Drones_for_First_Responders_(Addendum_#2_Revision).pdf

2024-RFP-051

DRONES FOR FIRST RESPONDERS

Town of Mooresville, NC

413 North Main Street

Mooresville, NC 28115

RELEASE DATE: January 22, 2025

RESPONSE DEADLINE: February 7, 2025, 2:00 pm

Town of Mooresville, NC

Drones for First Responders

I. Introduction

II. Solicitation

III. Procurement Process

IV. Selection Process

V. Scope of Work

VI. Additional Town Requirements

VII. Vendor Questionnaire

Attachments:

C - DFR IT RFP Full Document

#2024-RFP-051

Title: Drones for First Responders

1. Introduction

1.1. Summary

PLEASE SEE ATTACHED DOCUMENT FOR FULL PROPOSAL REQUIREMENTS.

Bids will be received by the Town of Mooresville for: Drones for First Responders for the Town’s Innovation Technology, until 2:00 pm EST on Friday, February 7, 2025. Bidders will be required to comply with all applicable statutes and regulations. Bids must be submitted via the Town's eProcurement Portal at: https://procurement.opengov.com/portal/mooresvillenc . It is the responsibility of each bidder to ensure that their bid is received on time.

Failure to register and follow the project will preclude your firm from being able to submit a response. Failure to acknowledge addenda issued will be sufficient grounds for rejection of the bid by the Town.

The Town reserves the right to reject any and all bids submitted, or to select the bid or any part of the bid which, in our opinion, is in the best overall interest of the Town.

1.2. Contact Information

Project Contact:

Meredith Mecozzi Purchasing Specialist I 413 N Main Street Mooresville, NC 28115 Email: mmecozzi@mooresvillenc.gov Phone: (704) 663-3800

Procurement Contact:

Jessie Colton Purchasing Manager 413 N Main St Mooresville, NC 28115 Email: jcolton@mooresvillenc.gov Phone: (704) 662-3184

Department:

Innovation Technology

Department Head:

Chris Lee Innovation & Technology Director https://procurement.opengov.com/portal/mooresvillenc mailto:mmecozzi@mooresvillenc.gov tel:(704)663-3800 mailto:jcolton@mooresvillenc.gov tel:(704)662-3184

1.3. Timeline

Distribution of RFPs January 22, 2025

Deadline for Vendor Questions February 5, 2025, 2:00pm

Answers to Vendors Questions February 6, 2025, 2:00pm

Proposal Submission Deadline February 7, 2025, 2:00pm

Offer Evaluation February 11, 2025

Selection of Finalists February 11, 2025

Negotiations with Finalists February 12, 2025

Best and Final Offers Deadline from

Finalists

February 17, 2025

Anticipated Award Date March 3, 2025

Protest Deadline March 10, 2025

2. Solicitation

2.1. Purpose

The purpose of this Request for Proposals (RFP) is to obtain pricing for and selection of a vendor to provide Offers for Drones for First Responders. The Agency is seeking a fully remote, fully automated, multi-station, multi-drone, DFR platform capable of providing law enforcement sensitive air support missions in and around the Town of Mooresville’s territorial jurisdiction. This platform should also include radar operations to be fully compliant with FAA regulations also allowing for beyond line of site operation for the Town of Mooresville. The vendor shall provide the Town with the required services meeting all of the requirements in this solicitation.

The Town is requesting pricing for 360 days term of service. The awarded vendor shall provide Provide a law enforcement drone with radar operations and beyond line of site operation. .

RFP Response: In order to be considered for selection, Offerors must submit a complete response to the RFP. All proposals shall be sent electronically through the Town's eProcurement

Portal. Proposals shall not be hand delivered to Town Hall or other Town locations, unless specified in this RFP.

The contract will be awarded to the vendor deemed to have submitted the best overall proposal on the basis of the factors included in the RFP. The Town may cancel the RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. The bid document will be incorporated into the contract and reference all the requirements, items, and conditions of this

RFP.

As applicable, the selected vendor will work with Town of Mooresville staff to create a plan to transition from current vendor service or equipment.

The Town of Mooresville invites any qualified firms to submit a proposal. Firms responding to this request must be a responsible bidder, regularly and practically engaged in providing the services required in this RFP, and possess ample resources to perform the work. The Town encourages participation in this procurement process by minority and/or women owned businesses and historically underutilized businesses.

The vendor that is chosen shall provide the Town with the highest quality, most flexible, most efficient means of specified services and/or materials. The Town reserves the right to contact respondents at its discretion for further clarification or questions concerning the bid proposals. The contract will be awarded to the lowest, responsive, responsible bidder.

2.2. Proposal Preparation

A. An authorized representative of the Offeror shall the sign proposal. All information requested should be submitted. Failure to submit all information requested may result in a lowered evaluation of the proposal. Proposals which are substantially incomplete or lacking key information may be rejected. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

C. Ownership of all data, materials, and documentation originated and prepared for the Owner pursuant to the RFP will belong exclusively to the Owner and be subject to public inspection.

Trade secrets or proprietary information submitted by an Offeror shall be identified with the data or other material as submitted. Offerors must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The Owner reserves the right to ask for additional clarification prior to establishing protection.

3. Procurement Process

3.1. Timeline

The timeline in the Introduction section above is provided for information purposes. Please note that dates are approximate and are subject to change, as applicable addenda may be issued if and when critical dates are changed.

Proposals will be received until exactly 2:00 pm (EST via OpenGov portal), Friday, February 7, 2025 and not later. Responses shall be submitted via the Town's eProcurement Portal and shall be received by the Purchasing Manager.

Proposals submitted in any other fashion shall not be accepted, unless otherwise noted in this RFP.

3.2. Interpretations and Clarifications

Questions or clarification of this RFP must be made in writing to the Purchasing Manager via the

Town's eProcurement Portal Q&A Feature. Questions must be submitted by 2:00 pm on

Wednesday, February 5, 2025.

3.3. Submission of RFP

The proposal shall be submitted no later than 2:00 pm EST, Friday, February 7, 2025, via the

Town's eProcurement Portal.

• Proposals should be clearly marked Drones for First Responders, 2024-RFP-051

• When received, all proposals and supporting materials, as well as correspondence relating to the RFP, shall become the property of the Town.

• Proposals sent by any other method shall not be accepted, unless otherwise noted in this

RFP.

• As allowed under NCGS 143B.129.8, proposals will not be made available to inspect or copy until the contract has been awarded.

https://procurement.opengov.com/portal/mooresvillenc

• In submitting a proposal, it is understood by the vendor that the Town of Mooresville reserves the right to reject any and all proposals and to waive any irregularities or informalities in proposals when to do so is in the best interest of the Town of

Mooresville.

• Any proposal may be withdrawn or modified by the vendor via the Town's eProcurement

Portal, provided such withdrawal occurs before 2:00 pm on Friday, February 7, 2025.

• If a proposal includes any proprietary data or information, such data or information must be specifically identified as such on every page on which it is found. Data or information so identified will remain confidential to the extent allowed by North Carolina law pursuant to GS 132-1.2 and will be used by Town of Mooresville personnel solely for the purposes of evaluating proposals and conducting contract negotiations.

• All prices quoted must be firm for a period of 30 days following the proposal deadline.

• The cost of preparing a response to the RFP will not be reimbursed by the Town.

• As applicable, proposals should include all necessary brochures or literature of proposed equipment or service.

• No agreements with any selected vendor shall be binding until a contract is signed and executed by the Town Manager or Mayor and authorized representatives of the vendor.

3.4. Proposal Content

Proposals should be as thorough and detailed as possible so that the Evaluation Committee may properly evaluate the Offeror's capabilities to provide the required services. Proposals should contain the following information:

• Offeror’s Proposal and required attachments. Note: addenda (if any) must be acknowledged via the Town's eProcurement Portal.

• Cover letter presenting the vendor’s understanding of the project, a summary of the approach to be undertaken to perform the services, as well as a summary of the costs to provide the services. It should be signed by an individual authorized to execute binding legal documents on behalf of the vendor and include the names, address, and telephone numbers of the vendor, the executive that has the authority to contract, and the company point of contact for the Town.

• The vendor shall submit an executive summary, which shall, at a minimum, include an identification of the proposed project team, responsibilities of the project team, and a summary of the proposed services. The summary should also highlight aspects of the proposal which make it superior or unique in addressing the needs of the Town.

• Vendor shall include information concerning experience, including name, address, phone number, and email for primary contact, number of professional staff members who will be assigned to work on the project and a list of their specialties, and years of experience in their respective fields. If more than one firm is part of the team, please show experience working with other team members/firms. In addition, please describe why you feel that your services, from a technical and functional perspective, are the best fit for the

Town

• Describe how your organization shall fulfill the Town’s requirements for a program designed to meet the current and future needs.

• Availability: A brief statement as to the availability of the key personnel responsible for the project and where the various aspects of work would be performed.

• Timeframe: Describe what your timeline would be if your organization was awarded the contract to include a statement of anticipated time frame to complete each task as outlined in the Scope of Work. Provide a report of prior experience in delivering services within the prescribed time frame.

• Describe how changes to the contract, including additions and deletions, would be handled administratively and operationally.

4. Selection Process

4.1. Award of Contract

• Upon review of proposals, the Town will select a single vendor to provide the services sought within the content of this RFP. Pursuant to G.S. 143-129, the Town will award the contract to the lowest, responsive, responsible bidder. Negotiations may be undertaken with the vendor whose proposal is the best overall and whose understanding, qualifications, experience, technical approach, and financial terms show them to be qualified, responsible, and capable of providing the services, only in the case where the lowest, responsive, responsible bid exceeds the funds available for the project. The contract awarded as a result of this RFP will be selected based on the most advantageous to the Town and that best meets the needs of the Town of Mooresville.

4.2. Selection Criteria

Proposals will be evaluated and scored by a committee consisting of various departmental personnel on the basis of the following criteria, which will be accorded equal weight:

• How well the Vendor’s offer conforms with the specifications in 3.4 (BUSINESS AND

TECHNICAL REQUIRMENTS) and 3.5 (BUSINESS AND TECHNICAL SPECIFICATIONS),

• How each Vendor’s offer compares with other Vendors’ offers,

• Total Cost of Ownership,

• Illustration(s) and/or explanations of adherence to Section 3.3 Enterprise Specifications,

• Adherence to Section 3.2 Security Specifications,

• Vendor Schedule / Timeline for completing work,

• Strength of references relevant or material to technology area(s) or Specifications,

• Vendor Past Performance - The Vendor may be disqualified from any evaluation or award if the

Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the Town, or violated rules or statutes applicable to public bidding in the State.

• Risks associated with Vendor’s offer.

5. Scope of Work

5.1. Please see attached RFP for full proposal instructions.

Document can be found under Attachments.

6. Additional Town Requirements

6.1. Standard Vendor Agreement

Please note, the awarded vendor will be required to sign the Town’s standard services contract. A copy of the contract can be viewed at:

https://cms5.revize.com/revize/mooresvillenc/Site%20Documents/Purchasing/StandardVendorContract.p df

6.2. Account Manager and Invoicing

Vendor must provide a single designated account manager to work with the Town as a point of contact who will have full authority over the contract, equipment and personnel who will be assigned to the

Town.

The vendor must provide one invoice in a PDF document, Excel spreadsheet or other agreed upon format emailed to the appointed Town contact monthly or quarterly. The invoice terms will be Net 30. The invoice shall, at minimum, include:

• Invoice number

• Bill/Invoice date

• The Town’s Purchase Order Number

• Department name and location

Please note: The Town is not tax exempt, so invoice totals should include sales tax if applicable.

The Town will require the awarded vendor to be registered with the NC Secretary of State.

https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v

7. Vendor Questionnaire

7.1. Do you accept all terms and conditions of this RFP?*

☐ Yes

☐ No

*Response required

7.2. Complete Proposal*

Upload your complete proposal including Technical and Cost considerations.

*Response required

7.3. Additional Information*

Please add any additional information that may be required.

*Response required

7.4. Firm Information*

Please provide:

Name of Firm

Address of Firm:

Tax ID#

Name of Point of Contact

Email of Main Contact

Telephone Number of Main Contact

*Response required

7.5. Project Team-Provide names of personnel who will be dedicated to the

Town of Mooresville’s account and their responsibilities.* *Response required

7.6. References*

Provide three (3) references for whom you have done business within the last three (3) years (preferred consideration for City/Town entities)

Name of Contact

Company or Entity

Phone Number

Email

*Response required