Public Safety Radio System Design RFQ.pdf

150 East Washington Street Office (706)342-0725 Madison, Georgia 30650 Fax (706)343-6450

Morgan County Board of Commissioners P. O. Box 168

Madison, Georgia 30650

REQUEST FOR QUALIFICATIONS

Morgan County Board of Commissioners are seeking qualified vendors for a future project that will upgrade the Public Safety Radio System for Morgan County.

Proposal Format

The proposal shall be prepared simply and shall be straightforward and concise. The bid packet should include:

I. Qualifications Summary (attached in this packet).

• Describe Responder’s experience, capabilities and other qualifications for this project.

• How many years has Responder operated under current company name?

• Has Responder ever been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal / State / Local department or agency from doing business with the Federal / State / Local Government?

II. Technical Approach

• Describe procedures and methods that will achieve the desired system outcome of the project.

• Provide a complete and detailed outline of tasks required for system implementation with specific responsibilities.

• Outline all activities and tasks required from Morgan County personnel.

• Include a listing of the County’s responsibilities and the Responder’s responsibilities required to complete the project.

• Provide a project schedule at the task level starting with the receipt of the

Notice to Proceed and ending with project completion.

III. Project Management

• Describe how the project will be organized and managed;

• Describe progress reporting procedures for the project;

• Include the anticipated use of subcontractors or vendors; and

• Describe the resources necessary to accomplish the purpose of the project.

IV. Personnel

• Identify the individuals who will be part of the project team.

• Include any outside personnel such as subcontractors.

• Provide detailed previous experience of team members and subcontractors who will be working directly on the project, including those who will provide training.

• Provide field technician and system maintenance staff that will support the final system once operational and will maintain the system during its service life.

V. Current Travel Time and Distance from Morgan County Public Safety Center.

VI. Cost for system design

VII. Contact information for at least 5 references for 5 projects completed in the last 5 years of similar size and scope.

VIII. Certificate of Insurance

IX. E-Verify Affidavit

X. Current W-9

XI. Any other information deemed necessary by bidder to aid in award of RFQ

RFQ Cost

All costs incurred in the preparation and presentation of responses to the RFQ shall be completely absorbed by the respondent. All documents submitted as part of the RFQ will become property of

Morgan County. Requests for specific material to be returned will be considered.

RFQ Submission

Companies who wish to respond must submit an original and one electronic copy of the proposal in sealed packages marked “Morgan County Public Safety Radio System”. Fax and e-mail responses are not acceptable.

Responses to the RFQ will be accepted until. Friday August 22, 2025.

Responses must be delivered to: Mr. Mark Williams, Assistant County Manager Morgan County Board of Commissioners 150 E. Washington Street Madison, Georgia 30650

Requests for an extension of this date will not be granted. Any late proposal will not be considered.

It is the sole responsibility of the Respondent to ensure that the proposal arrives at the designated location prior to the deadline.

Morgan County reserves the right to reject any and all proposals, to waive any informality or technicality and to accept that proposal which, in the judgement of the proper officials, is in the best interest of Morgan County.

Contact

All questions about this RFQ and submission requirements must be directed in writing to Mr. Mark

Williams via email at mwilliams@morgancountyga.gov.

Any unauthorized contact shall not be responded to and may result in the disqualification of the responder’s submittal. Answers to questions submitted will be communicated to respondents via email.

Non-Collusion

By submitting qualifications, the respondent represents and warrants that no official or employee of

Morgan County has an interest, directly or indirectly, in the proposal or in the final contract award.

The respondent further understands proposals will be rejected if there is any evidence of collusion with another respondent.

Compliance with Laws

Respondents agree to be bound by applicable Federal, State and Local laws, regulations, and directives.

Qualification & Award Basis

Morgan County reserves the right to accept or reject any and all proposals or any parts of a proposal wherein its judgment, it will be in the best interest of the County; waive any technicalities/informalities in the RFP / RFQ document and proposal process; and to qualify and award any or all of this contract in any manner in which Morgan County, acting in the sole and exclusive exercise of its discretion, deems to be in Morgan County’s best interest. Cost will not be the mailto:mwilliams@morgancountyga.gov sole factor in the selection process. If no acceptable proposal is received Morgan County also reserves the right to re-solicit proposals, at its sole discretion.

Contractors will be awarded using the following weighted criteria based on RFQ submissions.

• Qualifications Summary (30%)

• Technical Approach (30%)

• Project Management (20%)

• Personnel (20%)

Required Bonds and Insurance

A certificate of insurance with minimum coverage limits of $1,000,000 general liability, $150,000 automobile liability and statutory limits for worker’s compensation must be submitted. Additionally, upon the award of construction of the project, the selected bidder shall provide Morgan County with a

100% project value performance and payment bonds.

References

Submission of a response authorizes Morgan County to make inquiries concerning the respondent and its officers to any persons or firms deemed appropriate by Morgan County.

Completion Inspection

Morgan will periodically conduct inspections during construction. A final inspection will be conducted before accepting the project as complete and processing final payment.

Training

The successful bidder shall provide training for care and maintenance of all installed products and equipment.

SERVICES REQUESTED

Purpose of Request

Morgan County Board of Commissioners are seeking requests for qualified vendors for a future

SPLOST funded project to upgrade the Morgan County Public Safety Radio System. Qualified vendors should submit packets as identified above to verify their respective qualifications as it pertains to the project scope of work listed below. The specifications below address the specific requirements together with certain details as to finish, material preferences, equipment and appliances with which the successful bidder must conform. These specifications are the minimum requirements needing to be met by a qualified vendor. The awarded vendor will be solely responsible for generating an overall cost proposal for a turn-key radio system designed, installed, cutover from currant radio system, and maintained for its service life going forward. The bidder shall bear the responsibility of insuring that the elements contained within the specifications are sound, safety conscious, and functional. This RFQ will review qualified vendors to award the turn-key project to.

Warranty

All bidders shall state the length and terms of warranty of all applicable warranties.

State Delivery Time

The bidder shall estimate the expected time frame for system design and system installation.

SCOPE OF WORK

Morgan County currently operates on a VHF high band three (3) channel, six (6) talk path, Trunked 2-way radio system built on the Motorola Digital MOTOTRBO radio platform. Morgan County is requesting this RFQ for the purpose of designing, installing, and maintaining a UHF / LTE enabled radio system staying on the MOTOTRBO DMR radio platform. There will be no exceptions or substitutions for this system. All qualified vendors will be capable of the following tasks and project goals…

• Current System Evaluations and Project Recommendations

• Full System Design to Include Expected Coverage for DMR and LTE Services

• All FCC Coordination and Licensing

• Tower Location Recommendations as Needed

• Any New Tower Locations to Include Towers and Buildings to House Equipment

• Subscriber Models and Numbers with Accessories

• System Training

• Live Cut-Over Support (Onsite for Cut-Over)

• All Future System Maintenance

Required Equipment By Department

Department Mobile Radios Portable Radios Morgan County Sherriff 48 113

Morgan County Fire 51 120 Madison Police 17 18 Madison Fire 36 6

Morgan County Schools 60 100 Morgan County Public Works 20

Morgan County Transportation 11 1 Morgan County 911 10 10

Morgan County EMA 1 2 Total Radio Count 234 390

Evaluation Procedures

An evaluation team will evaluate proposals submitted. Each proposal will be evaluated for full compliance with the RFP / RFQ instructions to the Respondent and the requirements set forth within the RFP / RFQ document. Proposals will be evaluated on criteria will include

1. Compliance with specifications detailed in RFP / RFQ.

a. Qualifications Summary (30%)

b. Technical Approach (30%)

c. Project Management (20%)

d. Personnel (20%)

2. Warranties included

3. Estimated time frame for design and installation following County’s approval of design

4. Cost