Burglar Alarm Upgrades RFP (1).pdf

Troup County School System 100 North Davis Road, LaGrange, Georgia 30241

REQUEST FOR PROPOSAL

Burglar Alarm Upgrades FOR Troup County School System Proposal Opening: November 1, 2023, at 11:00 a.m.

1. GENERAL CONDITIONS

ALL REQUESTS FOR PROPOSALS ISSUED BY TROUP COUNTY SCHOOL SYSTEM SET FORTH

BELOW WILL BIND PROSPECTIVE BIDDERS AND SUCCESSFUL BIDDERS TO THE CONDITIONS

AND REQUIREMENTS SET FORTH HEREIN, AND SUCH CONDITIONS AND REQUIREMENTS

SHALL FORM AN INTEGRAL PART OF THE CONTRACT TO BE AWARDED BY THE DISTRICT.

1.1 DEFINITIONS

"District" Troup County School System

"Proposal" An offer to furnish services and materials in accordance with this Request for Proposal (RFP).

"Bidder" Any individual, company, or corporation submitting a proposal.

"Proposal Response Form"

The form utilized to submit the cost of the Bidder's proposal.

"Contract" The written agreement to furnish services and/or materials to the District in accordance with this Request for Proposal.

1.2 PROPOSALS

a) All proposals must be submitted by e-mail and in accordance with instructions provided by the District.

b) Proposals received after the time stated in the notice to Bidders will not be considered. The Bidder assumes the risk of any delay in the email

c) General and special instructions, in connection with each item against which a proposal is submitted, must be given to constitute a proposal.

d) The submission of a proposal will be construed to mean that the Bidder is fully informed as to the extent and character of the supplies, materials, equipment, and service in complete compliance with the specifications.

e) No charge will be allowed for federal, state, or municipal sales and excise taxes since the District is exempt from such taxes. The proposal price shall be net and shall not include the amount of any such tax.

f) In all specifications, the words "or equal" are INCORPORATED BY REFERENCE WITH each item description. The decision of the District as to whether an alternate or substitution is in fact "equal" shall be final.

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1.3 LACK OF FUNDS CONTRACT LANGUAGE REQUIRED

In compliance with Article VIII, Section 3 of the State Constitution, the contract shall include appropriate language stating that the District is not obligated to make payments beyond the term of any particular appropriation of state or federal funds that may exist from time to time and that the contract may be terminated upon such without any penalty or future liability (a non-appropriation clause).

1.4 INDEMNIFICATION AND HOLD HARMLESS

The bidder shall indemnify and hold harmless the District and its Boards of Education, officers, employees, agents, representatives, and volunteers from all suits, actions, losses, damages, claims, or liability of any character, type, or description, including but not limited to, all expenses of litigation, courts costs, penalties, and attorneys' fees whatsoever of any kind or nature, arising directly or indirectly from the negligence of the Bidder, its agents, servants, employees, persons or entities.

1.5 CONFLICT OF INTEREST

The Bidder hereby covenants and agrees that there is no officer or employee of the District forbidden by law to be interested in the Contract, either directly or indirectly, who will benefit therefrom.

1.6 GOVERNING LAW

Contract shall be governed by and construed in accordance with the laws of the State of Georgia. Any litigation or other proceeding arising under the Contract shall be commenced in a court of appropriate subject matter jurisdiction in the State of Georgia with venue in Troup County.

1.7 COMPLIANCEWITH DISTRICT REGULATIONS

The Bidder shall cause all persons performing work to comply with all instructions pertaining to conduct and building regulations issued by the District.

The Bidder shall cause all such persons to preserve and protect all confidential information of the District to which they may have access during the performance of work. The District may promulgate and modify the rules and regulations relating to the conduct of the Bidder and all persons performing work under the Contract as the District, in its sole discretion, may determine. The Bidder shall cause all persons performing work to comply with such modifications.

1.8 COSTS AND ATTORNEYS’ FEES

Should legal action be necessary to enforce the terms of the contract, the prevailing party shall be entitled to its reasonable costs and attorneys’ fees.

1.9 SANCTIONS FOR BREACH OF PERFORMANCE

In the event of the Bidder’s failure to conform with any provisions in the contract, the District may impose sanctions and seek redress for losses incurred, as appropriate, including, but not limited to, serving notice of default and causing cancellation, suspension, termination, or forfeiture of the contract, in whole or in part, as the interests of the District dictate.

1.10 SEVERABILITY

In the event that any provision of the contract shall be held unenforceable or invalid by a court of competent jurisdiction, the provisions not affected by said decision shall remain in full force and effect.

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2. GENERAL INFORMATION

2.1 INTENTION

BACKGROUND INFO OF DISTRICT

Troup County School System encompasses approximately 446 square miles and serves approximately 12,100 students in the cities of LaGrange, West Point, Hogansville, and Pine Mountain throughout Troup County. District facilities include eleven elementary schools, three middle schools, three high schools, one college and career academy, one career center, and one alternative school.

It is the intent of the District to contract with a qualified firm for the purpose of replacing existing burglar alarm systems at 17 facilities.

The successful proposal will be awarded to a single Bidder.

2.2 ANTICIPATED TIMELINE OF PROPOSAL PROCESS

EVENT DATE

Bidders Notified of Request for Proposal October 9, 2023

Mandatory Pre- Bid Meeting October 18, 2023 10:00 a.m.

Proposal Submission Deadline November 1st, 2023

Evaluation Committee Recommendation Submitted to Board of Education November 9th, 2023

Notice of Award November 10th, 2023

2.3 PROPOSAL RESPONSE FORMAT

The District will accept and evaluate proposals that meet the minimum requirements set forth in this RFP.

Bidders shall submit one signed bid via email to moneypennyjd@troup.org.

In order to facilitate the evaluation of the proposals, all Bidders are required to submit their information using the following format:

Letter of Introduction

The letter shall include a brief introduction to Bidder's firm, an explanation of Bidder's interest in the project, and Bidder’s qualifications, which shall include organizational structure, qualifications regarding responsiveness to the requirements of this RFP as stated in Section 3 - Specifications, list of work experience with clients possessing demographics similar to the District, and at least three (3) client references (see Evaluation Criteria).

Other Information

Include any other information which may be helpful to the selection committee in evaluating qualifications.

Contract Terms and Conditions

Identify the following:

a) Clearly stated contract terms and conditions concerning services to be performed;

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b) Any promotional incentives to be offered to the District; and

c) ALL limitations, expectations, guarantees, warranties, securities, waivers, and/or agreements that the Firm expects the District to agree to or comply with must be specified within the contractual agreement of the proposal.

Project Cost

The project costs are to be identified on the Proposal Response Form, which is to be completed in its entirety and signed by Bidder's authorized agent. The cost stated on the Proposal Response Form contained in this RFP will be considered all-inclusive and shall be incorporated into the contract. The cost should be a single dollar amount to be charged for installing burglar alarm systems at 17 facilities. Flexible terms or conditional clauses are not desired.

Proposal Delivery Instructions

Proposals shall be considered final and emailed no later than 11:00 a.m. on November 1st, 2023, to:

Joshua Moneypenny Director of Technology Moneypennyjd@troup.org

Emails should be titled “Burglar Alarm Upgrades” Proposals will only be accepted via e-mail.

3. SPECIFICATIONS

The successful Bidder must submit a proposal for services that meet the following specifications:

3.1 SCOPE OF PROJECT

Troup County Schools is looking for an all-inclusive burglar alarm systems that meets the following requirements:

● All bidders must attend the pre-bid meeting, no exceptions will be made

● Alarm panels at 17 facilities

● All installation, labor, parts, cabling, and necessary equipment must be included in the total cost

● 56 hardwired keypads

● 15 hardwired door sensors

● 255 hardwired motion sensors

● Alarm must be able to be armed/disarmed via a schedule

● adding/removing users and codes, schedules and most settings must be able to changed remotely, either via a web page or phone app (app preferred over web page)

● alarm must be able to be armed/disarmed from a phone app (if software licenses are required for the app, each location must have at least 4 licenses)

● each panel must include a backup battery of sufficient size to run the system for 12 hours in the event of a power failure

● must be able to support industry standard burglar alarm sensors

● panels must be able to be monitored by any national monitoring service

● monitor service is not part of this RFP/spec and will be customer supplied

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4. EVALUATION CRITERIA

Award of the contract resulting from this RFP will be based upon the most responsive Bidder whose offer will be the most advantageous to the District in terms of the following criteria and other factors as specified elsewhere in the RFP. At the discretion of the Troup County School System firms submitting proposals may be requested to make video presentations as part of the evaluation process. Price, although a consideration, may not be the sole determining factor. Proposals shall be evaluated on the following criteria:

CRITERIA Available Points

Qualifications and Experience The proposal should state the qualifications and experience level of the bidder. 20

All-inclusive Total Cost 30

References List at least three references of work done in the last five years with educational clients. 15

Features and Specifications How well does the quoted system fit the needs of the district? 25

Quality of RFP Response Does Bidder adhere to the instructions of the Request For Proposal?

Prior to awarding the proposal selected by the evaluation team to the successful Bidder, the proposal must be reviewed and approved by the District's Board of Education. After Board approval, the successful Bidder will receive the District's Notice of Award which will authorize them to initiate execution of the contract. Additionally, all Bidders submitting a responsive proposal shall be notified of the proposal award results after Board approval.

5. ADDITIONAL INFORMATION

5.1 CONTACT OFFICERS

Prior to the official reading of the proposals on November 1st, 2023 in order to clarify any matters related to this RFP, a Bidder may direct questions to Joshua Moneypenny, Director of Technology, moneypennyjd@troup.org.

5.2 CHANGES TO RFP

Any and all changes to these specifications are valid only if they are inserted into the RFP by a written addendum sent to all Bidders.

6. RESERVATION OF RIGHT OF THE DISTRICT TO REJECT OR ACCEPT

PROPOSALS

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The District reserves the right to accept or reject any or all proposals (based on each item separately or as a whole), to waive informalities, to accept the proposal deemed best overall for the District, to reissue the Request For Proposal, or to take no further action.

Troup County School System Burglar Alarm Upgrades Proposal Due: November 1st, 2023, 11:00 a.m.

Please submit your all-inclusive total cost for Burglar Alarm Upgrades. The successful proposal will be awarded to a single Bidder.

Burglar Alarm Uprgades Total All-inclusive Fee

□ (Bidder Initials)Yes, Bidder hereby certifies that the solution proposed herein will be implemented within the required timelines set forth in this RFP.

Bidder Company Name

Mailing Address

Bidder's Authorized Agent

Title of Bidder's Authorized Agent

Signature of Authorized Agent

Telephone Fax

Email

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