Bid No. 26-19_May_4_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) solicitation document issued by the Town of East Hartford, Connecticut for professional consulting services to conduct a comprehensive assessment of the municipality's land mobile radio (LMR) communications system. The solicitation, designated as Bid No. 26-19, seeks a qualified independent consultant or consulting team to analyze the town's existing 460 MHz conventional radio system and evaluate future communications needs for the Police Department, Fire Department, Department of Public Works, and other town agencies serving approximately 51,000 residents. The project scope includes analysis of existing system infrastructure, RF coverage evaluation against NFPA standards, operational needs assessment, technical alternatives analysis, cybersecurity risk evaluation, and system recommendations with options for maintenance or replacement. The assessment is divided into a 90-day analysis phase followed by a 90-day recommendations phase for a total anticipated project timeline of 180 days. The solicitation opened on March 19, 2026, with a mandatory pre-bid meeting scheduled for March 31, 2026 at 10:00 a.m. at the Public Safety Complex. Questions must be submitted by April 13, 2026 with responses provided by April 16, 2026. Sealed proposals consisting of five printed copies and one digital version are due by 11:00 a.m. on April 28, 2026 at the Purchasing Division office located at 740 Main Street, East Hartford, Connecticut 06108. Inquiries should be directed to Michelle Enman at the Town's Purchasing Division.

Consultant selection will be based on weighted evaluation criteria including firm experience (25%), personnel qualifications (20%), technical approach (25%), past performance (10%), and cost (20%). Minimum qualifications require five years of consulting experience, expertise in trunked and P25 systems, lifecycle costing experience, in-building survey capabilities, familiarity with NFPA 1221 and 1225 standards, and demonstrated multiagency coordination skills. Proposers cannot be manufacturers, distributors, resellers, or system integrators of LMR equipment and must disclose any business relationships with major vendors including Motorola Solutions, L3Harris, Kenwood, Tait, or EF Johnson within the past three years. The selected consultant is prohibited from participating in any subsequent procurement for radio system equipment or services resulting from this assessment. The Town requires the awarded bidder to maintain professional errors and omissions insurance of $1,000,000 per claim and $1,000,000 annual aggregate, as well as commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, with the Town named as an additional insured. No specific contract award value or budget range has been disclosed in the solicitation documents, and the Town reserves the right to reject any or all proposals and conduct follow-up interviews before final selection.