MEMA RFQ - PO 203 Bridgewater Antenna Replacement.docx

Bridgewater Antenna Replacement BID# FY25 PO 203 / COMMBUYS Bid# BD-25-1013-RFS00-COMMO-104284

Bridgewater Antenna Replacement BID# FY25 PO 203 / COMMBUYS Bid# BD-25-1013-RFS00-COMMO-104284

POSTING DATE: June 17, 2024

BID Name/Title Bridgewater Antenna Replacement BID Number FY25 PO 203 COMMBUYS Bid Number BD-25-1013-RFS00-COMMO-104284 *No phone calls – All inquiries must be through Commbuys.

1. Description or Purpose of Procurement:

Massachusetts Emergency Management Agency (MEMA) seeks a qualified vendor under PSE01 Category 5 state contract to replace the existing VHF antenna and cabling at the site of Bridgewater Radio site located at 12 Administration Way, Bridgewater MA.

The vendor will perform all required repair and installation services and provide necessary equipment and parts.

The site visit will be held on June 25, 2024, at 2:00pm. The walkthrough of the site is required. Vendors shall bring all parties necessary for quoting this project.

2. Applicable Procurement Law

3. Acquisition Method:

Category

4. Whether Single or Multiple Contractors are Required for Contract:

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Eligible Entities

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Work to be completed by August 31, 2024.

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $20,000.00 Bids exceeding this amount will be reviewed if no responsive bids are received for the estimated value. Procurement value will be based on time and material quotes received.

Compensation Structure: Vendor will be compensated based on Time and Materials Invoice Requirements:

· PO Number and Title assigned by MEMA

· Hours worked by position and rate as negotiated for this project.

· Portion of project being invoiced by start and end dates of portion and by portion deliverable

· Submission of parts being invoiced and supporting documents

· Summary of all of invoices/costs to date and remaining balance by deliverable.

The Commonwealth cannot guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. The awarded vendor will negotiate and enter a contract with MEMA representing the maximum project financial obligations. All work must be completed within this maximum obligation.

8. Contract Performance Specifications:

It is the objective of this project to replace the existing VHF antenna and cabling and update MEMA back haul connectivity to the site.

This project will consist of replacing the current VHF antenna atop the 150-foot free standing lattice tower at the site with at dbSpectra DS1F06F36U-D VHF antenna.

The vendor will also replace the antenna cabling to this antenna with no less than 7/8” hardline.

The vendor will terminate this new feed line in the existing underground bunker and provide jumpers from the cable entry to the designated MEMA rack location within the existing bunker .

All needed materials, mounting hardware and grounding kits will be provided by the vendor.

MEMA has adopted Motorla R56 stand for this project. All work performed must meet R56 standard. Variations from R56 maybe a allowed due to the temporary use of the underground bunker as a shelter, some variations will be allowed on a case by case basis.

Backhaul:

The vendor will install 1 Motorola CCGW with no less than (8) eight 4-wire ports.

The vendor will provision and provide any and all hardware and software to interface same with the CoMIRS Core at the site.

Removal:

The vendor will remove the old VHF antenna and VHF antenna cabling. The old VHF antenna will be turned over to MEMA along with the existing equipment cabinet from the underground shelter.

Requirements:

All work performed at the site by the vendor must meet Motorola R56 standards.

9. Instructions for submission of responses Vendor to submit:

Proposal: Vendor’s response with the description of services they can provide.

Timeline and Schedule: The Detailed Timeline for completion of the project.

Budget: A vendor must propose a budget with itemized labor and materials breakdown in accordance with state contract rates or rates negotiated.

· Labor must be quoted by projected hours and position;

· Equipment and materials shall be quoted in accordance with PSE01 contract requirements.

Qualifications:

· At least 1 (one) R56 certified employee or consultant assigned to the project, on site during work. The employee or consultant is to direct work and oversee the project ensuring all work performed meets R56 standard, and all materials used for the project meet R56 standard.

· Vendor must have over 3 years’ experience working on communications towers.

· Vendor must have the necessary safety equipment to work at height on the type of communications tower in the scope of this project.

· Vendors employees must be properly certified in the proper use of said safety equipment.

· References from three (3) businesses for whom they have provided the most recent similar services.

All required documents must be submitted with bid package and must be in the file name and format below. PDF versions may accompany each document but may not substitute for the MS Office versions.

!Failure to submit will result in disqualification of Response!

COMMBUYS Submission

All Bidders must submit online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Bidders who are awarded a contract resulting from this Bid, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

· Any Bid that is not uploaded to COMMBUYS by the Bid Opening Date deadline will not be accepted by COMMBUYS and cannot be submitted via email or any other form. Bidders are cautioned to allow sufficient time for technical issues so that all required materials are uploaded before the deadline. Once the deadline passes Bid submission (even if started) will not be accepted.

Bid Opening Date for this procurement is July 11, 2024 at 11:00AM

· Any submission which fails to meet the submission requirements of the Bid will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

· Responses MUST be uploaded as a Word document in COMMBUYS. Responses not posted to COMMBUYS will not be considered for evaluation. Do not email, and/or mail responses to the department. IMPORTANT NOTES: When uploading your response on COMMBUYS please be sure to enter a $0 dollar amount and select the “no charge” option (this does not mean there is no costs). This will ensure accuracy when the department awards a Bid.

10. Evaluation Criteria Proposal : 25 points Vendors submission will provide a clear understanding of the project and how the vendor will be able to accomplish this task.

Timeline: 25 points The vendor must present the timeline and schedule to complete the project.

Budget: 25 points Vendors to submit the Total costs with the detailed cost breakdown of labor and material.

Qualifications: 25 points Provide all requested documents as per Section 9 Qualifications.

Provide 3 references of current State of Massachusetts projects.

11. Procurement calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

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