EMERGENCY RESP RADIO COVER SYS FOR RICHMOND H.pdf

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Charlie Walker, Jr. KENNETH BRADSHAW, Ed.D. BOBBY A. SMITH, CPA President Superintendent of Schools Chief Financial Officer

COVER SHEET

EMERGENCY RESPONDER RADIO COVERAGE SYSTEM

For RICHMOND HILL MIDDLE SCHOOL RFP 24-968

Date:

Vendor Name:

Address:

Phone:

Fax:

Email:

Addendum(s) Acknowledged: (If Applicable) #1 Yes: _________________ NO: _______________

#2 Yes: _________________ NO: _______________

#3 Yes: _________________ NO: _______________

#4 Yes: _________________ NO: _______________

Sealed Proposals ARE DUE December 18, 2024 @ 3:00 P.M.

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

Charlie Walker, Jr. KENNETH BRADSHAW, Ed.D. BOBBY A. SMITH, CPA President Superintendent of Schools Chief Financial Officer

TO: DEALERS IN EMERGENCY RESPONDER RADIO COVERAGE SYSTEMS

FROM: RICHMOND COUNTY SCHOOL SYSTEM

DATE: November 22, 2024

SUBJECT: Emergency Responder Radio Coverage System for Richmond Hill Middle School

RFP 24-968

You are invited to submit a sealed Proposal for the design, delivery and installation of an Emergency Responder Radio Coverage System at:

Richmond Hill Middle School 3420 Julia Avenue Augusta, GA 30906

The anticipated award date is January 21, 2025. The awarded vendor is expected to provide delivery and installation within 145 days of award notification. The awarded vendor will be responsible for obtaining all permits from Augusta-Richmond County on behalf of the owner. All work will be scheduled through Joseph Mann, RCSS Energy Manager. Mr. Mann can be contacted at 706-251- 2560 or email: mannjo@boe.richmond.k12.ga.us. If you are unable to meet these criteria, please do not submit a proposal. Also, note further requirements under the following general conditions:

STANDARD TERMS AND CONDITIONS

(1) TIME AND PLACE: Sealed proposals will be received by the Richmond County School System until 3:00 p.m. EST, on Wednesday, December 18, 2024 at 864 Broad Street, Augusta, Georgia 30901.

(2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s responsibility to ensure delivery at the designated office by the designated time.

Late bids and proposals will not be opened and may be returned to the vendor.

mailto:mannjo@boe.richmond.k12.ga.us

RICHMOND COUNTY SCHOOL SYSTEM MATAINENANCE & FACILITIES DEPARTMENT

NOVEMBER 22, 2024 EMERGENCY RESPONDER RADIO

COVERAGE SYSTEM for RICHMOND HILL

MIDDLE

RFP#24-968

(3) SEALED PROPOSAL REQUIREMENT: Each Proposal must be submitted in a sealed envelope addressed to Dr. Kenneth Bradshaw, Superintendent of Schools, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901. Each sealed envelope containing a Proposal must be plainly marked on the outside Emergency Responder Radio Coverage for Richmond Hill Middle RFP #24-968 and the envelope must bear on the outside the name and complete address of the vendor.

You are to submit one paper copy and one digital copy via usb drive.

(4) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all Proposals received, to waive technicalities, or to negotiate any term(s) or provisions(s) of such qualifications as meet the requirements and specifications of the RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all qualifications for use by the Richmond County School System.

(5) RIGHT TO RE-SOLICIT: The Richmond County School System reserves the right to reject any and all Proposals with Qualifications. The right is reserved to reject any and all qualifications, to omit any items called for or to accept the Proposal deemed best for the Richmond County School System.

(6) NON-WITHDRAWAL PERIOD: Proposals may not be withdrawn for a period of thirty (30) days from the date of opening.

(7) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year:

20-2-506 (b) (1)

“Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

(8) JURISDICTION AND VENUE: “Any contract awarded shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

COVERAGE SYSTEM for RICHMOND HILL

(9) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current by the successful bidder upon the award of a contract and checked no less than annually during the duration of the contract. See ATTACHMENT #1 for Sex Offender Acknowledgement Form.

(10) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S.§ 41-4401.

a) The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S.

§23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.

b) A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the Contract and the Contractor may be subject to penalties up to and including termination of the Contract.

c) The Owner retains the legal right to inspect the papers of any employee who works on the Contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT #2 for E-Verify Affidavit.

(11) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

(12) INSURANCE: The contractor will be required to carry Workmen’s Compensation

Insurance, Contractor’s Protective Liability Insurance, and Contractor’s Public Liability Insurance, Personal Injury, including death limits of $300,000 for each person and $500,000 for each accident; Property Damage limits of $100,000 for each accident and $300,000 for aggregate of operations.

Certificates of Insurance must be sent to the School System prior to commencement of work, with the Richmond County Board of Education to be named as additional insured on public liability insurance for personal injury and property damage.

COVERAGE SYSTEM for RICHMOND HILL

(13) AWARD METHOD: Contract will be awarded based on the lowest responsible and responsive bidder meeting specifications and the overall general value received. This may result in awards not made to the lowest bidder. for the number of systems listed.

Each proposal will be evaluated on the following matrix scale.

SELECTION CRITERIA TOTAL POINTS AVAILABLE

Price 30 Experience 20 Business History & References 10 Presentation and Completeness of Proposal 15 Past Performance 25

TOTAL POINTS 100

(14) TIME OF THE ESSENCE: Failure of the successful Offeror to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the Offeror may be responsible for any damages the school system incurs.

(15) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Contract prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

(16) SERVICE REQUIREMENT: The successful vendor agrees to accomplish all work covered by negotiated specifications.

(17) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS

REQUEST FOR QUOTATION: All communications concerning this request for proposal quotation must be submitted in writing, by electronic mail to:

Richmond County School System Attn: Ms. Cecilia Perkins 706-826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business December 11, 2024 at 5:00 P.M.

mailto:perkice@boe.richmond.k12.ga.us

COVERAGE SYSTEM for RICHMOND HILL

(18) Addendums: In the event an addendum becomes necessary, it will originate in the

Business Office and will be distributed via the website www.rcobe.org/bids to all participating contractors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

(19) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once any contracts are awarded under Georgia Public Records Act.

http://www.rcobe.org/bids

COVERAGE SYSTEM for RICHMOND HILL

SCOPE OF WORK DESCRIPTION

The awarded company will design a comprehensive coverage solution for the Emergency Responder Radio Coverage System (ERRCS). The designed solution will ensure that each antenna location will be strategically determined so that is distributes wireless coverage throughout the building in the most efficient and optimized configuration possible.

Design Requirements:

• Includes all requirements of IFC 2018 Sec 510

• Includes all requirements of the City of Augusta

• Signal strength of -95 dBm RSSI or stronger throughout 100% of the building

• Contain all conduit plans, cable routing, room rating, donor site information, channel requirements, and all power needed for a successful ERRCS implementation

System Requirements:

• Install and distribute Public Safety services throughout Richmond Hill Middle School

• Support all frequencies used by the City of Augusta AHJ

• Provide flexibility and modularity to easily accommodate additional services or system expansions without requiring major upgrades or system modifications.

• Include all systems, subsystems, equipment, components, transmission media, connection/termination apparatus, cabling, fiber, etc. necessary for a complete operating

ERRCS.

• Provide and install a backup battery system for any component electrically powered. Per City Code, the system shall be capable of operating on battery or generator power for at least 12 hours without external power or manual intervention. The battery system will be self-maintaining and will automatically charge in the presence of external power.

• Provide the infrastructure for proactive management. The system must be able to engage with and provide fault management information to the county’s police dispatch center, and the appropriate emergency service dispatch centers.

• The system must meet all FCC requires for installation and registration as applicable.

COVERAGE SYSTEM for RICHMOND HILL

• The awarded company will provide the customer and the AHJ with:

o Blueprints showing the location of the BDA’s and associated antenna systems, which includes a view showing building access to the equipment.

o Schematic drawing of the electrical, backup power, antenna system, and any other associated equipment relative to the BDA equipment, including panel locations and labeling.

o Acceptance test plan and will notify necessary parties when acceptance testing will take place.

o The company will execute the acceptance test plan and provide all parties with the documented results.

Tests shall be made using the frequencies close to the frequencies used by the City of Augusta.

If testing is performed on the actual frequencies, the testing must be coordinated with the city’s telecommunications unit.

• The awarded company will provide grid-testing results to the customer and AHJ containing:

o Signal strength (inbound and outbound) measured on every floor above and below ground, including stairwells, basements, and parking areas.

o Each floor of the structure shall be divided into approximately 20 equal test areas (test grid) and the measurements shall be taken at the center of each area.

o In critical zones (stairwells, lobbies, exit hallways, tunnels, below ground service entrances, rooftop enclosures, or any zone deemed critical by the fire code official), the zone shall be divided into separate test areas with measurements taken every 6 feet.

o If measurements in one location are varying, the average measurements will be used.

o In the event that 3 test areas fail, the floor shall be divided into 40 equal test areas. If the system fails the 40-area test, the system shall be altered to meet the 90% coverage requirement.

o E-size floor plan drawings will be provided in which signal strength readings will be labeled inside a circle representing a 10-foot radius around each measurement point indicating any readings not meeting the minimum in-building field strength by an “X” through the circle.

• The awarded company will submit a completed system report to the customer and AHJ including:

COVERAGE SYSTEM for RICHMOND HILL o Functionality, features, ongoing maintenance, and warranty procedures

• The awarded company will be responsible for all permitting submittals and documents to AHJ. This may include, but not limited to:

o Plan review submittal application o 2 – sets of plans o FCC licensed certification o Manufactures specifications (cut sheets) o Engineered stamped drawings to include but not limited to:

Scope of Work

Site Map

Floor Plan

Room and Room names

Location of all Emergency Responders Equipment

Conduit and Conductor Sizes

Locations of Outdoor and in Building Antennas

Riser Diagrams

Schematic Drawings of Electrical System and Backup Power

Secondary Power Calculation and System Monitoring

Signal Propagation Map

COVERAGE SYSTEM for RICHMOND HILL

PLEASE NOTE: Your proposal submissions will be evaluation for award based on the following criteria:

SELECTION CRITERIA TOTAL POINTS AVAILABLE

Price 30 Experience 20 Business History & References 10 Presentation and Completeness of Proposal 15 Past Performance 25

TOTAL POINTS 100

You will need to submit one paper your proposal and one digital copy via USB drive in a sealed envelope as outlined in #3 under “Standard Terms and Conditions” on page 3 of this document.

You will find a drawing of the school on the last page of this document.

Sealed Proposals ARE DUE December 18, 2024 @ 3:00 P.M

COVERAGE SYSTEM for RICHMOND HILL

Bid Submissions should include:

1. Full ERRCS design

2. Detailed specifications of your PRODUCT WITH WARRANTY

3. Company information and work experience for assigned project manager

4. Two References of like businesses you have completed work with in the last 12 months

5. Liability Insurance

6. Detailed pricing for the product and installation

7. E-Verify Affidavit

8. Sex Offender Acknowledgement Form

BIDDING VENDOR CONTACT INFORMATION RFP #24-968

DATE:

COMPANY NAME:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

PERSON SUBMITTING

RFP with Qualifications:

(Typed or Printed)

TITLE:

SIGNATURE:

Sealed Proposals ARE DUE December 18, 2024 @ 3:00 P.M

COVERAGE SYSTEM for RICHMOND HILL

ATTACHMENT #1

Sex Offender Acknowledgement Form Read, sign and return this form to the Richmond County Board of Education The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current by the successful bidder once contract award is made and checked no less than annually during the duration of the contract.

Upon notification and acceptance of the SOQ, the Contractor (or Vendor) shall certify to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding my or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Contractor (or Vendor) signature Date signed

Witness signature Date signed

COVERAGE SYSTEM for RICHMOND HILL

ATTACHMENT #2

E-VERIFY AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4) Read, fill out and return this form to the Richmond County School System By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub. L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System 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 by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number: _________________________________________________

Date of Authorization: _________________________________________________

Name of Project: Emergency Responder Radio Coverage System (ERRCS) Richmond Hill Middle

Solicitation Number (if applicable): RFP #24-968 Name of Public Employer: Richmond County School System

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

Executed on ________, _______, 202___ in _________________(city)________(state)

Signature of Authorized Officer or Agent

Printed name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ________ DAY OF ______________, 202_____.

NOTARY PUBLIC

My Commission Expires: ____________________________________