RFP 2023_026 Town Green Amphitheater Kiosks.pdf

REQUEST FOR PROPOSAL

FOR

City of Douglasville –Town Green Amphitheater Kiosks

ISSUE DATE: September 26, 2023

DUE DATE: October 27, 2023

RFP 2023-026

I. GENERAL PROJECT INFORMATION AND BACKGROUND: The City of Douglasville (the ‘’City’’ or “Owner”) is seeking Proposals from qualified vendors to procure and install three kiosks for the Douglasville Downtown Amphitheater/Greenspace.

II. SCOPE OF SERVICES: The project includes but is not limited to the following:

A. Review

1. Verify all site conditions with regard to the fabrication and installation before manufacture of signage. Any conditions that would impede the proper and timely completion of the work should be presented to the City’s Representative.

2. Confirm each kiosk location with the City’s Representative and locate via stake and flag for verification.

3. Address any conflicting conditions with signage that are not coordinated prior to the manufacturing of the scope of work, in the punch list phase.

B. Engineering

1. Verify footings for the proposed kiosks. A Professional Engineer’s stamp and signature is to be obtained when necessary to comply with permits and/or codes.

2. Ensure that signage is designed to withstand wind pressure loading to meet or exceed all current code requirements for the State of Georgia and the City of Douglasville, in addition to the kiosks’ internal framework providing maximum capacity to avoid any surface oil canning, curvature, or deviations.

3. Design, fabricate, and install component parts to provide for expansion and contraction over a temperature range for the material of 150 degrees Fahrenheit (83.3 degrees Celsius), without buckling, oil canning, sealant joint failure, glass breakage, undue stress on members or anchors, and other detrimental effects.

C. Artwork

1. Enlarge and reduce supplied artwork images, where necessary. Any discrepancies after enlarging or reducing vs. original artwork are to be addressed with the City’s Representative prior to reproduction. Refer to the design documents for reference as to what artwork will be provided.

D. Submittals

1. Provide color samples, material samples, submittals, copy layouts, and working drawings for approval by the City’s Representative and City prior to manufacturing. Full size copy layouts will also be required as needed.

a. Responsible for providing model layout to the City for approval prior to fabrication.

b. Responsible for all aspects of fabrication including engineering, installation techniques and performance, as well as coordination with site contractors and related trades.

c. If applicable, all paints used must retain up to a minimum 1−year warranty for interior and exterior signage. This includes no cracking, flaking, or fading. Exterior paints should be 2−part catalyst hardened urethane, base coat, topcoat, satin finish unless otherwise specified.

d. Provide mock−ups.

E. Materials

1. Ensure all materials are sealed to protect against decay, mildew, and discoloration.

F. Construction Phase

1. Coordinate with the City for kiosk installation date.

2. Install Post and Panels in concrete or pavement via core drill footing and backfill where required.

3. Confirm that kiosk design and installation conform to all federal, state, and city regulations and ordinances.

4. Responsible for submitting drawings to the proper agencies for review and approval prior to construction and to obtain the necessary permits and approvals prior to construction.

5. Footings to be Georgia stamped engineered footings with backfill to bring grade level to the sign base.

6. Include and perform all priming work as needed for wall covering/graphics unless specifically stated as an exclusion in the vendor bid.

7. All electrical shall be completed by an electrician hired by the selected contractor.

8. Complete the final electrical hook−up.

G. Kiosk Protection

1. Coordinate protection of all kiosk signs until punch list is completed.

2. Responsible for all equipment used to install kiosk signage, including but not limited to lifts, swing stages, equipment vehicles, and temporary attachments.

3. Ensure that all penetrations into all concrete, pavers, precast columns, beams, or building facades do not affect the structural integrity of the reinforcement within, and/or associated underlayment. Should any damage occur to kiosks and/or structures and/or structural components as a result of the kiosk installation process, it is the vendor’s continued responsibility to manage the resolution process with all necessary parties until an agreed−upon solution is reached and damage is repaired at no cost to the city.

4. Waterproofing measures need to be coordinated with the City’s Representative and installed for the kiosks.

H. Warranty Phase

1. Coordinate and monitor the resolution of remaining “punch−list” items.

2. Warrant work against failure due to faulty materials, workmanship, and design for a period of five years from date of substantial completion.

3. Fading, cracking, oil canning, peeling, delaminating, rusting, corroding, and structural failure, including distortion, will be construed to mean failure due to faulty materials and/or workmanship.

4. All products, materials, adhesive, paints, etc. shall be covered by the standard manufacturer warranty. Failures during the respective warranty periods shall be repaired or replaced to the satisfaction of the City. All product warranties shall be managed and coordinated by the Contractor.

All Local, County, State, and Federal codes and regulations must be followed.

Once a contract is executed between the City of Douglasville and the successful Proposer, the successful Proposer will be required to deliver the services required by this RFP by the members of the proposed project team. The City of Douglasville must first approve any change in, or substitution of, project team members, including any consultant or sub-contractor, in writing.

I. Maintenance

1. Contractor shall provide priced line item for maintenance services needed for kiosks installed to include all used components for the particular kiosk (cleaning, material, LED lighting, digital screens) for a period of minimum 12 months.

J. Specifications

The City is searching for Kiosk hardware with the following specs:

1. Three double sided outdoor weather pedestal/canopy kiosk display stands with monitor mounts (Hardware only)

2. Three 24/7 exterior brightness rated commercial outdoor grade displays

3. Three RS232/Ethernet converters for display control

4. Kiosks will be rated 55-inch HD Display

5. Power cords and LAN cables for kiosk equipment (including Owner furnished wireless router if needed)

6. HDMI Port combatable with Navori stick

7. Kiosks are to be interactive and provide audio

8. Kiosks are to be provided an overhang to give shade for 24-hour usage

K. Sources included:

1. Signage Player content- four content windows used for messages and advertising Streaming feed from the house AV matrix router

2. CATV from a common Owner Furnished turner to all signage displays

III. PRE-BID MEETING

A mandatory pre-bid meeting will be held on October 04, 2023 at 6840 Church Street, Douglasville, GA 30134 at 11 AM EDT. Meeting will begin promptly at 11 AM and there will be no late admittance. Attendance is required in order to submit a proposal.

IV. PROCUREMENT PROCESS AND INFORMATION

A. Request for Proposal Documents

All RFP documents are available in electronic format at the http://www.bidnetdirect.com.

B. Availability of Request for Proposal

The RFP is open to all qualified candidates and is available free of charge.

C. Request for Information

All requests for information and clarifications regarding this project shall be submitted on BidNet (www.bidnetdirect.com) no later than October 06, 2023 at 4:00PM EDT. Questions and answers will be issued in the form of an addendum to all interested parties and will be submitted on BidNet (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

D. Communication

From the issue date of this (RFP) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP, or during the pre− proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov

E. RFP Timeline

RFP ESTIMATED TIMELINE

Owner re- issues public advertisement of RFP 09/26/23 Mandatory Pre-bid meeting 10/04/23 at 11 AM EDT Deadline for written questions/requests for clarification 10/06/23 at 4 PM EDT Publish responses to questions 10/13/23 Deadline for submission of Proposals 10/27/23 at 4 PM EDT Interviews by Selection Committee (If Required) TBD

Selection recommendation to City Council for approval

TBD

F. Submittal Date and Information

All bids must be submitted electronically in PDF format via BidNet: (www.bidnetdirect.com), no later than October 27, 2023, at 4:00 PM EDT. Electronic submittals must include a reference to RFP2023-026. Any Bid received after that time will not be considered for award.

1. It is the sole responsibility of the Proposer to ensure delivery by the specified deadlines to the correct location; the City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. A list of firms submitting responsive Proposals will be available on City of Douglasville RFP/RFQ website after stated deadline.

3. The awarded bidder shall obtain a bond for all labor and materials, including the cost of payment bond and performance bond, as well as unclassified site work. A performance bond and a payment bond, each in the amount of 100% of the contract sum and for the term of the contract, will be required from the successful proposer.

4. All proposals must be accompanied by a Certificate of Insurance to include General Liability Insurance with limits of no less than $1 million per occurrence and $2 million aggregate, and a general liability umbrella policy with a limit of no less than $1 million aggregate; Worker’s Compensation coverage as required by Georgia law; Temporary Facilities and Equipment, and Builder’s Risk Insurance. All bonds and insurance policies shall be written by surety companies with an overall A.M. Best rating of A− (Excellent) or better, and which is listed in the U.S. Treasury Circular 570, and also which are licensed to do business in the State of Georgia. Said policies shall provide for jurisdiction and venue in Douglas County, Georgia, for resolution of any disputes.

5. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing. Prior to Notice to Proceed.

Contractor shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured. Contractor shall be responsible for all injuries or damages of any kind resulting from work to persons or property.

6. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

The City of Douglasville reserves the right to waive any and all technicalities, formalities, or irregularities in bids. The City may reject the Bid of any vendor that has previously failed to perform properly or complete on time contracts of a similar nature with the City of Douglasville, or if the proposer has within the last 5 years:

a. Failed to complete on time a similar contract due to delays caused by the proposer or non−conforming work performed by the proposer; or

b. Incurred criminal sanctions against company or any current proposer officer; or

c. Had its bonding company pay a claim against proposer’s payment or performance bond, due to proposer’s failure to perform.

G. Proposal Response Information

Provide the following Qualifications Information:

1. Proposer’s Information

a. Firm name, address, and telephone number

b. Primary local contact person(s) and telephone number(s)

c. Total number of firm's local full−time employees

d. Year firm established

e. Firm’s billings for the last three fiscal years

f. Firm's billings for the current fiscal year

g. Listing and description of all current litigation involving the firm

h. Listing and description of all litigation history for the firm since and including 2018

i. Copy of the most recent completed years audited financial Statements

(Income Statement and Balance Sheet) for the firm

j. If the proposer is an entity, Articles of Organization (for LLC or LP) or Articles of Incorporation (for Corporations), PLUS proof of current annual registration, from the Georgia Secretary of State.

2. Experience:

a. Over five years of business operation is required.

b. Provide a list of projects over $70,000 completed in the last 2 years. Include with list: size, cost, total fee, time to complete, description, images and cost of contractor change orders.

c. Provide examples of your experience as a prime contractor in handling custom kiosk installation projects similar to this project (OR other public and private projects that indicate similar experience). For each of these projects:

1) Provide photographs.

2) Provide an owner reference familiar with your performance on the project. It is the Proposer’s responsibility to ensure that the listed contact and phone number are current.

3) Provide at least 3 client references and contact information.

4) List the individual from your firm who served as the Project Executive/Director, Project Manager, Superintendent, and Cost Estimator. Please note whether this individual is still employed with your firm.

d. At a minimum, the signage fabricator must be able to provide the following in−house services:

1) Pre−Construction: Engineering, CAD Services, Contract Documents, Cost Analysis.

2) Construction: 75% of all primary fabrication is to occur in−house including all metal fabrication, routing, forming, welding, and all general assembly. Only secondary graphic functions such as silk− screening, etching, casting, laser cutting of raw goods, etc. may take place out of house.

3) Implementation: Construction Management, Project Coordination, Assembly, and Installation.

e. At a minimum, the fabricator must meet the following fabrication and/or warranty criteria:

1) Pin mounted letters should be set in Hilti epoxy or equivalent to deter theft and vandalism and sealed with silicone or equivalent waterproofing sealer.

2) Fabrication and installation must conform to all federal, state, and city regulations and ordinances. It is the responsibility of the fabricator to submit drawings to the proper agencies for the review and approval prior to construction. It is also the responsibility of the fabricator to obtain the necessary permits and approvals prior to construction.

3) Fabricator to coordinate protection of all signs until punch list is noted as completed by the City.

4) Fabricator warrants work against failure due to faulty materials, workmanship, and design for a period of five years from date of substantial completion. Fading, cracking, oil canning, peeling, delaminating, rusting, corroding, and structural failure, including distortion, will be construed to mean failure due to faulty materials and workmanship.

5) All products, materials, adhesive, paints, etc. shall be covered by standard manufacturer warranty. Failures during the warranty period shall be repaired or replaced to the satisfaction of the City.

3. Statement of Firm's capability to absorb additional workload, availability of personnel, and commitment to provide services on a timely basis.

4. Staffing Management

1. Provide a proposed Organizational Chart which identifies individual names and areas of responsibility.

2. Please designate the specific individuals to fill the following key roles on your team, in addition to hourly rate:

a) Project Executive

b) Project Manager

c) Superintendent

d) Cost Estimator

e) Other (please describe, if applicable.)

3. Please provide for each of the above personnel:

a) Current resumes listing relevant project experience.

b) Percent of time to be committed to this Project.

4. Please identify the individual who, from project start to finish, will be the leader of your construction team and the principal point of contact between your firm and the City and City’s Representative and other consultants. This individual’s competence, leadership, and ability to achieve customer satisfaction will be heavily considered in the selection of the contractor.

H. Evaluation of proposals and presentation

The evaluation by the Selection Committee will be based on the Selection Criteria listed below.

The City will appoint a committee of key staff members (Selection Committee) to review each response to this RFP and provide a rank list of all the proposers.

A. Staffing − Evaluation of the list of personnel specifically assigned to the proposed project, including their qualifications, overall experience, and recent experience on projects of similar nature and complexity to the proposed project. Points: 20

B. Experience/Performance − Review of past performance on City of Douglasville projects or other projects of similar nature and complexity as the proposed project; evaluation of client references whether included in the proposal response or not; overall responsiveness to Owner’s needs. Points: 20

C. Approach − Evaluation of the overall installation approach, understanding of the scope of the proposed project; completeness, adequacy, and responsiveness to the required information of the request for proposals. This should include a preliminary Project schedule by task and milestones that will be used to procure the Project. Provide in detail the services your firm will be providing. Points: 35

D. Fee Proposal− Points: 25

The selection committee members will each review the responses to the RFP’s and provide a score for each based on the selection criteria above. The selection committee will convene and summarize the points earned by each proposer, then establish a list of proposers found by the selection committee to have submitted proposals reasonably susceptible of being selected for award. If needed, the selection committee shall select proposers to be invited to provide a presentation of their proposal(s) to the selection committee.

V. General Conditions

Upon submission of a bid, the bidder hereby certifies on behalf of his or her company or organization that:

A. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed person, firm, or corporation.

B. This proposal is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation.

C. The proposer has not directly or indirectly induced or solicited any other proposer to submit a false or sham bid.

D. The proposer has not solicited or induced any person, firm, or corporation to refrain from proposing.

E. The proposer has not sought by collusion to obtain for itself any advantages over any other bidder or over the City of Douglasville.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License Number:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the

City of Douglasville within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1- .02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE.

By executing this affidavit, the undersigned subcontractor 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 under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF __________________, 20___.___

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

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