Invitation to Bid-E911 Radio

RFP# 0215-22-01-111821 Emergency Radio Upgrade

Request for Proposals (RFP) to Upgrade Emergency (Fire, EMS, Sheriff, Police) VHF Radio System

Butts County, Georgia

October 18, 2021

This RFP will adhere to the following timeline:

Monday, October 18, 2021 – RFP Released

Thursday, October 28, 2021 – Pre-Submission Meeting (625 West Third Street, Butts County Administration Building, Suite 04 at 2pm.

Wednesday, November 3, 2021@ 12:00pm – Deadline for submitting questions related to this Request for Proposal

Monday November 18, 2021 @ 2:00pm – Deadline to submit complete proposals to Butts County

At least Two (2) signed and sealed copies of the proposal shall be submitted by the time listed above to the Board of Commissioners Office at 625 West Third Street, Suite 4, Jackson, Georgia 30233. Proposals received after the above deadline will be returned to the respective Respondent.

The proposal submittals should be clearly marked RFP # 0215-22-01-111821 Emergency Radio Upgrade.

If there are any questions regarding any part of this Request for Proposal, the questions should be directed in writing to:

Brad Johnson, County Manager Butts County Government 625 West Third, Street Suite 4 Jackson, Georgia 30233

(770) 775-8200 bjohnson@buttscounty.org

Butts County reserves the right to reject any or all bids and to waive any informalities or technicalities therein.

Brad Johnson Brad Johnson, County Manager Butts County Board of Commissioners October 14, 2021

OVERVIEW

Butts County sits approximately 45 miles south of Atlanta, Georgia and 45 miles north of Macon, Georgia. Butts County is a county located in the central part of the U.S. state of Georgia.

According to the census, the estimated population in 2020 is 25,434. The county is somewhat rural and known as the “Outdoor Capital of Georgia”. Butts County has approximately 6 miles of I-75 within the county. Butts County is undergoing considerable growth and expects growth to accelerate in the coming years.

Butts County is soliciting proposals from qualified firms to upgrade current or install new turnkey, public safety quality radio system that meets or exceeds the needs and functional requirements of the system users. The Vendor shall propose their system configuration to achieve the operational requirements and shall be responsible for the method of accomplishing their proposed configuration. Any deviation from the requirements shall be specifically noted as an exception in the proposal. The County shall have the sole authority to determine compliance with the stated system requirements.

The County currently operates a VHF two-way radio system that serves Butts County Sheriff, Butts County Fire/EMS, City of Jackson Fire / Police, and Flovilla Fire Department. The communications system is centralized at the 911 Center located at 625 West Third Street. The goal of this RFP is to upgrade our current system to provide additional coverage and reliability to our public safety departments.

Turnkey Approach The desired proposal is one in which the vendor delivers, installs, and configures specified equipment and provides training and documentation. It is the vendor’s responsibility to determine the specific hardware, software, accessories, and services required to deliver a fully functional system. The County will not issue change orders because a detail was omitted from the Vendor’s proposal.

Vendor Qualifications Any Vendor offering radio system solutions must demonstrate competence with the design, supply, installation, and support of public safety radio systems. References from projects of similar size and scope will be verified and shall comply with the following:

The vendor shall be an authorized sales and service agency for the equipment being offered.

The vendor shall have a service facility within 100 miles of Jackson, Georgia.

The vendor must supply adequate local staff and facilities to implement the radio system upgrade and provide ongoing service and maintenance after system acceptance as defined herein.

The vendor must be qualified to conduct business within the State of Georgia.

Project Manager

The County’s Project Manager will be Brad Johnson, County Manager and will be the County’s single point of contact for all technical and implementation matters. Upon award of contract, the Vendor shall assign a project manager who shall be the single point of contact for the Vendor and shall have the power to make decisions concerning all technical and implementation matters.

PROJECT SUMMARY

Butts County currently operates four (4) 911 Consoles that communicates with Fire and Law Enforcement agencies. The City and County share frequencies and has three (3) elevated sites.

1. 150’ tower located 1471 Highway 16 West.

2. Elevated Water Tower located at 116 Jackson Lake Inn Road.

3. Elevated Water Tower Located at 2182 Highway 16 West.

There are repeaters for fire and law enforcement located at site 1 1471 Highway 16 West. There are relays for law enforcement located on each of the elevated water towers, sites 2 and 3.

There is currently a decreased level of service throughout the county, but especially in the west side along I-75 and in the southwestern quadrant of the county. Also, there are no tactical channels used by either law enforcement or Fire/EMS.

Our current Capital Improvement Plan calls for replacing our current system with a modern digital radio system. This will be up for approval in approximately three (3) years.

SCOPE OF PROJECT

The scope of this project includes the following deliverables:

1. Evaluate and provide report of our current inventory of fixed and mobile radio assets, which includes those at our 911 Center and each department listed below.

2. Evaluate the current tower locations and current mobile and portable radio coverage capacity.

3. Identify areas of additional tower locations, if needed.

4. Provide a solution to upgrade or replace our current VHF radio system to ensure reliable communications between our field units and our 911 Center.

5. Provide projected coverage map post equipment/system upgrade.

6. Provide listing of all recommended equipment to successfully complete the project.

7. Develop and submit an outline of the process the bidder will follow to complete the project. The outline must include a final report/completion and date. It is the intent of Butts County to complete this system upgrade as soon as possible.

Equipment by Department

E-911 Console Information Our current radio equipment is Motorola MTR2000 VHF Repeaters. MCC5500 is our dispatch console.

Butts County Fire Department Portables 19 - CP185 Radios 1- KPR7550 Radio

Mobiles

8 - TK760HG

1 – CDM1250

6 – PM400

3 – CM300D

City of Flovilla Fire Department 6 Motorola cp185 portable 2 Kenwood tk2160 portable 1 Kenwood portable (Chief ) 3 Minitor v pagers 2 Motorola cdm1250 3 Motorola pm400

City of Jackson Fire Department Base Radio-Motorola-CDM1250 E-1-Motorola-CM300d E-11-Motorola CDM1250 E1B-Motorola-PM400 Car-1-Motorola-XPR5350e Squad-1-Motorola CM300d FR-1-Motorola CMD1250 101 Vehicle-Motorola-CM300d 10-Portables-Motorola-XPR-7550e 3-Back-up Portables-Motorola-EX560XLS

Jackson Police Department Portable Radios Motorola / MCS 2000 Motorola / CM#300d Motorola / PM1500

Base Unit Motorola / Model AAM50KQ9AA3AN

Butts County Sheriff’s Office Equipment

61 Motorola CM300 mobile radios

40 Motorola XPR 3500 15 Motorola XPR 6550 10 Motorola CP 200 5 Motorola HT 1250

2 Motorola CM300 base units

FCC Information

SUBMITTAL REQUIREMENTS

All firms must include the following information on their proposal:

A. General Background and Experience:

a. Describe the background, history, and core competencies of your company as they relate to this project.

B. Relevant Projects:

a. Describe two recent projects in detail which highlight similar experience.

Please include in your description information on:

(1) Project name and location

(2) Start date and completion date

(3) Project scope

(4) Project costs

(5) The role of your firm in the project

C. Schedule:

a. An estimated schedule that outlines the proposed project timeline from contract initiation through project completion.

D. Budgeting:

a. Proposals responsive to this request should submit the budget that is required to complete the proposed scope of work.

E. References:

a. A list of at least three (3) references, preferably from Georgia, that similar work was completed for.

RFP EVALUATION

This RFP will be reviewed based on the following:

1. Qualifications of the Respondent (20%)

2. Experience designing and installing VHF communication systems (20%)

3. References (20%)

4. The quality and completeness of the proposal (10%)

5. Budget to complete scope of work (20%)

6. Schedule/Timeline (10%)

Certain Respondents may be selected for personal interviews based on the County’s evaluation of the proposals. All RFP’s will be reviewed and ranked by the county’s selection committee.

The Butts County Board of Commissioners shall make the final decision regarding the acceptance of proposals. The successful proposing firm should be prepared to assume responsibility for the project on a date and time agreed upon by all parties.

STATEMENT OF COMPLIANCE

By submission of a response to this RFP, Respondent acknowledges full compliance with required specifications and all terms and conditions as detailed in the RFP.

REIMBURSEMENTS

There is no express or implied obligation for Butts County to reimburse Respondents for any expenses incurred in preparing proposals in response to this RFP and Butts County will not reimburse Respondents for these expenses, nor will the County pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

ASSIGNMENT

The successful Respondent may not sell, assign, or otherwise transfer its interest in the project without the prior written approval of Butts County.

LIABILITY INSURANCE REQUIREMENTS

The successful proposer shall be responsible for obtaining and maintaining adequate liability insurance to protect Butts County completely and fully against all claims and actions arising out of any property damages or personal injury or death. The Consultant shall furnish proof of this liability insurance to be attached to the executed copies of the contract.

COPYRIGHT RELEASE

Those firms responding to this RFP shall supply a copyright release for Butts County to make copies of any copyrighted materials submitted.

SUBMISSION GUIDELINES

The proposal due date is Monday, November 18, 2021 at 2:00 p.m. at 625 West Third Street, Suite 4, Jackson, Georgia 30233. Proposal submittals should be directed to: Brad Johnson, County Manager. The successful Respondent should be prepared to begin services on a time and date agreed upon by all parties.

SPECIAL PROVISIONS

The County reserves the right to reject any and all proposals and to waive any informality. The Respondent shall be responsible and responsive to the County in its requirements within the scope of this proposal and shall confer with and be guided by the directive of the County through the office of the County Manager or his designated representative. The Respondent shall attend any special meetings with the County Manager or County Staff relating to questions, performance, or negotiations concerning this proposal.

In the event it becomes necessary to revise any of this Request for Proposal (RFP), an addendum to this RFP will be provided to each Respondent showing an interest in the project. The County reserves the right to change submission date(s) for any reason, including an addendum or supplement to the RFP. Late proposals will not be accepted. It is the responsibility of the respondent to ensure that the proposal arrives at 625 West Third Street, Suite 4, Jackson, Georgia 30233 prior to 2:00 p.m. on Tuesday November 18, 2021.

I have read, understand, and will comply with all the conditions of this RFP, as it applies to my company’s responsibilities, as stated, and quoted in the above proposal information.

Authorized Individual Signature: Date:

Print Above Name:

Individual/Company Name”

Address:

City / State / Zip Code

Telephone Number

Total Project Price: _______________________________________

Projected Start Date: ______________________________________

Projected Completion Date: ________________________________