MEMA RFQ - PO 239 Tewksbury Antenna Replacement.docx

Tewksbury Antenna Replacement BID# FY25 PO 239 COMMBUYS Bid# BD-25-1013-RFS00-COMMO-106363

Tewksbury Antenna Replacement BID# FY25 PO 239 / COMMBUYS Bid# BD-25-1013-RFS00-COMMO-106363

POSTING DATE: August 15, 2024

BID Name/Title Tewksbury Antenna Replacement365 East St Tewksbury MA - MEMA Region 1 Office BID Number FY25 PO 239 COMMBUYS Bid Number BD-25-1013-RFS00-COMMO-106363

*No phone calls – All inquiries must be made through Commbuys Q&A located in the Bid.

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 Tewksbury Radio site located at MEMA Region 1 Office, 365 East St, Tewksbury, MA 01876.

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

The site visit will be held on August 27, 2024, at 1:00 PM. 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:

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 December 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 at MEMA’s Tewksbury radio 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 utilize the existing building penetration and run cabling to the equipment housed in the radio room at the facility.

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

MEMA has adopted Motorola R56 stand for this project. All work performed must meet R56 standard. Variations from R56 may be allowed and evaluated by the MEMA project team on a case-by-case basis.

Removal:

The vendor will remove the old VHF antenna and VHF antenna cabling from tower and building. The old VHF antenna will be turned over to MEMA. Vendor is responsible for disposal of old antenna cable.

Requirements: Comment by Robinson, Katrina (CDA): @Bagdonas, Andrew (CDA) do I leave this narrative from the Bridgewater Bid in the Tewskbury RFR or remove it? Comment by Bagdonas, Andrew (CDA): please leave this in.

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.

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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