Polk County Courthouse Audio and Visual Syste.pdf

POLK COUNTY BOARD OF COMMISSIONERS

216 MAIN STREET

CEDARTOWN, GA 30125

(770) 749-2100

REQUEST FOR PROPOSALS

Date Issued: October 11, 2023

THE POLK COUNTY BOARD OF COMMISSIONERS IS ACCEPTING SEALED PROPOSALS FROM

EXPERIENCED AND QUALIFIED VENDOR/VENDOR/CONTRACTORS TO PROVIDE AN UPDATED

AUDIO/VISUAL SYSTEM FOR COURTROOM OPERATIONS. A CONTRACT WILL BE AWARDED TO THE

VENDOR/VENDOR/CONTRACTOR WHOSE PROPOSAL BEST SATISFIES THE REQUIREMENTS FOR THIS

REQUEST AND BEST SERVES THE INTEREST OF POLK COUNTY. SEALED PROPOSALS WILL BE ACCEPTED UNTIL 4:00PM EST ON TUESDAY, NOVEMBER 14, 2023 IN THE COMMISSIONERS OFFICE LOCATED AT

216 MAIN STREET IN CEDARTOWN, GA 30125.

VENDORS/CONTRACTORS MUST ATTEND A MANDATORY SITE VISIT PRIOR TO SUBMITTING A

PROPOSAL (FRIDAY, OCTOBER 27, 2023 @ 10:00AM). THE SITE VISIT WILL BEGIN AT 100 PRIOR

STREET, CEDARTOWN, GA 30125 (COURTHOUSE #1). IT IS THE RESPONSIBILITY OF ALL

VENDORS/CONTRACTORS TO HAVE A THOROUGH UNDERSTANDING OF THE EXISTING CONDITIONS

AND PROJECT REQUIREMENTS PRIOR TO SUBMITTING A PROPOSAL.

Electronic copies of proposal documents may be obtained from the Polk County Administration Office located at 216 Main Street, Cedartown, Georgia 30125. Requests for additional documents (if any) should be filed promptly with Polk County. Proposal documents are also available on the Polk County Website: www.polkga.org.

No proposal may be withdrawn for a period of 90 days after the deadline for submission.

Polk County Government reserves the right to reject any or all proposals and to waive technicalities and informalities.

PROPOSAL PACKAGE MUST BE SEALED AND CLEARLY MARKED:

COURTROOM AUDIO AND VISUAL SYSTEMS

NOVEMBER 14, 2023 – 4:00PM EST

POLK COUNTY GEORGIA

PROPOSAL TERMS AND CONDITIONS

REQUEST FOR PROPOSALS (RFP)

Request for Proposals Polk - Courtroom Audio and Visual Systems

GENERAL CONDITIONS AND CLAUSES

1 CHANGES: No change will be made to this RFP except by written modification by the County.

Requests for interpretation or changes must be in writing, directed to Heather Prescott and received at least (5) Five Calendar Days prior to the time set for opening of proposals. e-mail hprescott@haralsoncountyga.gov

2 LIABILITY: The County is not liable for any cost incurred in the preparation of a proposal. Nor is the County responsible for costs or damages incurred by Respondents, member(s), partners, Contractors/Vendor, sub-Contractors or other interested parties in connection with the RFP process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations.

The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum.

3 PROPOSAL ACCEPTANCE TIME: Proposals requiring acceptance by the County in less than 90 calendar days could be rejected.

4 PROPOSAL IDENTIFICATION: All proposals submitted as a result of this RFP must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

COURTROOM AUDIO AND VISUAL SYSTEMS

NOVEMBER 14, 2023 – 4:00PM EST

5 PROPOSAL SUBMISSION FORMAT: Proposals should be bound or stapled whereby county staff can easily make additional copies. Pages should be 8 ½” X 11” in size with larger sheets folded to fit within bindings. The proposal should be ordered in the following format:

Vendor/Vendor/Contractor/Vendor/Contractor’s Complete Proposal Response All Forms in Attachment “A”

6 WITHDRAWAL OF PROPOSALS: Proposals may be withdrawn by written request only, if the request is received prior to the deadline for submittals. Negligence on the part of a Vendor/Contractor during the preparation of a proposal establishes no right of withdrawal or modification of a proposal after a proposal has been accepted. No proposal may be withdrawn for a period of 90 days after the deadline for proposal submittals.

7 CLARIFICATION OF PROPOSALS: The County reserves the right to seek clarification of any point in a respondent’s proposal, or to obtain additional information.

8 DISQUALIFICATION: Proposals may be disqualified for: a) receipt of the proposal by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions;

d) unbalanced value of any items; e) failure to comply with any requirement of this RFP. If in the opinion of the Polk County Board of Commissioners, the Vendor/Contractor is not in a position to fulfill the contract, the proposal may be disqualified. The County reserves the right to waive any minor informality or irregularities.

9 AWARD OF CONTRACT: An award will be made based upon the proposal that best conforms to this RFP and best serves the interest of the County. The County reserves the right to reject any and/or all proposals and to waive any technicalities or minor irregularities in proposal process and/or proposals. A binding contract must be signed by both parties prior to providing products/services.

A Vendor/Contractor, by accepting a contract, attests that it is in compliance with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFP shall bind the

Vendor/Contractor to all Terms, Conditions, and Specifications set forth in this RFP.

Vendors/Contractors whose proposal does not conform should so note on either a separate page or in the proposal. While the County reserves the right to make an award based upon a nonconforming proposal, when in the best interest of the County, such awards will not be readily made, and Vendor/Contractors are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFP and so stated.

11 PROPOSAL RESULTS: Interested parties may request, in writing, a summary of the proposals by sending a self addressed, stamped envelope with their request to the Polk County Board of Commissioners, P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk.

12 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such products/services as this and not actually stated in this RFP will be the responsibility of the Vendor/Contractor to provide at no additional cost to the County unless so stated on the Vendor’s/Contractor’s proposal as additional cost items and accepted by the County at the time of the award and/or contract.

13 REGULATORY AGENCIES: Vendor/Contractor will be responsible for obtaining all required permits or license required by regulatory agencies of the City, County, State, or Federal Governments. Further, the Vendor/Contractor will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation(s) or guideline(s).

14 INDEPENDENT VENDOR/CONTRACTOR: By submitting a proposal in response to this RFP, the Vendor/Contractor represents to Polk County that it is fully licensed, experienced and properly qualified to perform the services requested herein and that it is properly equipped, organized, and financed to perform such services. The Vendor/Contractor shall finance its own operations hereunder, shall operate as an independent Vendor/Contractor and not as an agent of Polk County and nothing contained in this RFP or a contract resulting from same shall be construed to constitute the Vendor/Contractor or any of its employees, servants, agents, or sub- Contractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent Vendor/Contractor.

15 VENDOR/CONTRACTOR APPLICATION PACKET: Any Vendor/Contractor who does not have a previous Vendor/Contractor relationship with the Polk County Board of Commissioners must have a completed Vendor/Contractor Application Packet as provided at polkga.org. This completed Vendor/Contractor Application Packet must be submitted before a contract to perform work is executed.

16 ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the Vendor/Contractor will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or its right, title, or interest in or to the same, or any part thereof, without written consent of the County.

17 INDEMNITY: Vendor/Contractor agrees, if entering into a contract as a result of this RFP, to defend, indemnify, and hold harmless Polk County from any and all courses of action or claims of damages arising out of or related to Vendor’s/Contractor’s performance or actions or those of its employees or agents, under said contract.

18 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided.

19 EXECUTION OF CONTRACT: Subsequent to an award, the successful Vendor/Contractor will be presented with a contract in the form attached hereto as Attachment B. Contract, when provided, is to be executed within Ten (10) calendar days of “NOTICE OF AWARD. If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful Vendor’s/Contractor’s proposal and this RFP shall be incorporated into the contract, except to the extent that this RFP conflicts with the contract, in which case the provisions of the contract shall take precedent.

THE PROJECT: The Polk County Board of Commissioners is requesting competitive sealed proposals in support of Courtroom Audio and Visual System Upgrades, meeting the specifications, and as described herein.

Pre-Qualification and Non-Disclosure Agreement:

The County will conduct a mandatory site meeting with interested organizations, providing access to locations necessary for the current state of equipment to be understood at Courthouse #1, 100 Prior Street, Cedartown, Georgia 30125 and Courthouse #2, 102 Prior Street, Cedartown, Georgia 30125.

Any and all questions should be asked during the site visit as there will not be another time for questions to be answered. Prior to the site visit, interested parties shall: (1) provide a brief overview of their experience and qualifications in design and installation of audio and video systems to courtrooms or other secure government agencies, and (2) submit the executed Non-Disclosure Agreement included in the solicitation documents to jarmstrong@polkga.org according to solicitation schedule on page 2 of this document.

Please Note: Under no circumstances will organizations be permitted to attend the site visit without submission of the pre-qualifications and executed non-disclosure agreement as scheduled by the deadline. No Exceptions.

l. PRE-QUALIFICATION

1. Firm's Information

a) Local name, address and telephone number

b) Primary contact for RFP process: name, telephone number and email address

c) Firm’s information to include number of employees, type of business (Inc., LLC, etc.), years in business and executive management team.

d) Brief overview of firm's experience and qualifications in design and installation of similar systems in courtrooms or other secure government agencies.

2. Non-Disclosure Agreement

a) Firm must sign and submit NDA agreeing to not share any information gained through the site visit; the RFP process; and, agreeing to provide a certificate of destruction of all information, photos, floor plans, etc. if not awarded the project. Non-Disclosure Agreement form is attached to the end of this document.

All times in the solicitation are local times to Polk County, Georgia in the Eastern Time Zone

The County reserves the right to reject any or all bids/proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the County, including using any form of contract it deems most advantageous to the County.

SCHEDULE:

mailto:jarmstrong@polkga.org

Issued October 11, 2023

Mandatory Site Visit Friday, October 27, 2023 at 10:00 a.m.

Bids/Proposals Due Tuesday, November 14, 2023 at 4:00 p.m.

Anticipated Award Date TBD – Depends Upon Award of ARPA Grant

THE EXPECTED PERIOD OF PERFORMANCE:

The base period of performance is broken down into two areas: Physical Delivery of Product(s) and

Service Delivery. This is a function of the Statement of Work (SOW) and/or specification and reflects if there are physical items to be delivered and/or delivery of services. An X in the box corresponding to item 1 below, Physical Delivery indicates physical items are to be delivered and an X in the 2, Delivery of Services indicates that services are to be performed. Either or both may apply to the work contemplated by this solicitation.

Additionally, should there be an X in the box corresponding item 3, Option Grant, then the County requests the right to extend the period of performance beyond the Base Rate as specified.

1. X PHYSICAL DELIVERY OF ITEMS/GOODS REQUIRED:

For Physical Delivery solicitations, the period of performance for an award shall begin with either the placement of Purchase Order or the date indicated on the Agreement. All items to be delivered are to be FOB Polk County at 100/102 Prior Street, Cedartown, Georgia 30125.

Performance shall be complete upon final acceptance by the County. Time is of the essence for the delivery of each item specified.

2. X PERFORMANCE OF SERVICES:

For Performance of Services solicitations, the period of performance shall begin with the placement of either a Purchase Order or the date of the Agreement unless the Agreement, the SOW or the Solicitation Terms indicate that performance shall begin upon the issuance of a Notice to Proceed (NTP), in which case the NTP would represent the beginning of performance. Term of services requested are as below:

Services Term:

X Other: 6 months from NTP

3. X OPTION GRANT:

This solicitation contains requested options; please see Statement of Work for details.

[BALANCE OF PAGE BLANK]

SUBMITTAL INSTRUCTIONS:

Interested Bidders/Proposers should carefully review the requirements defined herein and provide complete and accurate submissions that should include the following items (only items indicated with an "X" in the corresponding boxes are required for this solicitation):

X References*

X Evidence of/ability to provide insurance at the limits identified herein

X Certifications, licenses or registrations as required by law and/or as requested

X Pricing on proposer’s company letterhead

X Any other requirements as requested under the scope of work

Notes:

*The County reserves the right to contact not only those references provided, but may also use previous performance for the County, other contacts it identifies, and other sources of information believed to be viable to evaluate capability, viability, and performance.

EVALUATION CRITERIA:

Bids/Proposals that contain options or additive work above and beyond the base bid will be evaluated financially according to the criteria described in the solicitation.

Proposals determined to be responsive and responsible will be evaluated on the following criteria:

l.TECHNICAL PROPOSAL - 60 %

1. PREVIOUS EXPERIENCE: Firm will have a minimum of five years designing and installing high quality and proven solutions that meet the needs of the County to provide effective audio and visual systems defined herein and as determined by the proposing organization based upon a site visit.

2. PREVIOUS INSTALLATION: Proposals shall identify five locations, preferably in

Georgia, where the contracting firm has provided similar design, installation, commissioning, training, and maintenance. For each installation, please provide:

a. Project name and location

b. Owner name and current contact information

3. PROPOSAL: Proposals shall include all requested information as defined in the scope of work "Proposal Submission" section.

4. WARRANTY AND POST-INSTALLATION MAINTENANCE SUPPORT: Proposals shall provide warranty and general reliability information as well as service levels for ongoing support to be defined.

5. A PROJECT PLAN AND SCHEDULE: Proposals shall contain an implementation/transition plan addressing the major steps necessary for successful implementation including minimum disruption to courthouse operations. Normal business hours preferred with approved exceptions. The proposed schedule should be realistic and consider current equipment lead times.

PRICING PROPOSAL -

a) Pricing shall be submitted for each recommended system ("good, better, best"). Pricing shall be broken down by equipment, installation/labor, freight, etc.

III. REQUIRED FORMS AND DOCUMENTATION

a) Please refer to checklist on page 4 of this document. Only items identified with an "X" in the corresponding box are required.

b) This project is funded partially or in whole by grant funds.

c) References may be contacted should the evaluation team deem them necessary.

Proposals will be scored on the above evaluation criteria. Failure to provide information necessary to evaluate proposal may result in a lower scoring proposal

HOW AND WHERE TO SUBMIT BIDS AND PROPOSALS:

The County has one method for receiving bids and proposals - by physical receipt in a sealed envelope. The information contained in the box below indicates where bids or proposals are to be submitted. The County will NOT accept proposals by fax or e-mail. The solicitation submission deadline will be strictly enforced; no late bids/proposals will be accepted for any reason, please plan accordingly.

[STATEMENT OF WORK AND/OR SPECIFICATION LOCATED ON THE NEXT PAGE]

Polk County Board of Commissioners

Jaime Armstrong, County Clerk

PROJECT: COURTROOM A/V UPGRADE PROPOSAL

216 Main Street

Cedartown, Georgia 30125

THE WORK OVERVIEW:

Polk County, Georgia, is requesting proposals for a turn-key solution to update its audio and visual systems in each of its two courtrooms, consistent with the general specifications found in Attachment A. The work is to be performed at Polk County Courthouses #1 and #2 located at 100 Prior Street, Cedartown, Georgia 30125 and 102 Prior Street, Cedartown, Georgia, respectively. The proposing organization shall be responsible for the design of replacement hardware in existing courtrooms with industry leading audio and visual systems.

The County has a desire for a higher-level specification defining minimum requirements, the proposing organization shall make their own assessment of the equipment needed to update the courtrooms.

It is preferred that the system shall have the capability to integrate with Zoom.

All firmware updates for security vulnerability shall be installed upon release.

All vulnerabilities shall be mitigated before integration with the Polk County network.

This project is funded partially or in whole by grant funds.

Attachment A

Scope of Work:

The County is seeking a turn-key solution. Interested firms shall perform a system assessment with recommended up-to-date solutions designed to replace the currently deployed technology by being more comprehensive, reliable, upgradable, and scalable.

Proposals shall provide a complete description of the functionality, upgradeability, and a high-level bill of material of the products needed for this work.

Proposals shall include detailed description of service call processing to include steps and service level timeframes from the placing of a service call to response. Response times shall be submitted for both regular-hour service calls and after-hours service calls.

Proposals shall provide information that demonstrates the general acceptance of the proposed solutions, addressing market share and independent rating organization evaluations and opinions.

GENERAL SPECIFICATIONS:

Courtrooms 104 & 205

A. Judge's Bench

• Touch panel:

-Panel will allow for control of court system as well as video preview of shared content

- if product availability does not allow for on-panel video preview a separate video monitor will be provided

• High Level Touch Panel Overview:

-Video Source Selection

-Video Blackout — stops all video output -Program Audio Control -Individual Microphone Control -Sound Masking Engine — Enable/Disable

Stops microphone output in the room, but continues microphone signal propagation to the court reporter

Plays masking audio through the system speakers -Start / Stop Streaming — if streaming option selected

• Desktop mounted speaker for voice lift

• Microphone with pushbutton mute base

• Sidebar microphone

• Sidebar microphone intended to capture sidebar conversations for the record - this feature will not amplify sidebar conversations within the room

• HDMI presentation input

B. Witness Stand

• Touch enabled monitor to display shared content and allow for annotation over shared content

• Microphone in shock mount with no pushbutton mute

• Microphone requires a hole to be drilled in witness stand table

• Desktop mounted speaker for voice lift

C. Clerk's Desk

• Microphone with pushbutton mute base

D. Evidence Presentation

• Lectern provided in quote

• Includes document camera shelf and cable pass through cubby

• HDMI presentation input

• Document camera

E. Jury Box

• Rail mounted foreman microphone

• Microphone requires a hole to be drilled in jury rail

F. Lawyer Tables (Typical of 2)

G. Court Reporter Desk

• Touch panel -Panel will allow for microphone volume control of signals feeding the headphone amplifier mentioned below -Sources being sent to the recording will not be affected by touch panel control

• USB or Dante connection (client choice based on recording software) -This connection will be capable of giving up to 8 discrete audio sources to the court reporter software -The court reporter software must accept standard multi-channel USB or Dante audio interfaces as an input device

• Headphone amplifier -This unit will give the court reporter the ability to hear a summed mix of the microphone volumes being affected on the touch panel

H. Display Location(s)

• (2) large format flat panel(s) on articulating arm on wall behind Judge's bench

• Display(s) will show content shared from the Judge's Bench or Evidence Presentation

Lectern

I. In-Room Audio Reinforcement (Courtroom 104)

• (4) Ceiling speaker zones

• Judge Zone — above Judge's Bench and Witness Stand

• Jury Zone — above Jury Box

• Lawyer Zone — above lawyer tables and evidence presentation lectern

• Gallery Zone — above gallery

J. In-Room Audio Reinforcement (Courtroom 205)

• (2) Column array speakers mounted on the same wall as the Judge’s bench

K. Analog Press Feed

• Mono audio output plate for connection to standard press capture equipment

• Location of press feed to be determined before installation

Selected Options

A. Agnostic Video Teleconferencing

• Install (4) cameras to capture

-Judge -Witness -Lawyer Left Table -Lawyer Right Table

• Camera views will be processed into a single quad view image

• Audio via system microphones

• (1) Video capture device

-Device will capture the video output of the camera window processor -Video recording will be on an SD card

-Video recording can be turned on and off from the system touch panel -Audio capture on video recording will be the same as VTC audio via system microphones

B. Streaming

• Install (1) camera in the rear of the room to capture court proceedings

• Audio via system microphones

• Start / stop stream button will be available on the system touch panel

C. Annotation

• Install annotation monitors at witness stand and evidence presentation lectern

• Annotations made on either mentioned monitor will be displayed on all system monitors

• Annotation can be disabled from the Judge's Bench touch panel

D. Jury Deliberation Room Display

• One (1) large format display in the Jury Deliberation Room for viewing of evidence that is being presented from the courtroom -Evidence audio will emit from display speakers -Display volume control and input switching via manufacturer provided remote control

• Install HDMI wall plate below display for local presentation

• Evidence can be shown from the courtroom and presented from the lectern or Judge's bench video inputs

A. Support/Repair

• Remote monitoring and on-site troubleshooting support and repair for 5 years — with option to renew

Courtroom 101

A. Judge's Bench

• Touch panel:

-Panel will allow for control of court system as well as video preview of shared content

- if product availability does not allow for on-panel video preview a separate video monitor will be provided

• High Level Touch Panel Overview:

-Video Source Selection

-Video Blackout — stops all video output -Program Audio Control -Individual Microphone Control -Sound Masking Engine — Enable/Disable

Stops microphone output in the room, but continues microphone signal propagation to the court reporter

Plays masking audio through the system speakers -Start / Stop Streaming — if streaming option selected

• Desktop mounted speaker for voice lift

• Microphone with pushbutton mute base

• Sidebar microphone

• Sidebar microphone intended to capture sidebar conversations for the record - this feature will not amplify sidebar conversations within the room

B. Witness Stand

• Touch enabled monitor to display shared content and allow for annotation over shared content

• Microphone in shock mount with no pushbutton mute

• Microphone requires a hole to be drilled in witness stand table

C. Clerk's Desk

D. Evidence Presentation

• Lectern provided in quote

• Includes document camera shelf and cable pass through cubby

• Document camera

E. Lawyer Tables (Typical of 2)

F. Court Reporter Desk

• Touch panel -Panel will allow for microphone volume control of signals feeding the headphone amplifier mentioned below -Sources being sent to the recording will not be affected by touch panel control

• USB or Dante connection (client choice based on recording software) -This connection will be capable of giving up to 8 discrete audio sources to the court reporter software -The court reporter software must accept standard multi-channel USB or Dante audio interfaces as an input device

• Headphone amplifier -This unit will give the court reporter the ability to hear a summed mix of the microphone volumes being affected on the touch panel

G. Display Location(s)

• (2) large format flat panel(s) on articulating arm on wall behind Judge's bench

• Display(s) will show content shared from the Judge's Bench or Evidence Presentation

Lectern

H. In-Room Audio Reinforcement (Courtroom 104)

• (1) Ceiling speaker zone

I. Analog Press Feed

• Mono audio output plate for connection to standard press capture equipment

• Location of press feed to be determined before installation

Selected Options

A. Agnostic Video Teleconferencing

• Install (4) cameras to capture

-Judge -Witness -Lawyer Left Table -Lawyer Right Table

• Camera views will be processed into a single quad view image

• Audio via system microphones

• (1) Video capture device

-Device will capture the video output of the camera window processor -Video recording will be on an SD card

-Video recording can be turned on and off from the system touch panel

-Audio capture on video recording will be the same as VTC audio via system microphones

B. Streaming

• Install (1) camera in the rear of the room to capture court proceedings

• Audio via system microphones

• Start / stop stream button will be available on the system touch panel

C. Annotation

• Install annotation monitors at witness stand and evidence presentation lectern

• Annotations made on either mentioned monitor will be displayed on all system monitors

• Annotation can be disabled from the Judge's Bench touch panel

D. Support/Repair

• Remote monitoring and on-site troubleshooting support and repair for 5 years — with option to renew

Overall

• Provisions for system diagnostic, repair, and self-healing without IT interaction

• Remote management / monitoring must allow for the following:

-Remote troubleshooting of all network enabled devices within the system -Remote firmware updates of equipment -Remote code or configuration changes for any network enabled piece of equipment -Monitoring of devices network status (online / offline) -Solution must include specific information about when a device went offline and for how long it has been down -Solution must include specific information about uptime of each device

• Provisions for temporary or long-term parking for loading and unloading equipment will be available during installation

• Work can take place between 9:00 AM and 5:00 PM Monday through Friday unless prior authorization has been obtained for work outside these times -This excludes Polk County holidays

[END OF STATEMENT OF WORK/SPECIFICATION]

ATTACHMENT A

POLK COUNTY, GEORGIA

NON-COLLUSION AFFIDAVIT

The following affidavit shall accompany the Vendor’s/Contractor Proposal:

State of: __________________________________

County of: ___________________________________

Owner, Partner or Officer of Vendor/Contractor:

Company Name, Address, County and State: _______________________________________

The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the Vendor/Contractor to submit the attached bid and that neither he/she nor the Vendor/Contractor has directly or indirectly violated any of the provisions of Section 36-91-21(d) of the Official Code of Georgia Annotated. In making such representation, affiant further states for himself/herself and on behalf of Vendor/Contractor, that he/she is not a party to any collusion among Vendors/Contractors in restraint of competition or by agreement to submit a bid at a fixed price or to refrain from submitting a bid; or with any office of Polk County or any of its employees as to quantity, quality or price in the prospective contract; or any discussion between Vendors/Contractors and any official of Polk County or any of its employees concerning exchange of money or other things of value for special consideration in submitting a Proposal for:

Providing ”Polk County Courtroom Audio and Visual Systems”

Vendor/Contractor Name

Signature

Title

Subscribed as sworn to before me this day of 2023.

Notary Public

VENDOR’S/CONTRACTOR’S DECLARATION

The Vendor/Contractor understands, agrees and warrants:

That the Vendor/Contractor has carefully read and fully understands the full scope of the specifications.

That the Vendor/Contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to November 14, 2023 at 4:00PM EST, but may not be withdrawn after such date and time.

That Polk County reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. Polk County reserves the right to waive any technicalities and formalities in the bid process.

That by submission of this bid the Vendor/Contractor acknowledges that Polk County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Vendor/Contractor.

That the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

Vendor/Contractor Name:

Phone:

Name Print:

Signature:

Date:

Email

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the Vendor/Contractor certifies that the provisions of O.C.G.A.

Section 50-24-1 through 50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The Vendor/Contractor/Vendor/Vendor/Contractor further certifies that:

1. A drug-free workplace will be provided for the Vendor’s/Contractor’s employees during the performance of the contract; and

2. Each Vendor/Contractor who hires a sub- Vendor/Contractor to work in a drug-free workplace shall secure from that sub- Contractor the following written certification: “As part of the subcontracting agreement with (Vendor’s/Contractor’s name), (sub- Contractor’s name) certifies to the Vendor/Contractor that a drug-free workplace will be provided for the sub-Contractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).”

By signature on this certificate, the Vendor/Contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Vendor/Contractor:

By:

Name Printed:

Title:

Date:

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the Vendor/Contractor agrees as follows:

The Vendor/Contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The Vendor/Contractor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the Vendor/Contractor is in non-compliance with this non-discrimination clause, the contract may be canceled or terminated by Polk County. The Vendor/Contractor may be declared, by Polk County, ineligible for further contracts with Polk County until satisfactory proof of intent to comply shall be made by the Vendor/Contractor.

The Vendor/Contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

VENDOR/CONTRACTOR

SIGNATURE

TITLE

O.C.G.A. § 50-36-1(e)(2) S.A.V.E Affidavit

By executing this affidavit under oath, as a Vendor/Contractor for contracted products and/or services, as referenced in O.C.G.A. § 50-36-1, from Polk County Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit:

1) I am a United States Citizen.

2) I am a legal permanent resident of the United States.

3) I am a qualified alien or non-immigrant under the Federal Immigration and

Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: .

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation I any affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowable by such criminal statute.

Executed in (city), (state).

Signature of Applicant

Printed Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20 .

NOTARY PUBLIC

My Commission Expires:

E-VERIFY COMPLIANCE AFFIDAVIT

By executing this affidavit, the undersigned Vendor/Contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Polk County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned Vendor/Contractor will continue to use the federal work authorization program throughout the contract period and the undersigned Vendor/Contractor will contract for the physical performance of services in satisfaction of such contract only with sub-Contractor who present an affidavit to the Vendor/Contractor with the information required by O.C.G.A, § 13-10-91 (b). Vendor/Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification number (Not Required if Less than 10 Employees)

Signature (if less than 10 employees)

Date of Authorization

Name of Vendor/Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in (city) (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF , 20

NOTARY PUBLIC

My Commission Expires: