RFP 22-35-001

RFP No. 22-35-001 – 911 Communications Logger/Recorder

Request for Proposal

No. 22-35-001

To provide

911 Communications Logger/Recorder for

Effingham County Board of Commissioners Springfield, Georgia

September 2021

All Submissions returned to:

Effingham County Board of Commissioners

ATTN: Purchasing Office 601 North Laurel Street Springfield, GA 31329

September 3, 2021

RE: RFP No. 22-35-001

Request for Proposal for 911 Communications Logger/Recorder

Dear Sir or Madam:

This is an invitation to submit a proposal to supply Effingham County, Georgia for the professional services as specified herein. Sealed proposals will be received at the Office of the Purchasing Agent, EFFINGHAM

COUNTY ADMINISTRATIVE COMPLEX, 601 N. LAUREL STREEET, SPRINGFIELD,

GEORGIA, up to 11:00am (Eastern Time) Thursday, October 7, 2021. Due to the fact that the proposals will be subject to an evaluation review, the details and particulars of the proposal documents will remain confidential until final award of the contract. Only the names of the companies who submit a proposal will be read aloud publicly.

Effingham County Board of Commissioners reserves the right to reject any and all proposals and will not be bound to accept any proposal should Effingham County consider that the proposal would be contrary to the best interest of Effingham County. Effingham County Board of Commissioners reserves the right to reject any and all proposals that are non-responsive or not responsible. Additionally, Effingham County Board of

Commissioners has the right to waive any technicalities or informalities. Effingham County may issue change orders altering the original scope of work to address changes or unforeseen conditions necessary for the project completion.

Instructions for the preparation and submission of a proposal are contained in the request for proposals package. If you do not submit a proposal, please return the no-bid sheet and state the reason.

There is a pre-bid and site visit meeting scheduled for 11:00am (Eastern Time) Monday, September 20, 2021. While this meeting is not mandatory, it is HIGHLY ENCOURAGED that all parties interested in submitting a bid have a representative present at the meeting. Due to COVID-19, access to the building may be limited outside of this meeting time. Masks are required to be worn by all in attendance and all possible precautions will be taken in regards to social distancing. The address is 181 Recycle Way, Guyton, GA 31312

(Effingham County 911 center).

If a vendor is not able to attend the pre-bid/site visit meeting, an email must be sent to abruton@effinghamcounty.org by 11:00am (Eastern Time) Monday, September 20, 2021 stating interest in the bid. Proposals will not be accepted from any firm that is not represented at the pre-bid meeting or sent an email stating interest for RFP No. 22-35-001 for 911 Communications Logger/Recorder.

Any questions that arise must be made in writing and must be received at the office of the Purchasing Agent no later than 5.00pm (Eastern Time) Friday, October 24, 2021. No response will be given to any questions received after 5.00pm (Eastern Time) Friday, October 24, 2021. Questions may be faxed to 912-754-8413;

emailed to abruton@effinghamcounty.org or mailed to the address below. If questions are mailed, please DO

NOT put the bid number on the outside of the envelope. The response to all questions will be in the form of an addendum and will be posted on the Effingham County website www.effinghamcounty.org before 5.00pm

(Eastern Time) Thursday, September 30, 2021.

The only official answer or position of Effingham County will be the one stated in writing.

mailto:abruton@effinghamcounty.org http://www.effinghamcounty.org/

EFFINGHAM COUNTY, GEORGIA

DOCUMENT CHECK LIST

Company Name: ________________________________________________________________________________________

Please indicate you have completed the following documentation; and then submit as REQUIRED.

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL

REQUIRED COMPLETED ITEM DESCRIPTION

INSTRUCTIONS TO BIDDERS

REQUEST FOR QUOTE

X BID / QUOTE SUBMITTAL FORM

SURETY REQUIREMENTS (Certified check or other security of _% required with BID

SUBMITTAL – BID BOND FORM PROVIDED)

PERFORMANCE BOND- UPON AWARD OF CONTRACT

PAYMENT BOND- UPON AWARD OF CONTRACT

X CERTIFICATE OF INSURANCE

X W-9

LEGAL NOTICE

X CONTRACTOR AFFIDAVIT & AGREEMENT (E-VERIFY)

X SUB-CONTRACTOR AFFIDAVIT & AGREEMENT (E-VERIFY) (if applicable)

X GEORGIA PROFESSIONAL LICENCE CERTIFICATIONS

X LIST OF SUB-CONTRACTORS (if applicable)

X ATTACHMENTS

X RECEIPT OF ADDENDA IF ANY

SECTION I

INSTRUCTIONS TO VENDORS

1.1 PURPOSE:

The purpose of this document is to provide general and specific information for use in submitting a proposal to supply Effingham County with services as described herein. All proposals are governed by the

Code of Effingham County, and the laws of the State of Georgia. Any contract and/or agreement and any addendums to it that result from this RFP shall be governed by the laws of Georgia, with venue in

Effingham County.

1.2 HOW TO SUBMIT PROPOSALS:

All proposals shall be:

A. Submitted in sealed opaque package (envelope or box as necessary), plainly marked with the RFP number and title, date and time of submission, and company name.

B. Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above.

Hand Delivery and Mailing Address:

Effingham County Purchasing Agent, 601 North Laurel Street, Springfield, Georgia, 31329.

C. Please check the County’s website www.effinghamcounty.org prior to submission for any addendum to the RFP

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE

OPENED OR CONSIDERED.

1.3 HOW TO SUBMIT AN OBJECTION:

Objections from Vendors to this request for proposal and/or these specifications should be brought to the attention of the County Purchasing Agent either verbally at the pre-proposal meeting, or in writing at least two (2) days prior to pre-proposal meeting. The objections contemplated may pertain to form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.4 ERRORS IN PROPOSALS:

Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Vendor’s own risk.

1.5 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:

The County expressly reserves the right in its sole judgement, to accept or reject any or all proposals received as the result of this RFP with or without cause and to waive any technicalities or irregularities in proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the offer of a Vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or an offer from a Vendor whom investigation shows is not in a position to perform the contract. The County reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of citizens of

Effingham County. The County may request re-proposals should it be deemed in its best interest to do

so. Until such time as a contract is executed with successful proposers, the County may cancel all or any part of this RFP. The County reserves the right to lease and/or purchase more or less of each item or service at the unit price offered in the Vendor's system, unless the Vendor specifically and explicitly limits the response in this regard. The County reserves the right to negotiate with vendors regarding variations to the original proposal(s) that may be in the best interest of the County.

1.6 VENDOR:

Whenever the term "vendor" is used it shall encompass the "person," "business," "firm," or other party submitting a proposal to Effingham County in such capacity before a contract has been entered into between such party and the County. At times throughout this request for proposal the term “vendor” may be used interchangeably with the terms “contractor”, “proposer” and “bidder”.

1.7 COMPLIANCE WITH LAWS:

The Vendor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Vendor and the County.

Any such requirement specifically set forth in any contract document between the Vendor and the County shall be supplementary to this section and not in substitution thereof.

1.8 COUNTY:

Whenever the term "County" or "Owner" is used it is to refer to the Effingham County Board of Commissioners.

1.9 DEBARRED FIRMS AND PENDING LITIGATION:

Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Vendors shall disclose any record of pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Proposals will not be accepted from any company, firm, person, party or parent subsidiary, against which

Effingham County has an outstanding claim, or financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further. Any Vendor/firm previously defaulting or terminating a contract with the County will not be considered.

Vendor acknowledges that in performing contract work for the County, Vendor shall not utilize any firms that have been a party to any of the above actions. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with the firm with respect to County contract.

** All Vendors are to read and complete the Vendors certification regarding debarment, suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility - ATTACHMENT D to be returned with response. Failure to do so may result in your proposal being rejected as non-responsive.

1.10 IMMIGRATION:

On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All employers, contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal employment verification system to insure employment eligibility. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Vendors are to read and complete the E-Verify affidavit enclosed as ATTACHMENT E to be returned with response. Failure to do so may result in your solicitation response being rejected as non-responsive.

http://www.dol.state.ga.us/spotlight/employment/rules http://www.uscis.gov/

1.11 PROTECTION OF RESIDENT WORKERS:

Effingham County Board of Commissioners actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

1.12 RFP SCHEDULE:

Request for Proposal

Date/ Time

Owner issues public advertisement of RFP

Friday, September 3, 2021

Pre-Bid Meeting/Site Visit, Interest Emails

11.00am (EST) Monday, Sept. 20, 2021

Deadline for submission of written questions

5.00pm (EST) Friday, Sept. 24, 2021

Addendum issued and posted online at www.effinghamcounty.org

5.00pm (EST) Thursday, Sept. 30, 2021

Deadline for submission of Proposals

11.00am (EST) Thursday, October 7, 2021

Bid and Contract to Board of Commissioners

(TENTATIVE)

TBD

SECTION II

GENERAL CONDITIONS

2.1 SPECIFICATIONS:

Any obvious error or omission in the specifications shall not inure to the benefit of the Vendor but shall put the Vendor on notice to inquire of or identify the same to the County.

2.2 GEORGIA OPEN RECORDS ACT:

The responses will become part of the County's official files without any obligation on the County's part.

Ownership of all data, materials, and documentation prepared for and submitted to Effingham County in response to a solicitation, regardless of type, shall belong exclusively to Effingham County and will be considered a record prepared, maintained or received in the course of operations of public office or agency and is subject to public inspection in accordance with the Georgia Open Records Act. Official Code of

Georgia Annotated, Section 50-18-070, et.Seq. unless otherwise provided by law. The Georgia Open

Records Act is applicable to the records of all contractors and subcontractors under contract with the

County. This applies to those specific contracts currently in effect and those which have been completed or closed up to three (3) years following completion.

2.3 GEORGIA TRADE SECRET ACT OF 1990:

In the event that a Vendor submits secret information to the County, the information must be clearly labeled as a "Trade Secret". The County will maintain the confidentiality of such trade secrets to the extent provided by law.

2.4 OFFERS TO BE FIRM:

The Vendor warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of ninety (90) days from the date of proposal submittal. Fees quoted must also be firm for a ninety (90) day period.

2.5 COMPLETENESS:

All information required by the request for proposal must be completed and submitted to constitute a proper proposal. The County shall have sole discretion in evaluating qualifications and responses of

Vendors. Vendor acknowledges that in performing a contract for the Board, Vendor shall not utilize any firms that have been a party to any of the actions listed in paragraph 1.9. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with that firm with respect to the Board’s contract.

2.6 MULTIPLE PROPOSALS:

No Vendor will be allowed to submit more than one offer. Any alternate proposals must be brought to the

Purchasing Agent's attention during the Pre-proposal meeting if one is scheduled, or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.7 PATENT IDEMNITY:

Except as otherwise provided, the successful Vendor agrees to indemnify Effingham County and its officers, agents and employees against liability.

2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):

A responsible Vendor is defined as one who meets all requirements of the RFP. Effingham County has the right to require any or all Vendors to submit documentation of their ability to perform, provide or carry out the service as requested herein and to disqualify the proposal of any Vendor as being unresponsive or un-responsible whenever such Vendor cannot.

2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By submission of this proposal, the Vendor certifies, and in the case of a joint proposal each party thereto as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Vendor or with any competitor;

B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Vendor and will not knowingly be disclosed by the Vendor prior to opening, directly or indirectly to any other competitor; and;

C. No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a proposal for the purpose or restricting competition.

2.10 AWARD OF CONTRACT:

The contract, if awarded, will be awarded to the responsible Vendor whose proposal will be most advantageous to Effingham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interests of Effingham County. Appeal of an award can only be made after the Board of Commissioners award a contract.

2.11 INSURANCE PROVISIONS:

The selected Vendor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Vendor's fee proposal. Contract work will not proceed unless Effingham County has in their possession, a current Certificate of

Insurance. Effingham County invokes the defense of sovereign immunity. The County is not to be included as an additional insured on insurance contracts.

A. General Information that shall appear on a Certificate of Insurance:

1. Name of Producer (contractor's insurance Broker/Agent).

2. Companies affording coverage (there may be several).

3. Name and address of the Insured (this should be the Company or Parent of the firm Effingham

County is contracting with).

4. A Summary of all current insurance for the insured (includes effective dates of coverage).

5. A brief description of the operations to be performed, the specific job to be performed, or contract number.

6. Certificate Holder (This is to always include Effingham County).

2.12 LIMITS OF INSURANCE:

Effective coverage shall have the following limits:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a contractor or tenant. Minimum limits:

$1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the contractor while performing within the scope of duties. Minimum limits: $500,000 for each accident, disease policy limit, and disease each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the contractor’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury, property damage, and should be written on an “Any Auto” basis.

2.13 SPECIAL REQUIREMENTS:

A. Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to or coincident with the date of any contract, and the Certificate of Insurance shall state the retroactive date and the coverage is claims-made.

B. Extended Reporting Periods: The contractor shall provide the County with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

C. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this invitation.

D. Cancellation/Non-Renewal Notification: Each insurance policy supplied in response to this invitation shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt, has been given to the County.

E. Proof of Insurance: Effingham County shall be furnished with certificates of insurance and original endorsements affecting coverage required by this invitation. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Vendor must ensure Certificates of Insurance are updated for the entire term of the Contract.

F. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M. Best's rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best's rating will be used to evaluate insurer acceptability.

G. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by Effingham County Board of Commissioners.

H. Deductible and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Vendor shall procure a bond guaranteeing payment of related suits, losses, claims and related investigation, claim administration and defense expenses.

2.14 ADDITIONAL COVERAGE FOR SPECIFIC PROCUREMENT PROJECTS;

A. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1,000,000 per claim/occurrence.

Coverage Requirement: If “claims made,” retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if “tail” coverage has been purchased and the duration of the coverage.

B. Builder’s Risk: (for Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-risk coverage equal 100% of contract value.

Coverage requirements: Occupancy clause – permits Effingham County Board of Commissioners to use the facility prior to issuance of Notice of Substantial Completion.

2.15 INDEMNIFICATION:

The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless Effingham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONTRACTOR or its subcontractors. The CONTRACTOR'S obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Effingham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONTRACTOR or his subcontractors or anyone directly or indirectly employed by any of them. The CONTRACTOR'S obligation to indemnify Effingham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONTRACTOR.

2.16 INTERPRETING SPECIFICATION:

The specifications or scope of services contained herein are intended to be descriptive rather than restrictive. The County is soliciting a proposal to provide a complete product or service package which meets all requirements. Changes in the scope of services, specifications, or terms and conditions of the RFP will be made in writing by the County prior to the proposal opening or due date. Results of informal meetings between a potential Vendor and a County official or employee may not be used as a basis for deviations from the requirements contained in this solicitation.

2.17 SIGNED RESPONSE CONSIDERED AN OFFER:

The signed Response shall be considered an offer on the part of the Vendor, which offer shall be deemed accepted upon approval by the Effingham County Board of Commissioners, or their designee. In case of a default on the part of the Vendor after such acceptance, Effingham County may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.18 PAYMENT TO CONSULTANTS:

A. Questions regarding payment may be directed to the Effingham County Finance Department, at (912)

754-8057.

B. Effingham County is a tax exempt entity. Every contractor, vendor, business or person under contract with Effingham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Effingham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.19 VENDOR DEFAULT:

In case of Vendor default, the County will provide a letter of official notice of non-performance. If the issue(s) are not remedied 30 days from receipt of said notice, the County reserves the right to procure services from other sources.

2.20 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS OR REQUIREMENTS:

It is the responsibility of the prospective Proposer to review the entire request for proposal (RFP) packet and to notify the Purchasing Department if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or bidding procedures must be received in the Purchasing Department not less than seventy-two (72) hours prior to the time set for proposal opening.

2.21 MERGERS:

If a selected firm is sold or merged with another investment organization, the County will consider the contract binding regardless of any name changes. If there is a conflict of interest, the County reserves the right to terminate said contract.

INTENTIONALLY LEFT BLANK

The undersigned Vendor certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this request for proposal package, and that any exception taken thereto may disqualify his/her proposal.

This is to certify that I, the undersigned Vendor, have read the instructions to Vendor and agree to be bound by the provisions of the same.

This _______day of_____________________________20 _________ .

BY: _________________________________________________

SIGNATURE

PRINTED NAME AND TITLE

COMPANY

ADDRESS

PHONE NO.

SECTION III

REQUEST FOR PROPOSAL

3.1 DESCRIPTION AND OBJECTIVES

The Effingham County Board of Commissioners is requesting and accepting proposals for the purchase and installation of a 9-1-1 Communications Logging Recorder that is compatible with the Motorola P25 radio system, paging system, and Zetron Call Max 911 trunks and ShoreTel administrative non-emergency telephone lines.

The Effingham County Board of Commissioners currently serves over 68,000 residents, with thousands of visitors to the area each year. The Effingham County 911 Communications Center, the primary PSAP, received over 59,000 9-1-1 calls and over 90,000 administrative/non-emergency calls last year.

Over 170,000 CAD call entries were generated based on various law, fire, and emergency medical services calls. There are three municipalities located within the mostly rural county. The Effingham

County 911 Communications Center provides emergency communications for the Effingham County

Sheriff’s Office, Effingham County Fire/Rescue, Effingham County Emergency Medical Services, Guyton Police Department, Rincon Police Department, Springfield Department, and other ancillary departments and/or agencies.

Scope of Work

Proposed System Information:

The system environment would be described as a single-story, brick and block constructed structure located at 181 Recycle Way, Guyton, Georgia 31312. The actual communications server room will be located within an interior room which has an open ceiling and a solid concrete floor with a conduit channel. There are two central air conditioning units dedicated to the server room which is located approximately 50-60 feet from the dispatch room but still within the structure.

The new recording system should have a minimum capacity of handling five (5) 9-1-1 trunk lines and seven (7) administrative/non-emergency lines. The new system should have the ability to be expanded in the future to add the recordings of additional 9-1-1 trunks and or administrative /non-emergency type lines and or radio channels and trunked radio talk groups.

The new recording system should have the capability (at a minimum) of recording fifty-five (55) different channels, which consists of Motorola P25 radio channels, 911 trunk lines and non-emergency administrative lines. The system should be capable channel expansion in the future.

The 9-1-1 Dispatch Center has five (5) permanent dispatch positions: four primary dispatch positions and one supervisor’s position. Access for recordings playback and records processing will be in the

Directors office, Deputy Director’s office and Records & Training Coordinators office: all located within the same building. Recorder access will also be needed for three (3) laptops.

The new system should possess the minimum capabilities of, but not be limited to the following:

Recording and or capturing radio (Motorola P25), telephony, screen/video, and text communications on a single platform.

Search and replay recorder calls by call metadata, including talk group, radio ID, alias, site, zone, system/network IDs, call type, date and time.

Reconstruct events and correlate recorded interaction data.

Manage users and recording configurations and monitor the system from a central web-based portal.

Archive recorded communications and associated data to a range of storage devices, including in or to the cloud.

Redundant data storage capability.

Off-site backup data storage capability.

Able to capture voice, and text across multiple channels, including PBX, VoIP, and radio systems.

The system should be NENA NG 9-1-1 i3 ready.

The system should have the ability to redact portions or sections of recordings.

Copying of recorded files and information needs to be user-friendly.

The system should be designed that no single point of failure would render the system useless or unusable.

Scope of Required Services:

The successful vendor will be responsible for the deployment and training of all hardware and software in this proposal. If at any point your software/service options do not align exactly with the specifications, please provide a written explanation as to the differences for each item.

Hardware & Software Maintenance:

1-year Onsite 24x7 Hardware maintenance

1-year software maintenance and support

Maintenance options shall be provided for years 2-10

All maintenance shall start once the equipment is installed, accepted by the Effingham County Board of

Commissioners, and is operational.

Training:

Comprehensive training shall be provided onsite for administrative staff

Qualifications and Experience

1. Must be a manufacturer, factory-authorized distributor or reseller of NENA Compliant 9-1-1

Communications Logging Recorder Systems and associated products being proposed.

2. Must have the capability to provide the services described within this RFP proven through manufacturer agreements, technical certifications, qualified engineering, installation and maintenance resource capacity and capability, past similar installations, and current customer references.

3. Must be capable of providing access to adequate spare parts, materials and testing equipment needed to maintain the system within the response time specified in this RFP.

4. Must have a successful history in providing the solution proposed, including services and support to similar governmental entities.

5. Must be able to show installed, working 9-1-1 Communications Logging Recorder Systems in the field of the same design to be proposed.

6. Must be licensed to do business in the State of Georgia.

3.2 ACCEPTANCE AND EVALUATION OF PROPOSALS:

The County shall evaluate all proposals submitted to the RFP. All technical requirements, unless otherwise specified, must be met by the Vendor or such proposal will be disqualified as being non-responsive. Proposals that are deemed to be incomplete as to substance and content may be returned without further consideration.

3.3 FEE PROPOSAL:

Provide a completed Fee Proposal (ATTACHMENT A).

3.4 PROPOSAL DEADLINE:

The response to the request for proposal must be received by the Effingham County Purchasing Office no later than 11.00am (Eastern Time) Thursday, October 7, 2021. Any proposal received after the time and date stipulated will be rejected and returned to the Vendor. The County may, for good and sufficient reason, extend the response deadline, in which case all potential Vendors will receive an addendum setting forth the new date.

3.5 WITHDRAWAL OF PROPOSAL:

Effingham County Board of Commissioners reserves the right to withdraw the RFP in whole or in part, at any time and for any reason. Submission of a proposal confers no rights upon the vendor nor obligates the Board of Commissioners in any manner. Effingham County Board of Commissioners reserves the right to award no agreement and to solicit additional offers at a later date.

Vendor proposal may be withdrawn by written REQUEST received by the County before the time fixed for receipt of proposals

3.6 CONFIDENTIALITY OF DOCUMENTS:

Upon receipt of a proposal by the County the proposal shall become the property of the County without compensation to the Vendor, for disposition or usage by the County at its discretion. Due to the fact that the proposals will be subject to review for accurate qualifications, only the respondent names who submit proposals to this RFP and the total bid price will be read aloud publicly. The details and particulars of the proposal documents will remain confidential until final award of the contract.

3.7 MINIMUM CRITERIA USED TO DETERMINE RESPONSIBILITY OF EACH PROPOSER:

The following criteria will be used, as a minimum, to determine the responsibility of each Proposer:

A. Does the Proposer demonstrate an understanding of the County's needs and proposed approach to the project, and possess the ability, capacity, skill, and financial resources to provide the service?

B. Can the Proposer take upon himself the responsibilities set forth in the RFP and the resultant contract and produce the required outcomes in a timely manner?

C. Has the Proposer performed satisfactorily in previous contracts of similar size and scope; or if the Proposer has not performed a contract of similar size and scope, has it, and/or it's team members otherwise demonstrated its capability to perform the contract that the County seeks to establish through this RFP?

D. Has the Proposer declared bankruptcy within the past 10 years?

3.8 QUALIFICATION EVALUATION CRITERIA

All submittals will be evaluated from the written responses to the requirements set forth in this request.

The evaluations will be based on the following criteria.

1. Relevant Experience with the design of similar projects 30 Points

2. Project Approach 20 Points

3. Project Team (including sub-consultants) 20 Points

4. Fee Proposal 30 Points

Evaluations will be made by a selection committee which could consist of project staff, elected officials and possibly other representatives designated by the owner. The selection committee will receive and review the proposals submitted in response to this request. Proposals will be evaluated against the above set of weighted criteria to determine those firms most qualified for this project.

3.9 FORMAT OF RESPONSES:

To be considered, Vendors must submit a complete response to the request for proposals. Proposals are to be submitted in 8½” x 11” size, typed or printed in ink and bound with a simple method of fastening.

Lengthy narratives are discouraged; presentations should be brief and concise and not include extraneous or unnecessarily elaborate promotional material. The proposal should not exceed 30 pages in length, excluding appendices (if any).

Each proposal must be submitted in one (1) original and one (1) copies bound to:

Effingham County Purchasing Department Alison Bruton, Purchasing Agent

601 N Laurel Street Springfield, GA. 31329

3.10 COST TO PREPARE RESPONSES:

The County assumes no responsibility or obligation to the Vendors and will make no payment for any costs associated with the preparation or submission of the proposal.

3.11 SELECTION:

The County will select a firm which provides the most favorable combination of experience, qualifications, management and proven ability to produce deliverables “on time and within budget”

SECTION IV

SPECIAL CONDITIONS

4.1 STATEMENT OF DISCLOSURE:

All Vendors must provide a statement of disclosure (ATTACHMENT D) which will allow the County to evaluate possible conflicts of interest.

Interests of Public Officials.

The vendor warrants for itself and any subcontractor that no elected or appointed official or employee of

Effingham County, Georgia, has any interest in their bid or the proceeds of any contract/agreement which may result thereof. In the event that an elected or appointed official or employee acquires any interest in any contract/agreement which may result from this bid, or the proceeds thereof, the vendor agrees to disclose such interest to the BOARD immediately by written notice. For breach or violation of this clause, the BOARD may annul any contract/agreement resulting from this bid without liability, terminate any contract/agreement resulting from this bid for default, or take other remedial measures. “Interest” as used herein means direct or indirect pecuniary or material benefit accruing to a county commissioner, official or employee as a result of a matter which is or which is expected to become the subject of an official action by or with the county, except for such actions which, by their terms and by the substance of their provisions, confer the opportunity and right to realize the accrual of similar benefits to all other persons and/or property similarly situated. The term “interest” shall not include any remote interest.

For purposes of this bid, a county commissioner, official or employee shall be deemed to have an interest in the affairs of: (1) his or her family; (2) any business entity in which the county commissioner, official or employee is a member, officer, director, employee, or prospective employee; and (3) any business entity as to which the stock, legal ownership, or beneficial ownership of a county commissioner, official or employee is in excess of five percent of the total stock or total legal and beneficial ownership, or which is controlled or owned directly or indirectly by the county commissioner, official or employee. Remote interest as used herein means the interest of (1) a volunteer director, officer, or employee of a nonprofit corporation; (2) a holder of less than 5 percent of the legal or beneficial ownership of the total shares of a business; (3) any person in a representative capacity, such as a receiver, trustee, or administrator. Family as used herein means the spouse, parents, children, and siblings, related by blood, marriage, or adoption, of a county official or employee.

4.2 CONTRACT:

Upon receipt of the fully executed contract, the contractor shall be bound to deliver the stated services according to the terms and conditions of the contract and any addendums thereto. The County shall also be bound on the said terms and conditions to procure the services described and remit payment to the contractor when said services are completed. The successful contractor shall not commence work under this Request for Proposal until a written contract is awarded. If the successful contractor does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

4.3 PERFORMANCE AND APPROVAL OF SUB-CONSULTANTS:

The Vendor will perform the work as an independent contractor and not as an agent or employee of the

County, and will secure written permission from Effingham County before subcontracting any part of this service. The County must approve all sub-consultants providing services.

4.4 CHANGES:

In the event a contract is awarded, the County may, with prior Board approval, make changes at any time during the contract period within the general scope of the contract and its technical provisions. If any such change causes any increase or decrease in the Vendor’s cost of performing any part of the contract, an equitable adjustment shall be made in the contract prices, or in the time of performance, or in both. A written memorandum of such adjustment shall be made prior to any changes in contract pricing schedules.

4.5 TERMINATION OF CONTRACT:

Effingham County shall have the right to terminate any contract. The Proposer shall be paid for services rendered and not in question or dispute through the effective date of such termination. Further, provided a contract is awarded, if a Proposer shall fail to fulfill any of its obligations hereunder, the County may, by giving written notice to the Proposer at issue, terminate the agreement with said Proposer for such default.

If this agreement is so terminated, the Proposer shall be paid only for work satisfactorily completed.

ATTACHMENT A

FEE PROPOSAL

All vendors are asked to provide a detailed quote with the needed hardware, software, training, warranty, etc. Please include any other information you feel is pertinent.

Proposing Company Contact Information:

Company Name:

Billing Address:

Telephone:

Service Address:

Representative Name:

Representative Contact Address:

E-Mail:

It is agreed by the undersigned offeror that the signature and submission of this proposal represents the vendor's acceptance of all terms, conditions and requirements of specifications and, if awarded, the proposal will become part of the contract agreement between the parties.

Signed: (sign manually, in ink)

(Signature of Authorized Representative of the Company)

Name Printed: Title: Date:

EXCEPTION SHEET

If Commodity(s) and/or Service proposed in quote is in ANYWAY different from that contained in this proposal, the Bidder is responsible for clearly identifying all such differences in the space below. Otherwise, it will be assumed that the Bidder’s offer is in total compliance with all aspects of the proposal.

Below are the only differences between my offer and the County’s proposal:

Signature Date

ATTACHMENT B

DRUG FREE WORKPLACE CERTIFICATION

The undersigned certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official Code to

Georgia Annotated, related to the Drug Free Workplace have been complied with.

1. A drug-free workplace will be provided for the employees during the performance of the contract;

and;

2. Each Subcontractor under the direction of the contractor shall secure the following written certification:

___________________________________ (Contractor) certifies to Effingham County that a drug-free workplace will be provided for the employees during the performance of this contract known as RFP No.

22-35-001 – 911 Communications Logger/Recorder pursuant to paragraph (7) of subsection (B) of Code

Section 50-24-3. Also, the undersigned further certifies that he/she 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.

CONTRACTOR DATE

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF_______________________, 20____

Notary Public

My Commission Expires:_____________________________, 20_____

ATTACHMENT C

PROMISE OF NON-DISCRIMATION STATEMENT

Know all men by these presence, that I (We), _________________, ____________,___________________, Name Title Name of Vendor

(herein after "Company"), in consideration of the privilege to Bid/Propose on the following Effingham

County Procurement titled RFP No. 22-35-001 – 911 Communications Logger/Recorder hereby consent, covenant, and agree as follows:

A. No person shall be excluded from participation in, denied the benefit of, or otherwise discriminated against on the basis of race, color, national origin or gender in connection with the Proposal submitted to Effingham County or the performance of the contract resulting there from.

B. That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract with or otherwise interested in the Company, including those companies owned and controlled by racial minorities and women.

C. That the promises of non-discrimination as made and set forth herein shall be continuing throughout the duration of this contract with Effingham County.

D. That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made part of and incorporated by reference in the contract which this Company may be awarded.

E. That the failure of this Company to satisfactorily discharge any of the promises of non-discrimination as made and set forth above may constitute a material breach of contract entitling the County to declare the contract in default and to exercise appropriate remedies including but not limited to termination of the contract.

SIGNATURE DATE:

ATTACHMENT D

DISCLOSURE OF RESPONSIBILITY STATEMENT (page 1)

Failure to complete and return this information will result in your bid/offer/proposal being disqualified from further competition as non-responsive.

1. List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract.

2. List any indictments or convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any other offenses indicating a lack of business integrity or business honesty which affects the responsibility of the contractor.

3. List any convictions or civil judgments under states or federal antitrust statutes.

4. List any violations of contract provisions such as knowingly failing (without good cause) failing to perform, or unsatisfactory performance, in accordance with the specifications of a contract.

5. List any prior suspensions or debarments by any governmental agency.

6. List any contracts not completed on time.

7. List any penalties imposed for time delays and/or quality of materials and workmanship.

8. List any documented violations of federal or any state labor laws, regulations, or standards, and any occupational safety and health rules.

9. List any potential conflicts of interest your firm may have in performing the requested services.

10. List any potential conflicts of interest that any members of your firm may have in performing the requested services.

NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001

DISCLOSURE OF RESPONSIBILITY STATEMENT (page 2)

I hereby certify that I am the __________________________ and duly authorized representative of

____________________ (Contractor) whose address is _______________________________ and I certify that I have read and understand the attached instructions and that to the best of my knowledge and belief the firm and its representatives:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by the Georgia Department of Transportation, any Federal

Department or Agency, Board of Education or local municipality.

(b) I acknowledge that this certification is provided pursuant to Executive Order 12549 and 49 CFR

Part 29 and that this firm agrees to abide by the rules and conditions set forth therein for any misrepresentation that would render this certification erroneous, including termination of this

Agreement and other remedies available to the Georgia Department of Transportation, Federal

Government, Board of Education or local municipality.

(c) I further acknowledge that this firm will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts and subcontracts. Where the Bidder or any lower tier participant is unable to certify to this statement, that participant shall attach an explanation to this document.

I, _________________________________ , as________________________________________

Name of individual Title & Authority of ______________________________________ , declare under oath that the above statements, Company Name including any supplemental responses attached hereto, are true.

Signature

DISCLOSURE OF RESPONSIBILITY STATEMENT (page 3)

State of: _____________________________________________

County of : _____________________________________________

_________DAY OF_______________________, 20____

by _________________________________________________ representing him/herself to be

_______________________________…