Millbury RFP FY2027-03 Radio Communications Consulting Services.pdf

Town of Millbury | RFP — Radio Communications Consulting Services | Page 1 of 14

REQUEST FOR PROPOSALS

for

RADIO COMMUNICATIONS CONSULTING SERVICES

Under Massachusetts General Laws (MGL), Chapter 30B § 6 for the

TOWN OF MILLBURY, MA

(Awarding Authority)

July 8, 2026

Primary Contact

Mark Hollis, P.E.

Director of Engineering, Facilities & Sewer Operations

Delegated Chief Procurement Officer Town of Millbury 127 Elm Street

Millbury, MA 01527 E-mail: mhollis@millburyma.gov

Phone: 508-719-8690

Schedule

RFP Published on PlanetBids July 8, 2026 RFP Published on COMMBUYS July 8, 2026 RFP Advertised in the Millbury Sutton Chronicle July 16, 2026 Final Inquiry Date July 24, 2026 Proposals Due July 31, 2026

Town of Millbury | RFP — Radio Communications Consulting Services | Page 2 of 14

Public Notice — Request for Proposals The Town of Millbury, Massachusetts is soliciting competitive sealed proposals from qualified firms to provide professional consulting services for the upgrade of the Town's public safety radio communications system. Services include project management, system design and specification, procurement support, FCC licensing and frequency coordination, and construction administration for Police and Fire Department radio infrastructure. The project includes APCO Project 25 (P25)-compliant subscriber radios, repeater and antenna systems at two tower sites (Butler Farm and Mack Hill), and microwave backhaul.

Proposals are solicited under M.G.L. c. 30B, § 6. The RFP package is available on the Town’s Procurement Portal at https://vendors.planetbids.com/portal/84633/portal-home. Written questions must be received by 2:00 PM EST on July 24, 2026. All Q&A will happen on the Town’s Procurement Portal.

Proposals must be submitted in two separate sealed envelopes (Technical and Price), enclosed in one outer package marked “RFP No. FY2027-03 – Radio Communications Improvement Project,” and received no later than 12:00 PM EST on July 31, 2026. Proposals must be submitted to Town of Millbury, Attn: Mark Hollis, 127 Elm Street, Millbury, MA 01527. Late proposals will not be accepted.

The Town of Millbury reserves the right to reject any or all proposals, to waive informalities, and to award the contract in the manner most advantageous to the Town.

Town of Millbury | RFP — Radio Communications Consulting Services | Page 3 of 14

Section 1 — Introduction and Project Background

1.1 The Town

The Town of Millbury is a municipality of approximately 14,000 residents in Worcester County, Massachusetts. The Town operates a full-service Police Department and a Fire Department, both of which depend on a shared public safety radio communications infrastructure.

1.2 Project Overview

The Town intends to upgrade and modernize its public safety radio communications system to improve coverage, interoperability, and reliability for the Police and Fire Departments. The project includes the following elements:

• New mobile radios, portables, pagers, and control stations for both Departments

• New Public Safety-grade repeater and antenna systems at two tower sites

• Microwave backhaul between the two tower sites

• Permanent utility electrical service, standby generator, and equipment housing at Butler Farm (Site

A)

• Equipment integration at Mack Hill (Site B), a site located on infrastructure owned by the City of

Worcester and operated under an existing intermunicipal arrangement that will require amendment

• FCC licensing, structural analysis, and required engineering work in support of the foregoing

Total estimated project value: approximately $1,500,000.

1.3 Role of the Consultant

The Consultant selected under this RFP will serve as the Town's technical advisor and project lead for all radio system aspects of the project. The Consultant will not be expected to perform licensed professional engineering services; the Town will procure stamped engineering services (electrical, structural, civil) separately as needed. The Consultant will coordinate with those engineers and with all Town departments throughout the project.

This RFP is issued under M.G.L. c. 30B, § 6 (sealed proposals).

Town of Millbury | RFP — Radio Communications Consulting Services | Page 4 of 14

Section 2 — Scope of Services

2.1 Phase 1 — System Design and Specification

• Confirm the system architecture, frequency plan, and coverage objectives

• Develop detailed technical specifications for all radio equipment (mobiles, portables, pagers, control stations, repeaters, antenna systems, DC power, microwave backhaul)

• Recommend equipment-housing approach at Butler Farm (outdoor cabinet vs. prefabricated shelter), including HVAC and battery backup sizing

• Provide design coordination support to the Town's licensed engineering firm for electrical, structural, and civil design of the Butler Farm site

• Coordinate site analysis at Mack Hill, including any structural review required for adding fire department equipment to the existing City of Worcester infrastructure

2.2 Phase 2 — Procurement Support

• Develop technical specifications and procurement language for inclusion in the equipment purchase (procured off OSD Statewide Contract)

• Assist Town staff in identifying authorized OSD vendors and confirming contract coverage

• Develop technical specifications and bid documents for the c. 30, § 39M sealed bid for Butler Farm site civil construction

• Review proposals/bids received and provide written recommendation to the Town

• Coordinate with Town Counsel on the intermunicipal agreement amendment with the City of

Worcester for the Mack Hill site

2.3 Phase 3 — FCC Licensing

• Prepare and submit FCC license applications, modifications, and renewals required for the new system, including any frequency coordination required

• Coordinate with adjacent jurisdictions and any applicable statewide systems for interoperability

2.4 Phase 4 — Construction Administration

• Attend pre-construction meeting and serve as the Town's technical representative throughout construction

• Review submittals from the radio equipment vendor and the site civil contractor

• Conduct site visits at appropriate milestones and report progress to the Town

• Witness acceptance testing of all installed equipment

• Review and recommend approval of contractor payment applications

2.5 Phase 5 — Acceptance and Closeout

• Conduct final coverage and performance testing

• Document any deficiencies and oversee correction

• Deliver as-built documentation, FCC license records, equipment manuals, and training materials

• Provide a final closeout report

Town of Millbury | RFP — Radio Communications Consulting Services | Page 5 of 14

2.6 General Coordination

• Attend Town meetings, committee meetings, and stakeholder briefings as requested

• Maintain regular communication with the Town's designated project representative

• Provide written status reports on a monthly basis

Town of Millbury | RFP — Radio Communications Consulting Services | Page 6 of 14

Section 3 — Anticipated Project Schedule All dates are approximate and subject to change. The selected Consultant will assist the Town in developing a final detailed project schedule.

• RFP issued: July 8, 2026

• Questions due: July 24, 2026

• Proposals due: July 31, 2026 at 12:00 PM EST

• Anticipated award: August 2026

• Notice to Proceed: August 2026

• Phase 1 (Design) complete: October 2026

• Equipment procurement (Phase 2) complete: January 2027

• Site construction complete: March 2027

• Equipment installation and cutover: July 2027

• Acceptance and closeout: October 2027

Town of Millbury | RFP — Radio Communications Consulting Services | Page 7 of 14

Section 4 — Submission Requirements

4.1 General Submission Format

Proposals must be submitted in two (2) separately sealed envelopes, both enclosed in a single outer package marked with the RFP number and title (RFP No. FY2027-03 – Radio Communications Improvement Project):

• Envelope 1 — Technical Proposal: One (1) original and three (3) copies, plus one (1) electronic copy on USB drive. Shall NOT contain any pricing information.

• Envelope 2 — Price Proposal: One (1) original. Submitted in a separately sealed envelope, clearly marked.

Inclusion of price information in the Technical Proposal will result in rejection of the proposal as non-responsive.

Submissions must be mailed to: Town of Millbury, Attn: Mark Hollis, 127 Elm Street, Millbury, MA 01527. Alternatively, submissions can be dropped off at the Town Clerk’s Office located at 127 Elm Street, Millbury, MA 01527.

4.2 Technical Proposal Contents

The Technical Proposal shall include the following items in the order listed:

1. Firm Qualifications (maximum 5 pages): firm history, ownership, size, office locations, areas of practice, and relevant certifications.

2. Project Experience (maximum 10 pages): description of at least three (2) projects of comparable scope completed within the past seven (7) years, with emphasis on Massachusetts municipal public safety radio system projects. Include project location, client, completion date, total project value, and consultant's role.

3. Key Personnel (maximum 3 pages per resume): resumes of the proposed Project Manager and other key personnel who will be assigned to the project, including relevant credentials, project experience, and current availability.

4. References (maximum 1 page): contact information for at least three (2) municipal references from projects of comparable scope. References may be contacted directly by the Selection Committee.

5. Project Approach and Work Plan (maximum 8 pages): proposer's understanding of the project, proposed approach to each phase of the Scope of Services, project schedule, deliverables, communication plan, and any value-added recommendations.

6. Conflict of Interest Disclosure (maximum 1 page): identify any potential conflicts of interest, including past or current relationships with potential equipment vendors, contractors, or subcontractors that may participate in this project.

7. Required Certifications (Non-Collusion and Tax Compliance): see Section 8 and Appendix A.

4.3 Price Proposal Contents

The Price Proposal shall include:

• Total not-to-exceed fee for the complete Scope of Services, broken out by Phase

• Hourly rate schedule by personnel category

• Description of reimbursable expenses (if any) and rate or method

• Pricing for optional additional services on an hourly basis

Town of Millbury | RFP — Radio Communications Consulting Services | Page 8 of 14

Section 5 — Evaluation Criteria Proposals will be evaluated by a Selection Committee using the following criteria. Each comparative criterion will be rated as Highly Advantageous (H), Advantageous (A), Not Advantageous (NA), or Unacceptable (U). Proposals receiving a rating of Unacceptable on any criterion will be rejected as non-responsive.

5.1 Minimum Required Criteria (Pass/Fail)

• Firm is legally authorized to do business in Massachusetts

• Firm has been in continuous operation providing radio communications consulting for not less than five (5) years

• Firm has completed at least one (1) Massachusetts municipal public safety radio project within the past seven (7) years

• Submission is complete and conforms to the requirements of Section 4

5.2 Comparative Criteria

Criteria are not weighted; the Selection Committee will consider the proposal as a whole. The Committee may interview some or all proposers before making a recommendation.

Criterion Rating Descriptors

Experience with municipal public safety radio system projects

H: ≥ 5 comparable MA municipal projects completed in past 7 years. A: 2–4. NA: 1. U: None.

Experience with P25 (Project 25) compliant systems

H: Designed and delivered ≥ 3 P25 Phase I or II systems. A:

1–2. NA: P25 familiarity but no delivery experience. U: No P25 experience.

Experience with Massachusetts municipal procurement law (c.

30B, c. 30 § 39M, OSD statewide contracts)

H: Demonstrated track record advising MA municipalities on procurement strategy for radio projects, including OSD contract use. A: General familiarity with MA procurement.

NA: Limited familiarity. U: None.

Key personnel qualifications and availability

H: Proposed Project Manager has ≥ 15 years' relevant experience and is committed at appropriate level. A: 10–15 years and acceptable availability. NA: Less than 10 years or limited availability. U: Inadequate.

Project approach and work plan H: Approach clearly addresses each phase, identifies risks, proposes value-added recommendations. A: Adequate approach. NA: Generic or incomplete. U: Does not address Scope of Services.

Client references H: All references strongly endorse the firm. A: References generally positive. NA: Mixed references. U: Negative references.

Familiarity with Worcester County mutual aid systems and adjacent jurisdictions' radio infrastructure

H: Documented prior projects in Worcester County or with regional mutual aid coordination. A: General regional familiarity. NA: Limited familiarity. U: None.

Town of Millbury | RFP — Radio Communications Consulting Services | Page 9 of 14

5.3 Price Evaluation

The Price Proposal will be evaluated separately and only after the Technical Proposals have been fully evaluated. The Selection Committee will recommend award to the responsible and responsive proposer whose proposal is determined to be the most advantageous to the Town, taking into consideration all comparative evaluation criteria and price.

Award will not be made solely on the basis of lowest price. The Town reserves the right to award to a proposer other than the lowest-priced proposer where the higher-rated technical proposal demonstrates sufficient additional value to justify the price difference.

Town of Millbury | RFP — Radio Communications Consulting Services | Page 10 of 14

Section 6 — Selection Process

1. Proposals are received and date-stamped at the location and time stated in this RFP. Late proposals are returned unopened.

2. The Selection Committee opens Technical Proposals (Envelope 1) and reviews each for compliance with minimum required criteria (Section 5.1). Non-conforming proposals are eliminated.

3. The Selection Committee evaluates each conforming Technical Proposal against the comparative criteria (Section 5.2) and may conduct interviews with one or more proposers.

4. The Selection Committee opens Price Proposals (Envelope 2) only after the technical evaluation is complete.

5. The Selection Committee determines the most advantageous proposal taking into consideration the technical evaluation and price, and recommends award to the Town's awarding authority.

6. The Town's awarding authority makes the final award decision and executes a written contract with the selected proposer.

7. Notice of award is provided to all proposers.

The Town reserves the right to reject any or all proposals, to waive informalities, to negotiate scope and fee with the selected proposer, and to make no award if no proposal is determined to be advantageous to the Town.

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Section 7 — General Terms and Conditions

7.1 Contractual Terms and Conditions

The consultant will provide an agreement for services to be evaluated by the Town of Millbury legal counsel and signed by the Town of Millbury.

The contract will be for a term sufficient to complete the Scope of Services, anticipated to be approximately 18 months from Notice to Proceed, with the option to extend by mutual agreement to address any extension of the underlying project schedule. Total term shall not exceed three (3) years without separate authorization by majority vote per M.G.L. c. 30B, § 12(b).

7.2 Insurance

The Consultant shall maintain, throughout the term of the contract:

• Commercial General Liability: $1,000,000 per occurrence / $3,000,000 aggregate

• Professional Liability (Errors and Omissions): $1,000,000 per claim / $1,000,000 aggregate

• Workers' Compensation: as required by Massachusetts law

• Automobile Liability: $1,000,000 combined single limit, if applicable

The Town of Millbury shall be named as an Additional Insured on the General Liability and Automobile Liability policies. Certificates of insurance shall be provided prior to commencement of work.

7.3 Indemnification

The Consultant shall indemnify and hold harmless the Town of Millbury, its officers, employees, and agents from any and all claims arising out of the Consultant's negligent acts, errors, or omissions in the performance of the Scope of Services.

7.4 Payment Terms

The Consultant shall invoice the Town monthly based on percentage of work completed by phase, supported by detailed time records. Payment terms are net thirty (30) days from receipt of an approved invoice.

7.5 Independent Contractor Status

The Consultant is and shall remain an independent contractor. Nothing in this contract shall create an employer-employee relationship between the Town and the Consultant or any of the Consultant's personnel.

7.6 Termination

The Town may terminate the contract for cause upon written notice and an opportunity to cure. The Town may also terminate for convenience upon thirty (30) days' written notice, in which event the Consultant shall be paid for all services performed through the effective date of termination.

7.7 Public Records

All documents prepared under this contract, including reports, designs, specifications, drawings, and electronic files, are the property of the Town of Millbury and are subject to the Massachusetts Public Records Law, M.G.L. c. 66.

Town of Millbury | RFP — Radio Communications Consulting Services | Page 12 of 14

7.8 Ethics and Conflict of Interest

The Consultant and its personnel are subject to M.G.L. c. 268A (conflict of interest law) in their dealings with the Town. The Consultant shall not represent any equipment vendor, contractor, or subcontractor in matters before the Town arising from this project.

7.9 Prevailing Wage

Professional consulting services are not subject to the Massachusetts Prevailing Wage Law, M.G.L. c. 149, §§ 26–27. The underlying construction work procured under separate contracts will be subject to prevailing wage as applicable.

Town of Millbury | RFP — Radio Communications Consulting Services | Page 13 of 14

Section 8 — Required Certifications and Forms Each proposal must include the following completed and signed forms (templates available from the Procurement Office):

1. Certificate of Non-Collusion (M.G.L. c. 30B, § 10) — affirming that the proposal has been made and submitted in good faith and without collusion with any other person (included as Appendix A).

2. Tax Compliance Certificate (M.G.L. c. 62C, § 49A) — affirming compliance with all laws of the Commonwealth relating to taxes (included as Appendix A).

3. Conflict of Interest Disclosure — per Section 4.2 above.

4. W-9 Form (may be provided upon notice of intent to award).

5. Certificate(s) of Insurance — per Section 7.2 (may be provided upon notice of intent to award).

Town of Millbury | RFP — Radio Communications Consulting Services | Page 14 of 14

Appendix A — Certification of Non-Collusion and Tax Compliance As required under Chapter 687 of the Acts of 1989, all bidders must certify to the following by signing this page in the space indicated below.

CERTIFICATION OF NON-COLLUSION

Pursuant to M.G.L. Ch. 30B, §10, the undersigned hereby certifies, under penalties of perjury, that this bid or proposal has been made and submitted in good faith and without fraud or collusion with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of individual submitting bid or proposal)

(Name of Business)

CERTIFICATION OF TAX COMPLIANCE

Pursuant to M.G.L. Chapter 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Federal Identification Number

Corporate Name

Company

Address

Phone Number

(Authorized Signature of individual submitting bid or proposal)

(Name and Title)

Date