of connecting wired and wireless audio. The room should have a control surface that can control the AV systems including cameras, lighting, shades, audio and control the interface for the unified communications software being used such as Webex, Teams, potentially Zoom and etc. This room needs sound reinforcement for at least twelve (12) people around a board room table, needs to be intelligible and without audio feedback. The room also needs to be able to live stream to popular streaming services and be able to record on premise if internet connectivity is not present.

The room will also need a screen at two ends of the room for everyone in the room to see content. This room is a candidate for a sound masking solution. This room should be connected to the other rooms via a NDI and Dante. Remote administration of the room is highly desirable.

Commissioners Chambers In the County Commissioners Chambers audio visual equipment will need to be capable of handling a variety of meetings. These meeting include but are not limited to Cisco WebEx, Microsoft Teams and potentially Zoom.

Multiple users will need to share audio and video content from client provided wireless devices such as Microsoft, IOS, and Android. The audio video equipment must also be capable of connecting wired and wireless audio. The room should have a control surface that can control the AV systems including cameras, lighting, shades, audio and control the interface for the unified communications software being used. This room needs sound reinforcement for an 8-person panel, a podium for public comments, and a presenter table with up to 3 presenters. There should also be an input for a wireless presenter microphone. There will also be comments from members of the audience. members. New speakers should be added to the room. One also needs to be added outside in the foyer. The audio needs to be intelligible and without audio feedback. The room also needs to be able to live stream to popular streaming services and be able to record on premise if internet connectivity is not present. Additionally, the room will need a screen with a short throw projector. This room should be connected to the other rooms via an NDI and Dante. Remote administration of the room is highly desirable.

SPECIFICATIONS

1. All work shall be done in accordance with the current National Electrical Code (NEC) and Camden County Codes.

2. The Contractor shall be responsible for maintaining a safe and secure work site for the duration of the work. The

Contractor shall maintain all work and staging areas in a neat and presentable condition.

3. Cleanup shall be performed to the satisfaction of the Department.

4. The Contractor shall immediately notify the County of any damages to the building as a result of the Contractor’s operations.

5. The Contractor shall be solely responsible for furnishing all labor, materials, equipment, tools, transportation and supervision and for performing all work as required to complete the work of this project as described.

6. The Contractor, subcontractors or any of their employees shall not perform any work that is beyond their technical capabilities or for which they are not licensed or certified.

7. Before any work is begun, Contractor shall deliver the installation schedule to the Deputy County Administrator for approval.

8. At the conclusion of the project, provide a written certification to the Deputy County Administrator that all work has been provided in accordance with the Contract Documents and a written warranty against the occurrence of defective materials and workmanship. All standard manufactures and installation warranties apply.

9. The Contractor shall provide the Chief Information Officer & Deputy County Administrator with contact information for all key personnel directly related to the project. The Department shall be notified immediately orally or written of any changes to the contact information. NO contact to the County shall be made until the Contractor receives a Notice to Proceed.

10. Condition of Items

All items shall be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated herein. Verbal agreements to the contrary will not be recognized.

11. Workmanship and Inspection All work under the resulting contract shall be performed in a skillful manner. The County may require the Contractor to remove any employee from work that the County deems incompetent or careless. Further, the County may, from time to time, make inspections of the work performed under this contract. Any inspection by the County does not relieve the Contractor from any responsibility regarding defects or other failures to meet the contract requirements.

12. Safety

All contractors and subcontractors performing services for the County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

13. Incidental and Consequential Damages

No proposer may require contractual language limiting or eliminating liability for incidental and consequential damages.

CONTRACT TERMS AND CONDITIONS

The Contract with the successful bidder will contain the following contract terms and conditions:

1. Procedures

The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the County’s authorized representative(s). Any change to the contract must be submitted in writing and approved by the Purchasing Officer.

2. Contract Quantities

If applicable, the quantities specified in this contract are estimated only. They do not indicate the actual quantity which may be ordered, since such volume will depend upon requirements which develop during the contract period. Quantities shown shall not be construed to represent any amount which the County shall be obligated to purchase under the contract, or relieve the Contractor of his obligation to fill all orders placed by the County. NO PROPOSAL WILL BE CONSIDERED WHICH STIPULATES THAT CAMDEN COUNTY SHALL

GUARANTEE TO ORDER A SPECIFIC QUANTITY.

3. Schedule

Proposers shall provide, with their proposal, a proposed schedule for the project. Failure to include the schedule may be ample cause for rejection of proposal as non-responsive. The actual timing for this project shall be coordinated with the Facilities Management Director.

4. Delays

If a delay is foreseen, the Contractor shall give ample notice to the County. The County has the right to extend completion date if reasons appear, in the sole discretion of the County, to be valid. Contractor must keep the County advised at all times of status of order. Default in promised completion (without accepted reasons) or failure to meet specifications, the County will charge the contract $250 per day after November 30, 2022 project deadline.

5. License Requirement

All firms doing business in Camden County are required to hold a current valid business license within the municipality where the home office is located.

6. Insurance

The Contractor shall procure, maintain, and provide proof of, insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with, the work performed on behalf of the County by the Contractor, his agents, representatives, employees or subcontractors. Proof of coverage as contained herein shall be submitted prior to the commencement of work and such coverage shall be maintained by the Contractor for the duration of the contract period. The Contractor shall not perform any work unless he has obtained, and continues to maintain for the duration of such work, such worker's compensation coverage as may be required pursuant to the provisions of Title 34 Chapter 9 of the Official Code of Georgia.

A. Liability

The Contractor shall maintain such insurance as will protect him from claims under workmen's compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Such certificates shall be in form and substance reasonably acceptable to the Owner, shall indicate that, except in respect to workers compensation insurance coverage and professional errors and omissions, Owner is an additional insured with respect to such coverage, and shall indicate that such coverage is primary and not contributory with any similar insurance purchased by the Owner. The certificates shall contain a provision that the insurer will endeavor, if allowed by the policy, to provide Owner with thirty (30) calendar days’ notice of nonrenewal, cancellation, or termination of the coverage. If the successful proposer receives a nonrenewal. cancellation, or termination notice from an insurance carrier affording coverage required herein, the successful proposer agrees to notify Owner by fax within two (2) business days with a copy of the nonrenewal, cancellation, or termination notice, or written specifications as to which coverage is no longer in compliance. Failure to comply with any of the provisions relating to insurance coverage herein shall be deemed a material breach if not cured.

B. Indemnity

To the fullest extent permitted by laws, statutes, rules and regulations, the Contractor shall indemnify and hold harmless the County, Engineer, Engineer’s Consultants and the Officers, Directors, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court costs, arising out of or resulting from performance of the work, but only to the extent caused in whole or in part by negligent, reckless, willful and wanton, or wrongful acts or omissions of the Contractor, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence. Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this Paragraph.

C. Performance Bond/Payment Bond Successful Contractor will be required to meet insurance requirements, submit a one hundred percent (100%) performance bond and a one hundred percent (100%) payment bond. Insurance and Bonding Company should be licensed to do business by the Georgia Secretary of State, authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on Federal Bonds and as acceptable insuring companies. The payment bond and performance bond must have an A.M. Best rating of A-5 or higher.

D. Bid Bond All contractors must submit with bid, a bid bond, in the amount of five percent (5%) of the total bid.

Failure to submit a bid bond with the proper rating will result in the bid being deemed non-responsive. Successful supplier will be required to meet insurance requirements, submit a one hundred percent (100%) PERFORMANCE bond and a one hundred percent (100%) PAYMENT bond.

Insurance and Bonding Company should be licensed to do business by the Georgia Secretary of State, authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on

Federal Bonds and as acceptable reinsuring companies. The bid bond, payment bond, and performance bond must have an A.M. Best rating of A-5 or higher.

E. Comprehensive General Liability

The successful prosper shall exercise proper precaution at all times for the protection of persons and property. He shall carry approved insurance from insurance companies authorized to do business in Georgia and having an A.M. Best’s rating of A+ or better with the following minimums:

*The limits of insurance are as follows:

a) General liability insurance of at least One Million (1,000,000) Dollars (Combined Single Limit per occurrence) and Two Million (2,000,000) Dollars aggregated;

b) Automobile insurance of at least Five Hundred Thousand (500,000) Dollars (Combined Single Limit per accident for bodily injury or property damage); and

c) Workers’ Compensation Insurance as will protect potential bidder or offeror from Workers’ Compensation Acts

7. Exemption from Taxes

The Contractor shall not charge the County directly for any sales or excise tax. The County is exempt from State Sales Tax. Tax Exemption Certificates indicating the County’s tax -exempt status will be furnished by the County on request. The Contractor shall be responsible for any payment of any sales, use, or excise tax. This exemption does not include materials purchased and used by a contractor for a construction project.

8. Warranty

The contractor warrants that he is familiar with the codes applicable to the work and that he has the skill, knowledge, competence, organization, and plant to execute the work promptly and efficiently in compliance with the requirements of the Contract Documents. The Contractor, having the obligation to keep a competent superintendent on the work during its progress, to employ only skilled mechanics, and to enforce strict discipline and good order among his employees, the Contractor, himself, is responsible for seeing that the work is installed in accordance with the Contract Documents. The Contractor warrants to the Owner that all materials and equipment incorporated in the work will be new unless otherwise specified, and that all work will be of good quality, free from faults and defects and in conformance with the Contract documents. All work not conforming to these requirements may be considered defective.

(a) Duty to Protect Property: The Contractor shall continuously maintain adequate protection of all his work from damage, injury, or loss arising in connection with the work regardless of who may be the Owner of said property. He shall make good such damage, injury or loss except such as may be directly the result of errors in the Contract Documents or such as shall be caused directly by agents or employees of the Owner.

(b) Duty to Correct: The Contractor shall promptly correct any Work rejected by the Design Professional as defective or as failing to conform to the Contact Documents whether observed before or after Completion and whether or not fabricated, installed or completed, and shall correct any work found to be defective or nonconforming within a period of one year from the date of Completion of the Contract or within such longer period of time as may be prescribed by law or the terms of any applicable special warranty required by the Contract Documents. The provisions of the Article apply to work done by subcontractors as well as work done by direct employees of the Contractor.

(c) Warranty of Contractor: The Contractor warrants that the subcontractors selected by him are reputable, skilled, reliable, competent, qualified in the trade of field in which they are to perform on the project, and thoroughly familiar with applicable codes.

(d) Responsivity for Acts and Omissions: Contractor Responsible for Acts and Omissions of Subcontractors, Materialmen, Suppliers and Employees. The Contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors, materialmen, suppliers, and employees and of person either directly or indirectly employed by them as he is for that acts and omissions of persons directly employed by him.

(e) Warranty and Guaranty: The Contractor warrants and guarantees that all work executed under the Contract

Documents shall be free from defects of materials or workmanship for a period of one year from the date of Completion. All written guarantees or warrantees as called for in the specifications shall specify the term and contact information for enforcement and shall be in such form as to permit direct enforcement by the Owner against and Trade Contractor, subcontractor, materialman, or manufacturer related to the guarantee. The effective date of all warranties and guarantees shall be the date of the Certificate of Material Completion.

Warranties, guarantees, and manufacturer’s certificates shall be provided to the Owner in a three-ring binder(s) with a summary list of contents.

(f) Correction of Work after Final Payment: Neither (1) the Certificate of Material Completion, (2) nor any decision of the Design Professional, (3) nor payment, (4) nor any provision in the contract shall relieve the contractor of responsibility for faulty materials, faulty workmanship, or omission of contract work, and he shall remedy any defects or supply any omissions resulting therefrom and pay for any damage to other work resulting therefrom. The Owner shall give notice of observed defects or omissions with reasonable promptness. The Contract shall within the space of time designed in the notice of non-compliant work and without expense to the Owner, correct, remedy, replace, re-execute, supply omitted work, or remove from the premises all non-compliant work noted by the Design Professional. The Contractor shall give prompt notice in writing to the Design Professional, with copy to the Owner, upon completion of the supplying of any omitted work or the correction of any non-compliant work. In the absence of said notice, it shall be and is presumed under this contract that there has been no correction of the non-compliant work or supplying omitted work.

If the Contractor does not remove, make good the deficiency, correct or remedy faulty work, or supply any omitted work within the space of time designated in notice of non-compliant work without expense to the Owner, the Owner, after ten days’ notice in writing to the Contractor, may remove the work, correct the work, remedy the work or supply omitted work at the expense of the Contractor. In case of emergency involving health, safety of property, or safety of life the Owner may proceed at once. Correction of defective work executed under the plans and specifications or supplying of omitted work whether or not covered by warranty of a subcontractor or material man, remains the primary, direct responsibility of the Contractor. The foregoing obligation of the Contractor shall remain in effect until the same shall have been extinguished by operation of the statute of limitations. As additional security for the fulfillment of such obligation, but in no way limiting the same, the Contractor warrants and guarantees (1) that all work executed under the plans and specifications shall be free from defects of materials or workmanship for a period of one year from the date of the Certificate of Material Completion of the Design Professional, and (2) that for not less than one year from the date of the Certificate of Material Completion of the Design Professional, or for such greater space of time as may have been designated in the specifications, products of manufacturers shall be free from defects of materials and workmanship. Whenever written guaranties or warranties are called for, the Contractor shall furnish the aforesaid for such period of time as may be stipulated. The aforesaid instruments shall be in such form as to permit direct enforcement by the Owner against any subcontractor, materialman, or manufacturer whose warranty is called for, and the Contractor agrees that:

1. The contractor is jointly and severally liable with such subcontractors, materialmen, or manufacturers.

2. The said subcontractors, materialmen, or manufacturers are agents of the Contractor for purposes of performance under this article, and the Contractor, as principal, ratifies the warranties or guaranties of his aforesaid agents by the filing of the aforesaid instruments with the Owner. The Contractor as principal is liable for the acts or omissions of his agents.

3. Service of notice on the Contractor that there has been breach of any warranty or guaranty will be sufficient to invoke the terms of the instrument, Provided: That the owner shall have furnished the Contractor with a copy of notice served on the subcontractor, materialman, or manufacturer.

4. The Contractor will bind his subcontractor, materialman, and manufacturers to the terms of the article.

The calling for the furnishing of written warranties shall in no way limit the contractual obligation of the Contractor as set forth hereinabove. The remedies stated in this article are in addition to the remedies otherwise available to the Owner, do not exclude such other remedies, and are without prejudice to any other remedies.

9. Method of Payment

Contractors shall provide their federal employer identification number on a standard W-9 form within 15 days after award in order not to delay payment. Contractor shall submit request for payment directly to Camden County Account Payable for payment issuance.

Invoices shall be submitted to:

Camden County Board of Commissioners Attn: Tammy Dukes P O Box 99 Woodbine, GA 31569

Upon inspection and acceptance of the work, the County will render payment, less any retainage if applicable, within thirty (30) days.

10. Termination

Subject to the provisions below, the Contract may be terminated by the County upon ten (10) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the County until said work or services are completed and accepted.

A. Termination for Convenience:

The County may terminate this Contract for convenience at any time in which case the parties shall negotiate reasonable termination costs. Termination for Cause In the event of Termination for Cause, the ten (10) days advance notice is waived and the Contractor shall not be entitled to termination costs.

11. Severability In the event that any provision of this contract shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

12. Applicable Laws

This contract shall be governed in all respects by the laws of the State of Georgia.

INSTRUCTIONS TO PROPOSERS

1. Completion Proposal must show number of days required to complete each project under normal conditions. Failure to state completion time obligates proposer to complete the project according to the County's schedule.

Unrealistically short or long completion promised may cause proposal to be disregarded. Consistent failure to meet delivery promises without valid reason may cause removal from contractor list.

2. Firm Pricing for County Acceptance

Proposal price must be firm for County acceptance for 90 days from proposal opening date.

3. Schedule of Required Documents The following documents must accompany the contractor’s proposals:

Bid Form References Contractor Affidavit and Agreement Subcontractor Affidavit and Agreement List of Subcontractors Statement of Bidder’s Qualifications Contractor’s License Contractor’s General Liability, vehicle and worker’s compensation insurance (Certificate of Insurance)

4. Authority to Bind Firm in Contract

Proposals MUST give full firm name and address of proposer. Failure to manually sign proposal may disqualify

it. Person signing proposal should show TITLE or AUTHORITY TO BIND HIS FIRM IN A CONTRACT. Firm name and authorized signature must appear on proposal in the space provided.

5. References

All proposer shall include, with their proposals, a list of at least three (3) current references for whom comparable work has been performed, not including Camden County Board of Commissioners. This list shall include company name, person to contact, telephone number, email address, address where work completed and days to complete. Failure to include references may be ample cause for rejection of proposal as non-responsive.

6. Basis for Award

The contract will be awarded to the responsible, responsive prosper whose submission, conforming to the solicitation, will be most advantageous to Camden County – price and other factors considered. Unless otherwise specified in this RFP, Camden County reserves the right to accept a proposal in whole or in part, and to award by item or by group, whichever is deemed to be in the best interest of Camden County when applicable. Any proposer who is in default to Camden County at the time of submittal of the proposal shall have that proposal rejected. Camden County reserves the right to clarify any contractual terms with the concurrence of the Contractor; however, any substantial nonconformity in the offer, as determined by Camden County, shall be deemed non- responsive and the offer rejected. In evaluating proposals, Camden County shall consider the qualifications of the prospers, timeframe, cost, references and guarantees of materials and equipment.

7. Negotiation with the Responsible Prosper Unless all proposals are canceled or rejected, the County reserves the right to negotiate with the lowest responsive, responsible prosper to obtain a contract price within the funds available whenever such proposal exceeds the available funds. Negotiations with the low prosper may include both modifications of the proposal price and the specifications/scope of work to be performed.

8. Notice of Award A notice of award will be issued once the project is awarded by the Camden County Board of Commissioners at an open meeting.

CONTACT INFORMATION:

Person to contact regarding this proposal:

Title: ______

Phone: ______ Fax: ________

Email Address:

Name of person authorized to bind the Firm:

Signature: ____

Date: _________

Name of Company:

Address:

FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPSAL MAY RESULT IN PROPSAL BEING DEEMED NON-

RESPONSIVE.

REFERENCES

Camden County Board of Commissioners requests a minimum of three, (3) references where work of a similar size and scope has been completed.

References

Proposers shall provide references on this form.

1. Firm Name

Brief Description of Project

Completion Date

Contact Phone

Title E-mail

2. Firm Name

Completion Date

3. Firm Name

Completion Date

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR BID PACKET)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Camden County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (E-verify Number)

Date of Authorization

Name of Contractor

Address of Contractor

City, State and Zip Code

Name of Project

I hereby declare under the penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (City), (State).

Signature of Authorized Officer or Agent (Contractor)

Title of Authorized Officer or Agent (Contractor)

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

Notary Public

My Commission Expires:

SUBCONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor ) on behalf of Camden County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

EEV / Basic Pilot Program* User Identification Number

BY: Authorized Officer or Agent Signature Date (Subcontractor Name)

Title of Authorized Officer or Agent of Subcontractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

DAY OF , 202_

My Commission Expires:

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT IN BID BEING DEEMED NON-RESPONSIVE.

CAMDEN COUNTY BOARD OF COMMISSIONER

CAMDEN COUNTY, GEORGIA

LIST OF SUBCONTRACTORS FORM

I do__________, do not _____________ propose to subcontract some of the work on this project. I propose to subcontract work to the following subcontractors:

NAME AND ADDRESS TYPE OF WORK

STATEMENT OF BIDDER’S QUALIFICATIONS

(To be subscribed and sworn to before a notary public)

The bidder submits the following statement of bidder’s qualification for consideration by the Owner.

Legal Name of Bidder/Firm:

Street Address:

Telephone Number:

Fax Number:

Email Address:

When Organized:

Where Incorporated:

Number of years engaged in the contracting business under the present firm name:

Plan of Organization: Proprietorship Corporation Partnership

The bidder has never refused to sign a contract at the original bid.

The bidder has never been declared default on a contract.

The bidder has no Federal or Local Tax Liens.

T F

Remarks:

The foregoing statement of qualifications is submitted under oath.

Under oath, I certify that I am a principal or other representative of the firm of and I am authorized by it to execute the foregoing offer on its behalf. I am a principal person of the foregoing with management responsibility for the foregoing subject matter and as such, I am personally knowledgeable of all its pertinent matters. The foregoing statements of facts in the foregoing bid are true.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, labor supplies or equipment and is in all respects, fair and without collusion or fraud. We understand collusive bidding is violation of state and federal law and can result in fines, prison sentences and civil damage awards. We agree to abide by all conditions of this bid.

The full name and addresses of persons and firms interested in the foregoing bid as principals are as follows:

Date:

Legal Name of Firm:

By (Signature):

Printed Name:

Title:

Sworn to and subscribed before this day of 2023.

My commission expires:

NON-COLLUSION AFFIDAVIT

COUNTY OF: _____________________________

STATE OF: ________________________________

Before me, the Undersigned Proposer being duly sworn on oath, a Notary Public, for and in the County and State aforesaid, personally appeared ___________________________________and made oath that the Contractor herein, his agents, servants, and/or employees, to the best of his knowledge and belief, have not in any way colluded with anyone for and on behalf of the Contractor, or themselves, to obtain information that would give the Contractor an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Contractor, or themselves, to gain any favoritism in the award of the contract herein. He or she further states that no person or person, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale.

Oath and Affirmation

I hereby affirm under the penalties for perjury that the facts and information contained in the foregoing proposal for public works are true and correct.

Dated this day______ of ____________________, _______________

Authorized Signature for Design- Builder: _________________________________________

Title: ______________________________________________________________________

Contractor’s name (print):__________________________________________________

SWORN TO BEFORE ME THIS ______DAY OF_____________, 20_____

NOTARY PUBLIC FOR THE STATE OF ______________________

My Commission Expires: ______________________

Notary Public Signature________________________

Printed Name: __________________________________

Phone Number: __________________________________Address: _____________________________

CAMDEN COUNTY BOARD OF COMMISSIONERS

Audio Visual Upgrade for County Meeting Rooms

#P23-1535-11

PROPOSAL FORM

DATE:

TO: CAMDEN COUNTY BOARD OF

COMMISSIONERS 200 E 4TH ST.

WOODBINE, GA 31569

Having carefully examined the Proposal Documents entitled Audio Visual Upgrade for Meeting Rooms, and Addendum(s) No. (s)________________________as well as the premises and conditions affecting the work, we propose to furnish all services, labor, equipment, and materials called for them for the entire work, in accordance with aforesaid documents, for

EXECUTIVE CONFERENCE ROOM

CAMERAS $

A/V EQUIPMENT $

NETWORKING EQUIPMENT $

INSTALLATION $

COMMISSIONERS CHAMBERS

CAMERAS $

A/V EQUIPMENT $

NETWORKING EQUIPMENT $

INSTALLATION $

YEARLY SUPPORT COST $

($ ) which total sum is hereinafter called the “Base Proposal.”

WARRANTY

We agree that this proposal may not be revoked or withdrawn for a period of Ninety (90) days following such time. In the case we are notified in writing, by mail, or email of acceptance of this proposal within Ninety (90) days after the time set for the opening of proposals, we agree to begin within ten (10) days, work for the above stated project.

Legal Name of Firm:

By (Signature):

Printed Name:

Title:

BID BOND

KNOW ALL MEN BY THESE PRESENTS: that (Name of Contractor) (Address of Contractor) A____________________________________________________________________________ (Corporation, Partnership or Individual) hereinafter called Principal, and

(Name of Surety)

(Address of Surety) a Corporation of the State of _____________________ , and a surety authorized by law to do business in the State of Georgia, hereinafter called Surety, are held and firmly bound unto

Camden County Board of Commissioners (Name of Owner)

200 East 4th Street/ P. O. Box 99, Woodbine, Georgia 31569 (Address of Owner)

Thereinafter referred to as Owner: in the penal sum of five percent (5%) of the amount of the bid referred to in paragraph 2 below, but not to exceed ______________________________________________ Dollars ($___________________) in lawful money of the United States, for the payment of which sum will and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents.

WHEREAS, the Principal is about to submit, or has submitted, to Camden County Board of Commissioners, Camden County, Georgia, a bid for furnishing materials, labor, and equipment for: Audio Visual Upgrade for County Meeting Rooms for Camden County, GA.

WHEREAS, the Principal desires to file this Bond in accordance with law in lieu of a certified Bidder's check otherwise required to accompany this bid.

NOW, THEREFORE, the conditions of this obligation are such that if the bid be accepted, the Principal shall within ten days after receipt of notification of the acceptance, execute a Contract in accordance with the Bid and upon the terms, conditions, and prices set forth in the form and manner required by Camden County Board of Commissioners and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to Camden County Board of Commissioners, each in the amount of 100% of the total Contract Price, in form and with security satisfactory to said Camden County, Georgia, and otherwise, to be and remain in full force and virtue in law, and the Surety shall, upon failure of the Principal to comply with any or all of the foregoing requirements within the time specified above, immediately pay to Camden County Board of Commissioners, upon demand, the amount hereof in good and lawful money of the United States of America, not as a penalty, but as liquidated damages.

PROVIDED, FURTHER, that Principal and Surety agree and represent that this bond is executed pursuant to and in accordance with the applicable provisions of the Official Code of Georgia Annotated, as Amended, including, but not limited to, O.C.G.A. 36-91-1 et seq., and is intended to be and shall be constructed as a bond in compliance with the requirements thereof.

Signed, sealed and dated this ___________ day of _________ , 20___ .

ATTEST:

(Principal) (Principal Secretary) By:

(SEAL)

(Address) (Witness as to Principal) (Address)

(Surety)

ATTEST: By:__________________________________ (Attorney-in-Fact) Resident Agent (Address)

(SEAL)

(Witness as to Surety)

(Address) NOTE: If Contractor is Partnership, all partners should execute Bond. Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570 as amended) and be authorized to transact business in the State where the Project is located.

CAMDEN COUNTY BOARD OF…