ESBD_361404_1717174674966_RFP Tower Lamar County and Ark-Tex Council of Governments.docx

Lamar County And Ark-Tex Council of Governments

Request for Proposals (RFP) for

Radio Infrastructure Equipment and Installation

Issued on March 3, 2024

Submission of 1 (one) proposal in a sealed envelope delivered in person or mailed due by 2:00 pm (CST) on Wednesday, March 20, 2023, to Lamar County Auditor’s Office at 119 N. Main Street Room B05 Paris, TX 75460, Attention: Radio Equipment RFP And submit 1 (one) copy by email to dpurifoy@atcog.org

Lamar County 119 N. Main Street Paris, TX 75460 Auditor’s Office: 903-737-2416

Table of Contents

RFP Events Timetable 3

General Information 4

Procurement Grievance Procedures 8

Evaluation & Rating Summary Table 11

RFP Submission Checklist 12

Required Elements in Response Format 13

Certification of Compliance with Required Elements 16

Assurances 17

Prohibited Equipment Certification 19

RFP Events Timetable

ACTION DATE

Public media notification of RFP March 3, 2024

RFP packets made available for distribution March 3, 2024

Proposal deadline: March 20, 2024

Proposals must be received & date-stamped by 2:00pm via Mail or drop off at the Auditor’s Office.

Proposal review and evaluation process begins March 22, 2024

Selection and negotiation with winning proposer, March 25, 2024 subject to Court approval

Final Selection, Agreement/Contract March 25, 2024 for Deliverables and Services Initiated

General Information

A. Request

Lamar County and Ark-Tex Council of Governments are requesting proposals, priced on a fixed price basis, from qualified sources, to provide and install radio equipment and infrastructure.

B. Purpose

Lamar County and Ark-Tex Council of Governments are seeking responses from qualified and experienced contractors for a Request for Proposals (RFP) to improve emergency communications in Lamar County.

C. Pre-Proposal Site Visits

Site visits can be arranged upon request by contacting Lamar County by email at auditor@co.lamar.tx.us.

D. Deadline for Submission

The deadline for submission of proposals is 2:00 pm (CST), Wednesday, March 20, 2024

E. Submission Requirements

Submit 1 (one) copy in a sealed envelope delivered by mail or in person to:

Lamar County Auditor’s Office 119 N Main Street Room B05 Paris, TX 75460 Attention: Radio Equipment RFP.

Submit 1 (one) copy by email to dpurifoy@atcog.org

F. Contact Person

All documents, updates, addendum, questions, and answers concerning this RFP packet will be posted for all interested parties to view at https://atcog.org/doing-business-with-atcog/. All questions should be directed to Lamar County via email at auditor@co.lamar.tx.us.

G. Contract Type

The winning proposal will be offered a standard agreement/contract from Lamar County. Multiple contracts may be awarded.

H. Timeline

The successful proposer agrees to begin providing services within ten (10) consecutive business days (M-F) upon notice of approval from the Texas Statewide Interoperability Coordinator, which will be requested immediately after the notice for contract award has been provided. Should the work not begin within the specified time, then vendor negotiations may be terminated.

Equipment must be properly installed and tested by July 26, 2024, for the project in Lamar County.

I. Limitations and Reservations

Lamar County and Ark-Tex Council of Government reserves the right to accept or reject any and all proposals received as a result of this request, to negotiate with all qualified sources, or to cancel in part or in its entirety this RFP if found to be in the best interest of Lamar County. This RFP does not commit Lamar County to award a contract, pay any costs incurred for the preparation of proposals, procure or contract for any services.

Lamar County specifically reserves the right to vary the provisions set forth herein at any time prior to the execution of a contract where such variance is deemed to be in the best interest of the needs of Lamar County. While every effort has been made to ensure the accuracy and completeness of the information in this RFP, Lamar County recognizes that the information is not exhaustive in every detail and that all work and materials may not be expressly mentioned in the requirements of the RFP. Therefore, it is the responsibility of the proposer to include in their proposal all software and hardware requirements that are necessary for the full performance of the equipment. If selected for negotiations, the proposer may be required to prepare and submit additional information prior to final vendor(s) selection in order to reach terms for the provision of services which are agreeable to both parties.

J. Modification and Renewals

Lamar County reserves the right to negotiate a modification in connection with any executed agreement/contract funded through this RFP without repeating the RFP process for a period of up to five (5) years from the original proposal initiation. Vendor modifications and renewals shall be considered based upon the vendor’s ability to meet Lamar County needs.

K. Signatures

A proposal shall be signed by the business’s official authorized to bind that business and shall contain a statement to the effect that the proposal is a firm bid for a thirty (30) day period from the date that the proposal is received by Lamar County. The proposal shall also provide the name, title, address, and telephone number of the individual(s) with authority to negotiate during the period of proposal evaluation.

L. Evaluation Criteria

The selection of a proposal is to be made after a careful evaluation of the proposals received. Each proposal will be evaluated for acceptability with emphasis on the various factors enumerated in the evaluation table. Each factor is assigned a numerical score. The scores will be used to determine vendor(s) with whom negotiations may be conducted. Evaluations will be based upon the criteria table on page 11, for which up to 100 points may be awarded. Total evaluation values of less than 70 points will invalidate a proposal.

M. Protest Rights

All protests or complaints regarding this RFP process shall be referred to the Lamar County Grievance Procedures for resolution. Procedures are outlined beginning on page 8 of this RFP.

N. Conflict of Interest

To avoid any real or apparent conflict of interest in the procurement of this RFP, no Lamar County employee or their family member may vote on or financially benefit from any award connected with this request.

O. Open Records

All proposals and their accompanying attachments become the property of Lamar County upon submission and are subject to the Texas Open Records Act.

1. If the respondent considers any portion of its proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

2. Proposals will be opened in a manner that avoids disclosure of the contents to competing proposers and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for public inspection.

3. Lamar County will honor the respondent’s notation of trade secrets and confidential information and decline to release such information initially. The final determination of whether a particular portion of the proposal is, in fact, a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General.

4. In the event a public information request is received for a portion of the proposal that has been noted as being confidential information, the respondent will be notified of the request, and the respondent will be required to justify its legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by the opinion or order of the Texas Attorney General that such information is, in fact, not privileged and confidential, then such information will be made available to the requester.

5. Marking the entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

P. Subcontracting

The services of any vendor(s) awarded from this RFP must be delivered by the vendor named on the proposal. Subcontracting will not be allowed unless prior authorization from Lamar County is given.

Q. Submission Requirements

To be considered responsive and receive an evaluation, a proposal must include all items listed on the RFP Submission Checklist on page 12.

R. Payments and Invoicing IMPORTANT: Lamar County is responsible for the delivery, equipment, and installation of the new tower for this project. Ark-Tex Council of Governments and Lamar County shall work closely together to identify items billable to the Ark-Tex Council of Governments and items billable to Lamar County.

Procurement Grievance Procedures

A. Definitions

1. A grievance is defined as a dispute regarding an alleged improper interpretation, application, or a violation of an individual’s terms and conditions regarding the Request For Proposal/Bid/Information or Invitation For Bid/Proposal (RFP, RBP, RFI, OR IFB, IFP) process.

2. A “party of interest” is the person or persons making the appeal and any person whom might be required to take action, or against whom action might be taken to resolve the claim.

3. Workdays are those days when administrative offices are scheduled to be open.

B. Purpose

The purpose of this procedure is to secure, at the lowest possible level, equitable solutions to the problems, which may from time to time arise affecting individuals. Both parties agree that these proceedings will be kept confidential as may be appropriate at any level of the procedure.

It is the policy of this agency to respond promptly to any complaints or grievances which may arise.

C. Procedure – General

1. Failure by the Administration at any step of this procedure to communicate the decision on a grievance within the specified time limits shall permit the aggrieved to proceed to the next step.

2. The time limits specified may be extended by mutual agreement and shall be exclusive of discretionary leave and scheduled vacation.

3. Failure by the aggrieved at any step of the procedure to appeal a grievance to the next step within the specified time limits shall be acceptance of the decision rendered at that step.

D. Action and Appeal

Level 1

The grievance must be discussed with the Lamar County Emergency Management Office within ten (10) calendar workdays after the individual(s) first knew or should have known of the event or series of events causing the complaint. If the matter is not resolved by the Lamar County Emergency Management Office within ten (10) calendar workdays, then the aggrieved shall present the grievance in writing, proceeding to Level 2.

Level 2

If the outcome of the conference at Level 1 is not to the individual’s satisfaction, the individual(s) must submit a grievance in writing with a request to meet with the Lamar County Auditor within ten (10) calendar workdays. The grievance shall specify:

· The matter at issue or in dispute.

· The reason for grieving.

· The remedy sought.

The document shall contain all points to be included in the grievance. Facts not contained in the document may be introduced at appeal levels and in the procedure only with consent of all interested parties.

The meeting shall be held within ten (10) calendar workdays or at a mutually agreed time, after the Lamar County Auditor receives the request to discuss the complaint.

The Lamar County Auditor will then investigate the matter fully and render a decision within ten (10) calendar workdays.

Level 3

If the grievance is not resolved to the individual’s satisfaction at Level 2, then the individual may appeal to the Lamar County Judge in writing within ten (10) calendar workdays. The Lamar County Judge will render a decision within ten (10) calendar workdays and will be final.

In cases where a Conflict of Interest may be viewed, an individual shall appeal to the Lamar County Commissioners’ Court within ten (10) calendar workdays after receipt of the final decision made by the Lamar County Judge.

The appeal shall be submitted in writing within ten (10) calendar workdays through the Lamar County Commissioners’ Court who shall obtain all related papers from each Level.

The Lamar County Commissioners’ Court will determine only whether the decision was reasonable on the basis of record and not capricious or irresponsible. The Lamar County Commissioners’ Court final decision shall be rendered, in writing, to the parties involved.

Evaluation Table and Proposal Rating Summary

For Office Use Only

Name of Proposal/Proposer: ___________________________________________

Points Points Given

Proposal Recommendations: ____________________________________

Justification: _________________________________________________

RFP Submission Checklist

☐ Required Elements in Response Format (page 13-14)

☐ Certification of Compliance with Required Elements (page 15)

☐ Assurances (page 16)

☐ Prohibited Telecommunications and Video Surveillance Services and Equipment Certification (page 17)

☐ Submission of 1 (one) proposal in a sealed envelope delivered in person or mailed due by 2:00pm (CST) on Wednesday, March 20, 2023, to Lamar County Auditor’s Office at 119 N. Main Street Room B05 Paris, TX 75460, Attention: Radio Equipment RFP.

And submit 1 (one) copy by email to dpurifoy@atcog.org

Required Elements in Response Format

All interested parties shall submit the following information to be considered responsive, as well as demonstrate its capabilities to provide, perform, and complete the following tasks:

1. Provide a cover letter that contains, at a minimum, the following information: statement of interest; certification that the information and data submitted is true and complete to the best knowledge of the individual signing the letter; respondent’s name, address, telephone number, fax number and email address of the individual to contact regarding the submittal; and an authorized partner shall sign the letter.

2. Provide price quotes for equipment, software, installation/demolition, as well as maintenance and support.

Proposer should provide three (3) and five (5) year price quote options for upfront payment of all reoccurring fees, licenses, and warranties. It is highly recommended that proposers include pricing for multiple package options so that Lamar County has the flexibility to build its own product package.

Separate quotes should be provided for the following:

General/Scope of Work

· Design and installation of a 318’ self-supporting radio communications tower to be located at the 2805 North Main Street, Paris, TX in Lamar County [33°41'24.4"N 95°33'22.8"W]. The tower is intended to support communications for Lamar County.

Tower Specifications

318’ Self Supporting Tower constructed of solid rod truss leg members.

· Engineering drawings to be sealed by registered Professional Engineer

· Hot dipped galvanized sections and components

· Solid Rod Truss Legs Steel construction of leg members

· Bolt on diagonal bracing.

· Tower assembly hardware

· (1) Waveguide ladder and (1) Climb Ladder, separate faces of the tower

· Tower must be designed to conform to the latest TIA revision, risk category III

· Anchor steel with full-sized template to simultaneously position all anchor bolts

· Tuf Tug cable type safety climb system without both the trolley and the harness

· TIA-H grounding using appropriate length lightning rod & extender

· FAA Code E-1 Dual LED Medium Intensity Light Kit with Two LED Top Beacons, LED Side Marker Lights, ice shields, interior mounted controller, alarms, photocell, SO cord wiring, and all necessary mounting hardware.

Antenna Load

· Install (4) Andrew DB-224 @ 298’ with (4) 1 5/8th feed line with pipe mount

· Install (4) Andrew DB-224 @ 238’ with (4) 1 5/8th feed line with side mount

Additional Site Requirements:

· Provide and install one 12’ x 8’ Steel Reinforced Concrete Shelter

· Provide and install line, antennas, and mounts

· Provide and install backup propane generator

· Provide and install light kit for tower

· Provide and install tower grounding in accordance with R56

· Provide and install one 25’ x 8 ft ice bridge Contractor Responsibilities:

· Any additional responsibilities included here

Any communications equipment or technologies purchased must comply with the interoperability standards established within the Texas Statewide Communications Interoperability Plan (TSCIP). All radios purchased must: a) follow the Statewide Radio ID Management Plan; b) be programmed following the Statewide Interoperability Channel Plan, and c) include encryption options capable of Advanced Encryption Standard (AES) encryption, IF encryption is being purchased. A review by the Statewide Interoperability Coordinator (SWIC) is required for planned equipment purchases when using grant funds to buy mobile radios, portable radios, or repeaters. The plan will be submitted by Lamar County to the SWIC after project award and before work can begin.

3. Provide warranty, maintenance coverage, and tech support. Describe warranty and maintenance plan, as well as technical support for proposed equipment and services.

4. Provide qualifications, certifications and references of key staff to be assigned to this project including technical staff.

The proposer will document successful past performance and relevant qualifications and experience. A list of the proposers last five (5) installations should be included. The installations should make reference to previous experience with repeater installations, dispatch console installations, and demolition/construction of radio towers.

5. Indicate the number of years’ experience operating such services in a stable, sound manner, as well as, references that include names, addresses and phone numbers of references familiar with the proposer’s ability, experience, and reliability in the performance and management of projects of a similar nature.

6. Describe your organization’s method and capacity to assure quality in the services requested through this RFP.

Certification of Compliance with Required Elements

This is to certify that to the best of the undersigned’s knowledge and belief, the information in this proposal is responsive and is true and correct. The undersigned understands that a non-responsive proposal, as defined by Lamar County, may not be reviewed and considered for agreement/contract selection. Further, the submission of the proposal has been authorized by the governing body of the proposer.

(Signature) (Date)

(Print Name and Title)

(Print name and title of person authorized to negotiate a contract if different from person listed above.)

(Organization)

(Address) (City) (State) (Zip)

(Telephone Number)

Assurances

We understand and agree that this proposal is not a contract and does not obligate the Lamar County to pay for costs incurred in the preparation of this proposal or costs incurred prior to the execution of a written contract or prior to the receipt of funds designated for this program from the funding agency.

We understand and agree that the contract provisions may vary from the provisions set forth in this request, when deemed necessary by Lamar County. However, we agree to abide by the contract provisions contained in the proposed contract.

We understand and agree that we may be subject to an on-site review and must be able and willing to provide documentation of information in the proposal at the request of the Lamar County prior to execution of a contract.

We understand and agree that Lamar County is not required to select the lowest cost proposal.

We understand and agree that any material misrepresentation or deliberate omission of a fact in this proposal may be justification for rejection of the proposal.

We understand and agree to abide by all federal, state and local laws, policies and regulations governing these and those additional rules which may be promulgated, or as amended, subsequent to the execution of a contract.

· Clean Air Act (42 U.S.C. § 7401-7671q)

· Federal Water Pollution Control Act as amended (33 U.S.C. § 1251-1387)

· Executive Orders 12549 and 12689 that requires “a contract award (see 2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM)”, in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.”

· Effective January 1, 2016 all contracts executed by Commissioners Court, regardless of the dollar amount, will require completion of Form 1295 “Certificate of Interested Parties”, per the new Government Code Statue §2252.908. All firms submitting a response to a formal Bid, RFP, RFQ or any contracts, contract amendments, renewals or change orders are required to complete the Form 1295 online https://www.ethics.state.tx.us/File/ Highest evaluated vendor(s) will be required to provide the Form 1295 within three(3) calendar days from notification; however, if your company is publicly traded you are not required to complete this form.

· STATE LAW REQUIREMENTS FOR CONTRACTS: The contents of this section are required by Texas Law and are included by County regardless of content. 26.1 Agreement to Not Boycott Israel Chapter 2271 Texas Government Code: Contractor verifies that if Contractor employs ten (10) or more full-time employees and this Agreement has a value of $100,000 or more, Contractor does not boycott Israel and will not boycott Israel during the term of this Agreement.

· HUMAN TRAFFICKING: By acceptance of this contract, Contractor acknowledges that Lamar County is opposed to human trafficking and that no County funds will be used in support of services or activities that violate human trafficking laws.

We understand and agree that we may be subject to a monitoring review or audit by the Texas Office of the Governor Public Safety Office, U.S. Department of Homeland Security, Ark-Tex Council of Governments, and Lamar County.

We understand and agree to submit this proposal in a good faith effort to provide services to the benefit of economically disadvantaged individuals eligible for services under this proposal.

Signature: ______________________________________ Date: ________________

Printed Name: ___________________________________ Title: _________________

Prohibited Telecommunications and Video Surveillance Services and Equipment Certification

Agency Name: ________________________________________________________________ Name of Authorized Person: _____________________________________________________ Title of Authorized Person: ______________________________________________________

In my capacity as an authorized person for my agency, I hereby certify to the following:

In order to comply with section 889(b)(1) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018), my agency will not provide equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system.

Per section 889(f)(2)-(3) of the FY 2019 NDAA, covered equipment or services means:

i. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities);

ii. For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities);

iii. Telecommunications or video surveillance services provided by such entities or using such equipment; or

iv. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the People’s Republic of China.

Signature: _________________________________ Date: ________________ image1.jpg