RFP Number:

26-016

RFP Title:

Traffic Video Wall Management System-(Neoti & VuWall) RFP Due Date and Time:

Local Time: January 16, 2026 2:00pm ET

Number of Pages: 34

ISSUING DEPARTMENT INFORMATION

Issue Date: December 17, 2025

City of Johns Creek

Purchasing Division

11360 Lakefield Drive

Johns Creek, Ga. 30097

Phone: 678-512-3233

Fax: 678-512-3286

Email: purchasing@johnscreekga.gov

Website: www.johnscreekga.gov

INSTRUCTIONS TO OFFERORS

Submitting Request for Proposal (RFP):

All bid submissions are only accepted electronically via BidNet.

All questions must be submitted via BidNet no later than 5:00 pm on January 8, 2026. Answers to questions

& Addendums will be posted on BidNet.

Mandatory Prebid meeting January 6, 2026, 1PM

City Hall, 11360 Lakefield Drive, Johns Creek, GA

30097.

Instructions for registering for BidNet can be found in special instructions:

Envelope #1 (1 PDF per below) Submission:

1 PDF: Required RFP forms (1 PDF). W9, E-verify, 50-36-1, submittal, cover page, drug free workplace etc...

1 PDF: Technical Proposal: Defined in Section 3.0

Qualifications-Experience, Approach-Plan, References, (proposal defines RFP)

No cost proposals shall be submitted in envelope #1.

Envelope #2 (1 PDF) Submission:

Cost Proposal-unit costs entered directly into BidNet.

And upload 1PDF hard copy into envelope #2.

Special Instructions:

Register for BidNet at:

https://www.johnscreekga.gov/Residents/Purchasing click: register and view quote/RFP opportunities

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name (Firm)/Address:

Authorized Offeror Signatory:

(Please sign in ink)

Offeror Phone Number: Offeror Print Name:

Offeror Federal I.D. Number:

Everify Number:

Offeror E-mail:

mailto:purchasing@johnscreekga.gov http://www.sandyspringsga.org/ https://www.johnscreekga.gov/Residents/Purchasing

OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Johns Creek

1. _______ Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement officer's name, address, phone numbers and e-mail address.

This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid, proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the

City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in

BidNet by the due date listed in the Schedule of Events and view the answers given in the formal

“addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The

Proposals is evaluated based solely on the information and materials provided in your response.

7. _______ Use the forms provided, i.e., required documents, RFP cover page, submittal page, E-verify, 50-36-1 form, W9, Drug Free Workplace, COI example, etc.

8. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the City has issued. Submission of Bid acknowledges receipt of addendums.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______ Submit your response on time. Note all the dates and times listed in the Schedule of

Events and within the document and be sure to submit all required items on time. Late proposals responses are never accepted. Don’t wait until the last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should not be submitted with Offeror’s Response

CITY OF JOHNS CREEK

RFP 26-016

REQUEST FOR PROPOSALS LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the attached

Request for Proposals (RFP) for which prices have been set. If price or prices are required and offered herein shall apply for the period of time stated in the RFP.

It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Johns Creek, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Johns

Creek.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Johns Creek reserves the right to reject any or all submittals, waive technicalities and informalities, and to make an award in the best interest of the City.

It is understood and agreed that this proposal shall be valid and held open for a period of Seventy-Five

(75) days from Request for Proposals opening date.

PROPOSAL SIGNATURE AND CERTIFICATION

(Offeror to sign and return with Request for Proposals)

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards. I agree to abide by all conditions of the Request for Proposals and certify that I am authorized to sign this proposal for the Offeror. I further certify that the provisions of the Official Code of Georgia

Annotated, Sections 45-10-20 et. seq., have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name____________________________________________________________

Print/Type Company Name Here_______________________________________________

TABLE OF CONTENTS

REQUEST FOR PROPOSALS ......................................... ERROR! BOOKMARK NOT DEFINED.

ISSUING DEPARTMENT INFORMATION

INSTRUCTIONS TO OFFERORS

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

OFFEROR’S RFP CHECKLIST

REQUEST FOR PROPOSALS LETTER

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 PURPOSE OF PROCUREMENT

1.2 ELIGIBILITY/QUALIFICATIONS

1.2.1 PROPOSAL CERTIFICATION

1.2.2 OFFERORS CONFERENCE

1.3 SCHEDULE OF EVENTS

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

1.5 DEFINITION OF TERMS

1.6 DESCRIPTION OF REQUIREMENTS

1.6.1 RESULTING CONTRACT

1.6.2 MANDATORY REQUIREMENTS

1.6.3 UNDERSTANDING OF SPECIFICATIONS AND REQUIREMENTS

1.6.5 OFFEROR’S SIGNATURE

1.7 SUBMITTING A PROPOSAL

1.7.1 ORGANIZATION OF PROPOSALS

1.7.2 FAILURE TO COMPLY WITH INSTRUCTION

1.7.3 COPIES REQUIRED AND DEADLINE FOR RECEIPT OF PROPOSALS

1.7.5 LATE PROPOSALS

1.8 REQUIRED REVIEW

1.8.1 REVIEW RFP

1.8.2 FORM OF QUESTIONS

1.8.3 CITY’S ANSWERS

1.8.4 STANDARD TERMS AND CONDITIONS/STANDARD CONTRACT

1.8.5 PROJECT OVERSIGHT AND STAFFING

2.0 RFP STANDARD INFORMATION

2.1 AUTHORITY

2.2 OFFEROR COMPETITION

2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

2.3.1 PUBLIC INFORMATION

2.3.2 PROCUREMENT OFFICER REVIEW OF PROPOSALS

2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS

2.4.1 INITIAL CLASSIFICATION OF PROPOSAL AS RESPONSIVE OR NON-RESPONSIVE

2.4.2 DETERMINATION OF RESPONSIBILITY

2.4.3 EVALUATION OF PROPOSALS

2.4.4 COMPLETENESS OF PROPOSALS

2.4.5 EVALUATION COMMITTEE RECOMMENDATION

2.5 CITY’S RIGHTS RESERVED

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

3.1 BACKGROUND INFORMATION

3.2 OBJECTIVE

3.4 SCOPE OF SERVICES

A. DESIGN AND PRE-CONSTRUCTION PHASE ERROR! BOOKMARK NOT DEFINED.

B. CONSTRUCTION PHASE .................................... ERROR! BOOKMARK NOT DEFINED.

C. WARRANTY PHASE ............................................ ERROR! BOOKMARK NOT DEFINED.

3.5 OFFEROR QUALIFICATIONS AND EXPERIENCE

3.6 PROJECT PLAN

3.7 SIMILAR PROJECTS AND REFERENCES

3.8 COST PROPOSAL

3.9 BID EVALUATION

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 PROCESS FOR SUBMITTING PROPOSALS

4.1.1 PREPARATION OF PROPOSALS

4.1.2 PACKAGING OF PROPOSALS

4.1.3 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCESS

4.2.1 ADMINISTRATIVE REVIEW

4.2.2 MANDATORY REQUIREMENTS REVIEW

4.2.3 TECHNICAL PROPOSALS EVALUATION

4.2.4 INTERVIEWS

4.3 REJECTION OF PROPOSALS/CANCELLATION OF RFP

4.4 CITY’S RIGHT TO INVESTIGATE AND REJECT

4.4.1 OFFEROR INFORMATIONAL REQUIREMENTS

5.0 TERMS AND CONDITIONS

5.1 RFP AMENDMENTS

5.2 PROPOSAL WITHDRAWAL

5.3 COST FOR PREPARING PROPOSALS

5.4 CONTRACT

5.4.1 CONTRACT TERM

5.5 CONFLICT OF INTEREST

5.6 MINORITY BUSINESS POLICY

5.7 ADA GUIDELINES

5.8 COMPLIANCE WITH LAWS

5.9 GOVERNING TERMS

5.10 INDEMNIFICATION

5.11 CORRECTIONS/CREDITS

5.12 INSURANCE

5.13 CANCELLATION

5.14 INDEPENDENT CONTRACTOR

5.15 NO ASSIGNMENT

5.16 AUDIT

5.17 ATTORNEY’S FEES

5.18 MISCELLANEOUS

APPENDIX A PROJECT REFERENCE FORM ..................................................................... 24-26

APPENDIX B – COST PROPOSAL INSTRUCTIONS

APPENDIX C- REQUIRED FORMS ......................................................................................... 27-34

1.0 INTRODUCTION

1.1 Purpose of Procurement

The purpose of this Request for Proposals (RFP) is for the City of Johns Creek, Georgia (“City”) to solicit proposals from qualified contractors with demonstrated experience in the installation and integration of VuWall and Neoti systems. The selected contractor will provide the replacement and turnkey installation of a new Video Wall System for the City’s Traffic Control Center. The

City has selected a Neoti Direct View LED video wall with a 1.2 mm pixel pitch, fully integrated with a VuWall video wall control platform. The scope of this procurement includes all labor, equipment, materials, configuration, testing, and commissioning necessary to deliver a fully operational and integrated video wall solution.

1.2 Eligibility/Qualifications

To be eligible for award of a contract in response to this solicitation the Offeror should demonstrate that they, or the principals assigned to the contract, have successfully completed services, as specified in the Technical Specifications/Scope of Services section of this solicitation, and are normally and routinely engaged in performing such services. In addition, the Contractor must have no conflict of interest with regard to any other work performed by the Contractor for the City of

Johns Creek.

Offeror shall provide the City with credentials supporting their past experience, expertise, including organization, and labor/manpower, to ensure satisfactory execution of the services contained in the RFP. Offeror should provide a list of references with particular emphasis on other governmental agencies and include clients and past clients within the Atlanta Metropolitan area, and the number of years in business providing these services.

1.2.1 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), the City of Johns

Creek certifies the use of competitive sealed bidding will not be practical or advantageous to the

City in completing the acquisition described in this RFP. All Proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.2.2 Offerors Conference

A (Mandatory) Prebid meeting will take place at City Hall, located at 11360 Lakefield Drive, Johns

Creek, GA 30097 on January 6, 2026, 1:00 PM (meet 1st floor by receptionist desk). Offerors are to submit questions electronically on BidNet before the question-and-answer deadline of January

8, 2026, 5:00 pm.

1.3 Schedule of Events

REQUEST FOR PROPOSALS SCHEDULE

Release of Bid 12/17/2025

PreBid Meeting (Mandatory) @ City Hall 01/06/2026 1:00 PM

Deadline for Questions (Via BidNet) 01/08/2026 5:00 PM ET

Bid Due Date 01/16/2026 2:00 PM ET

Anticipated Work Session 2/9/26

Anticipated Council Meeting TBD

Anticipated Notice to Proceed End of Feb / Beginning of March

Project Substantial Completion Date 120 calendar days from NTP issuance

1.4 Restrictions on Communications with Staff

All questions about this RFP must be submitted online through BidNet in the following format:

1. Question

Citation of relevant section of the RFP

2. Question

Citation of relevant section of the RFP

Questions must be submitted online only through the electronic bidding platform. Go to the city website purchasing page https://johnscreekga.gov/departments/finance/bids-rfps/ and follow the links to the Georgia Purchasing Group by BidNet. Questions must include the company name and the referenced RFP section.

Additional assistance is available by emailing the City of Johns Creek Purchasing Division at:

purchasing@johnscreekga.gov .

From the issue date of this RFP until a Offeror(s) is selected and the selection is announced, offerors are not allowed to communicate for any reason with any City staff, elected officials, or other contractors or sub-contractors except through the Issuing Officer named herein, or during the Offeror's conference, or as provided by existing work agreement(s). The City reserves the right to reject the Proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted electronically online via BidNet. No questions other than online will be accepted. No response other than online will be binding upon the City.

1.5 Definition of Terms

OCGA - Official Code of Georgia Annotated (State Statute)

Offeror - Respondent to this Request for Proposals

Contractor – Offeror(s) awarded contract with City

RFP - Request for Proposals

1.6 Description of Requirements

The City of Johns Creek has established certain requirements with respect to Request for Proposals to be submitted by offerors.

Whenever the terms "shall", "must", "will", or "is required" are used in the RFP, the specification being referred to is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will cause rejection of Offeror’s proposal. Whenever the terms "can", "may", or https://johnscreekga.gov/departments/finance/bids-rfps/ mailto:purchasing@johnscreekga.gov

"should" are used in the RFP, the specification being referred to is a desirable and failure to provide any items so termed may not be cause for rejection, however, may cause a reduction in score awarded.

1.6.1 Resulting Contract

This RFP and any addenda, the Offerors RFP response, including any amendments, a best and final offer, and any clarification question responses shall be included in any resulting contract. The

City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the highest scoring Offeror. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

1.6.2 Mandatory Requirements

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements.

The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.6.3 Understanding of Specifications and Requirements

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6.4 Prime Contractor/Subcontractors

Offeror(s) proposals selected as most advantageous to the City based on evaluation factors set forth in the RFP shall be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The

City reserves the right to approve all subcontractors. The Contractor shall be responsible to the

City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

1.6.5 Offeror’s Signature

The Proposal must be signed in ink by an individual authorized to legally bind the business submitting the Proposal. The Offeror’s signature on a Proposal in response to this RFP guarantees that the offer has been established without collusion and without effort to preclude the City of

Johns Creek from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

1.7 Submitting a Proposal

1.7.1 Organization of Proposals

Offerors must organize their Proposals into sections that follow the format of this RFP, separating each section example: 3.5 Supplier Qualifications / Experience. A point-by-point response to all numbered sections, subsections, and appendices is required.

1.7.2 Failure to Comply with Instruction

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any Proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

1.7.3 Copies Required and Deadline for Receipt of Proposals

Offerors must submit proposal online through BidNet. Proposals, all required documents, and any additional bid documents must be uploaded into PDF’s in BidNet. Request for Proposal must be received electronically through BidNet prior to 2:00 pm, January 16, 2026. Offeror’s should not wait till the last minute to submit their firm’s proposals. All submissions are locked and are not released to City staff by BidNet until the close of bids.

1.7.5 Late Proposals

Regardless of cause, late Proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to ensure delivery at the receptionist's desk at the designated office by the designated time. Late Proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or destroyed if requested.

1.8 Required Review

1.8.1 Review RFP

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the

City’s identified procurement officer in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

1.8.2 Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must address these questions online only via BidNet on or before 5:00pm January 8, 2026. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

1.8.3 City’s Answers.

The City will provide an official written answer within three (3) business days to all questions received by January 8, 2026, 5:00pm. The City's response will be by formal addendum published online via BidNet. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be published on BidNet. Offerors acknowledge receipt of addendums electronically in BidNet at time of their proposal submissions.

In addition, firms should include initialed copies of addendums with their Proposal.

1.8.4 Standard Terms and Conditions/Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the standard terms and conditions and standard contract as set out in Section 5.0 of this RFP. Much of the language included in the standard terms and conditions and standard contract reflects requirements of state law. Requests for exceptions to the standard terms and conditions, standard contract terms, or any added provisions must be submitted to the City’s identified procurement officer by the date for receipt of questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the

Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal addendum issued for this RFP and will apply to all offerors submitting a response to this

RFP.

1.8.5 Project Oversight and Staffing

The successful Offeror will report to the City’s Project Manager, TBD. No communication shall be made with City’s staff and elected officials until the award of this solicitation is final.

2.0 RFP STANDARD INFORMATION

2.1 Authority

This RFP is issued under the authority of the Purchasing Division of the City of Johns Creek. The

RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.2 Offeror Competition

The City encourages free and open competition among offerors. Whenever possible, the City will design specifications, Request for Proposals, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.3 Receipt of Proposals and Public Inspection

2.3.1 Public Information

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of Proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated and documented; (2) matters involving individual safety as determined by the City of Johns Creek (3) any company financial information requested by the City of Johns Creek to determine Offeror(s) responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

2.3.2 Procurement Officer Review of Proposals.

Upon opening the Proposals received in response to this RFP, the procurement officer in charge of the solicitation will review the Proposals and separate out any information that meets the referenced exceptions in Section 2.3.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the Proposal.

• The Proposal does not contain confidential material in the cost or price section.

• An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Proposal containing trade secrets.

Information separated out under this process will be available for review only by the procurement officer, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.4 Classification and Evaluation of Proposals

2.4.1 Initial Classification of Proposal as Responsive or Non-responsive

All Proposals will initially be classified as either “responsive” or “non-responsive”. Proposals may be found non-responsive any time during the evaluation process or contract negotiation if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the Proposal is not within the plans and specifications described and required in the RFP. If a Proposal is found to be non-responsive, it will not be considered further.

2.4.2 Determination of Responsibility

The procurement officer will determine whether an Offeror has met the standards of responsibility.

Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of non-responsibility. If an

Offeror is found non-responsible, the determination must be in writing, made a part of the procurement file and mailed to the affected Offeror.

2.4.3 Evaluation of Proposals

All responsive Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified

2.4.4 Completeness of Proposals

Selection and award will be based on the Offeror’s Proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by offerors outside the formal response or subsequent discussion/negotiation or “best and final offer,” if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

2.4.5 Evaluation Committee Recommendation

The Evaluation Committee will provide a written recommendation for contract award to the

Procurement Officer that contains the scores, justification and rationale for its decision. The

Procurement Officer will review the recommendation to ensure its compliance with the RFP process and criteria before concurring with the Evaluation Committee’s recommendation.

2.5 City’s Rights Reserved

Issuance of the RFP in no way constitutes a commitment by the City of Johns Creek to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

• Cancel or terminate this RFP;

• Reject any or all Proposals received in response to this RFP;

• Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any Proposals;

• Not award if it is in the best interest of the City not to proceed with contract execution; or

• If awarded, terminate any contract if the City determines adequate City funds are not available.

3.0 RFP MANDATORY OFFEROR REQUIREMENTS

This section identifies all mandatory requirements which must be present in the Proposal before further consideration will be given. Offeror must prepare and submit a response which references the page(s) of the Technical Response where satisfaction of the Mandatory Requirements is substantiated.

3.1 Background Information

The City of Johns Creek is located in the northeast corner of Fulton County; bounded on the south by the Chattahoochee River, on the east by Gwinnett County and the Chattahoochee, on the north by Forsyth County and on the west by the cities of Alpharetta and Roswell. Johns Creek has an approximate population of 82,000. Of note, Johns Creek is not a traditional City in that it was incorporated on December 1, 2006 following a citizen-driven referendum focused on improving service delivery and enhancing local control.

The current City of Johns Creek video wall consists of eighteen (18) 55-inch LCD monitors and operates on an outdated platform. The system is more than a decade old and is exhibiting clear signs of aging hardware. As a result, the video wall experiences increasing reliability issues, including system instability and recurring crashes, which negatively impact performance and operational continuity.

3.2 Objective

The City of Johns Creek, Georgia (“City”) is issuing this Request for Proposals (RFP) to solicit proposals from qualified and manufacturer-recommended contractors for the replacement and turnkey installation of a Video Wall System within the City’s Traffic Control Center, located on the 3rd Floor of Johns Creek City Hall.

The City has selected a Neoti Direct View LED video wall (1.2 mm pixel pitch) integrated with a VuWall video wall control platform. Proposals shall be submitted by firms with demonstrated experience in the design, installation, integration, and commissioning of these systems.

3.4 SCOPE OF SERVICES

The City is seeking a complete replacement of the existing Video Wall System, including removal and disposal of the current system and installation of a new Neoti Direct View LED video wall integrated with a VuWall control platform. The awarded contractor shall deliver a fully functional, commissioned, and supported system.

The contractor shall be responsible for all aspects of the project, including but not limited to:

• Final system design and engineering

• Procurement of all equipment, materials, hardware, cabling, mounts, and accessories

• Removal and disposal of the existing video wall system

• Installation, configuration, and integration of all system components

• Software installation, licensing, and configuration

• Testing, commissioning, and system optimization

• Training of City personnel

• Delivery of final documentation and as-built drawings

All work shall comply with applicable federal, state, and local codes, ordinances, and industry best practices.

Reference Documents

The following documents are included with this RFP and shall be used for design, configuration, and pricing:

• Exhibit B – Overall Project Bill of Quantities

• Neoti Quote Reference Document

• Exhibit C – Neoti Bill of Quantities

• Neoti Installation Drawings

• VuWall Reference Documents

• VuWall Bid Specifications

• Exhibit D – VuWall Bill of Quantities

• VuWall System Drawings

All proposed components and services must be fully compatible with these documents.

Project Schedule

The contractor shall complete the entire project within one hundred twenty (120) calendar days from the City’s issuance of the Notice to Proceed (NTP).

Removal and Disposal of Existing Equipment

The contractor shall remove and properly dispose of all existing video wall equipment, cabling, mounts, hardware, and debris in compliance with all environmental and waste disposal regulations.

Minimization of Operational Downtime

The Traffic Control Center is a mission-critical facility. The contractor shall minimize downtime and submit a detailed cutover plan for City approval. The contractor shall support continued City operations during the contract period.

Server Room Integration

Video wall servers and backend hardware shall be installed in the designated 2nd Floor server room. The contractor shall provide all cabling, terminations, pathways, labeling, and documentation required to connect the server room to the video wall on the 3rd Floor.

Connectivity Requirements

• CAT6A cabling shall be used between floors

• Fiber-optic cabling shall be used within the server room

Drywall and Site Conditions

The contractor shall accommodate existing drywall curvature and include all mounting adjustments necessary to ensure proper alignment and finish.

Fire-Rated Wall Compliance

All penetrations of the fire-rated demising wall shall be restored using approved fire-rated materials in compliance with building and fire codes.

Mandatory Pre-Bid Meeting

Attendance at the mandatory pre-bid meeting is required. Bids from firms that do not attend will not be accepted.

Warranty Requirements

• Minimum one (1) year warranty on workmanship, installation, integration, and configuration

• Manufacturer warranties for all equipment and software shall be transferred to the City

• All warranty repairs shall be performed at no cost to the City

• Warranty documentation shall be provided at final acceptance

Support and Maintenance

• Support availability during normal business hours

• Response within 4 business hours for critical failures

• Remote and on-site support as required

Optional Maintenance Services

Proposers shall submit optional pricing for one-, three-, and five-year maintenance agreements, including preventive maintenance and service levels. (include in Technical proposal as an appendix)

Acceptance Testing and Final Acceptance

Final payment shall be contingent upon:

• Successful system testing

• Completion of training

• Delivery of documentation

• Written final acceptance by the City

Bonding Requirements

Bid Bond

Each proposal shall be accompanied by a Bid Bond in an amount equal to five percent (5%) of the total proposal price.

Payment and Performance Bonds

The successful proposer shall furnish:

• Performance Bond equal to 100% of the contract amount

• Payment Bond equal to 100% of the contract amount

Bonds shall be issued by a surety authorized to do business in the State of Georgia and shall be submitted within ten (10) calendar days of Notice of Award.

Evaluation and Award

• Proposals will be evaluated based on:

• Experience and qualifications

• Project Plan / approach and schedule

• Cost and value to the City

• References

The City reserves the right to reject any or all proposals.

3.5 Offeror Qualifications and Experience -50 Points Max

The Offeror(s) awarded this contract must have and submit a copy with your proposal a valid

Georgia licenses to perform the Scope of Work. The Offeror will demonstrate qualifications and experience installing, integrating, and commissioning Neoti Direct View LED Video Walls and

VuWall control systems. Offeror shall include manufacture certifications, staff assigned to the project qualifications, and experience with similar municipal or mission-critical facilities. Offeror shall provide similar projects details including specifics including; date, dollar amount, and customer name.

3.6 Project Plan – 20 Points Max

Successful proposals will include sufficient detail to explain how the scope of work will be accomplished and for the City to determine the effectiveness of how the work is proposed to be performed. The project plan should describe the Offeror’s approach to successful implementation to address the proposed scope of work. At a minimum, the project plan should include:

• A detailed outline of the proposed methodology to complete and manage the project scope, a brief description of the key tasks / key milestones, and key deliverables firm will deliver.

Provide a sample timeline for the project. Include cutover plan that minimizes operational downtown.

• Discuss any assumptions relating to the responsibilities and/or commitments the Offeror is expecting of the City throughout the life of the project.

• Describe project team responsibilities, including Key Personnel, and how subcontractors will be managed.

3.7 References and Past Performance – 10 Points Max

Successful proposals will have experience completing similar projects which should be demonstrated by providing at least three (3) examples of similar projects. For each project, include a reference and contact information (name, phone, and email), description of the project, budget information, and roles of Key Personnel, if applicable. Additional references may be requested at time of shortlist (if necessary) or prior to an Intent to Award.

Similar projects should meet the owner’s budget, schedule, and quality expectations and overall owner satisfaction with the services provided. Examples of similar prior projects include:

3.8 Cost Proposal – 20 Points Max

Successful proposals shall provide both lump sum cost for the Neoti System and VuWall and line item cost. After evaluation and scoring of the technical criteria, the cost proposal of each Offeror will be compared against the other qualified Offeror proposals. The City will evaluate the basic cost proposals for determining the greatest value to the City for this project.

3.9 Additional Evaluation

The following criteria are also considered during the selection process:

1. Compliance with bid documents

2. Completeness of bid response

3. Contractor Qualifications-Experience

4. Contractors Project Approach-Plan

5. Contractors References

4.0 PROPOSAL SUBMISSION AND EVALUATION

4.1 Process for Submitting Proposals

4.1.1 Preparation of Proposals

Proposal Format

Each Proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the Technical Proposal, the Offeror should reference these materials in the Technical Proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. To aid in thorough and consistent review, the technical proposal shall be submitted on no more than fifteen (15), one sided 8 ½” x 11” pages in no smaller than 10 point font and shall be organized to correspond to the sections outlined in 3.5-3.9 above. All pages shall be numbered. Standard purchasing forms required by the City (such as Immigration and Security

Form and Affidavit Verifying Lawful Presence etc.), copy of Georgia Contractor’s license shall not count towards the page limit. Please upload technical proposals in Envelope One in One (1) combined PDF.

4.1.2 Packaging of Proposals

Offerors must submit proposals online through BidNet. Technical proposals, all required documents, and other bid documents must be uploaded in designated envelopes in BidNet.

Envelope One (1) Proposal: 1-PDF shall be uploaded for the required documents/forms, and the

Technical Proposal that defines the RFP. Envelope Two (2) Cost Proposal: Offeror’s will enter their Lump Sum and Unit Costs directly into BidNet Envelope #2. 1 PDF hard copy will be uploaded to envelope 2.

Request for Proposal must be received electronically through BidNet prior to 2:00 pm, Friday, January 16, 2026, Eastern Time.

The contents of Envelope will include:

Envelope #1

#1. 1 PDF Required Forms:

• Required Documents. (RFP cover page, Submittal form, W9, E-verify, 50-36-1 form, checklist, COI, drug-free workplace, etc.) Valid State of GA. General Contractors License.

Technical Proposal -Answers to mandatory section 3.0

• Offeror’s Qualifications & Experience

• Project Approach-Plan

• Similar Projects and References (minimum 3)

• Any additional information that Offeror deems appropriate.

Envelope #2

#2. Enter lump sum and unit prices directly into BidNet.

• Upload one hard copy. Can use cost proposal forms or on company letterhead quote detailing lumpsum and unit prices.

4.1.3 Submission of Proposals

Any Proposal received after the due date and time will not be accepted by BidNet.

4.2 Evaluation Process

All responsive Proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors. These scores will be used to determine the most advantageous offering to the City. Only those that meet the evaluation criteria will be considered as pre-qualified.

4.2.1 Administrative Review

The Proposals will be reviewed by the Issuing Officer for the following administrative requirements:

1. Submitted by deadline.

2. Sealed Technical Submission of Proposals.

3. All required documents have been submitted.

4. All documents requiring an original signature have been signed and are included.

4.2.2 Mandatory Requirements Review

Proposals which pass the administrative review will then be reviewed by the Technical Evaluation

Committee to ensure all requirements identified in Section 3.0 are addressed satisfactorily.

4.2.3 Technical Proposals Evaluation

In this phase, the Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFP. The RFP carries a total weight of

100 points. Technical submittals will be evaluated and scored in categories. Each category is assigned a maximum point value. Technical proposals that scored above the mean score for all proposals, will be ranked for further evaluation.

The following items are evaluation criteria for all qualifying submittals and will be rated on a point basis by the Evaluation Committee. Offerors must provide all information as required in Section

3.0.

• Qualifications and Experience (50)

• Project Plan (20)

• References (10)

• Cost Proposal (20)

TOTAL (100)

4.2.4 Interviews

The City reserves the right to invite Offerors to participate in a virtual or in person interview for further clarity and insight to their firms Technical Proposal.

4.3 Rejection of Proposals/Cancellation of RFP

The City reserves the right to reject any or all Proposals, to waive any irregularity or informality in a Proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the City. It is also within the right of the City to reject Proposals that do not contain all elements and information requested in this document. The City reserves the right to cancel this RFP at any time. The City will not be liable for any cost/losses incurred by the

Offerors throughout this process.

4.4 City’s Right to Investigate and Reject

The City may make such investigations as deemed necessary to determine the ability of the Offeror to provide the supplies and/or perform the services specified.

4.4.1 Offeror Informational Requirements

In determining the capabilities of an Offeror to perform the services specified herein, the following informational requirements must be met by the Offeror. (Note: Each item must be thoroughly addressed. Offerors taking exception to any requirements listed in this section may be found non-responsive or be subject to point deductions.)

5.0 TERMS AND CONDITIONS

5.1 RFP Amendments

The City reserves the right to amend this RFP prior to the Request for Proposals due date. All amendments and additional information will be posted to BidNet https://www.bidnetdirect.com/georgia/cityofjohnscreek and the DOAS/Georgia Procurement

Registry, located at: http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp . Offerors are encouraged to check these website frequently for addendums.

5.2 Proposal Withdrawal

A submitted Proposal may be withdrawn prior to the due date by a written request to the Issuing

Officer. A request to withdraw a Proposal must be signed by an authorized individual.

5.3 Cost for Preparing Proposals

The cost for developing the Request for Proposals is the sole responsibility of the Offeror. The

City will not provide reimbursement for such costs.

5.4 Contract

Prior to award, the apparent winning Offeror(s) will be required to enter into discussions with the

City to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification. Failure to resolve https://www.bidnetdirect.com/georgia/cityofjohnscreek http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp contractual differences will lead to rejection of the Offeror's proposal.

The City reserves the right to modify the Contract to be consistent with the successful offer and to negotiate with the successful Offeror other modifications, provided that no such modifications affect the evaluation criteria set forth herein, or give the successful Offeror a competitive advantage.

5.4.1 Contract Term

The term of this contract shall be from commencement of services and until all services are rendered and all invoices postmarked by the City during said term shall be filled at the contract price.

The offeror is expected to meet the following milestones in their proposal. Missing any of the below milestones will result in Liquidated Damages:

I. Substantial Completion. Within 120 days from NTP, the project is usable and the owner agrees that substantial completion has been reached. All punch list items shall be completed and the city receives the project from the Offeror.

5.5 Conflict of Interest

If an Offeror has any existing client relationship that involves the City of Johns Creek, the Offeror must disclose each relationship.

5.6 Minority Business Policy

It is the policy of the City of Johns Creek that minority business enterprises shall have a fair and equal opportunity to participate in the City purchasing process. Therefore, the City of Johns Creek encourages all minority business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, the City encourages all companies to sub-contract portions of any

City contract to minority business enterprises.

The City of Johns Creek, in accordance with Title VI of the Civil Rights Act of 1964 and 78

State 252, 42 USC 2000d-42 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

5.7 ADA Guidelines

The City of Johns Creek adheres to the guidelines set forth in the Americans with Disabilities Act.

Offerors should contact the Issuing Officer at least one day in advance if they require special arrangements when attending the Offeror's Conference. The Georgia Relay Center at 1-800-255-

0056 (TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and hearing impaired.

5.8 Compliance with Laws

The Offeror/Contractor will comply with all City, State of Georgia, and Federal laws, rules, and regulations.

5.9 Governing Terms

This RFP expressly limits acceptance to the terms stated below. Any additional or different terms proposed by Offeror and expressed in any form (acknowledgements, confirmations, invoices, catalogs, brochures, technical data sheets, etc.), whether before or after Offeror’s receipt of this contract, shall not be binding upon City. City’s silence or acceptance of the Materials shall not constitute consent to such additional or different terms.

5.10 Indemnification

Offeror shall be responsible for and shall indemnify and hold City harmless from any and all claims, demands, costs, damages and expenses of whatever nature (including, without limitation, attorney’s fees) relating to or arising from (a) Offeror’s breach of any of the representations and warranties contained herein; (b) Offeror’s failure to follow City’s specifications; (c) Offeror’s other breach of the terms hereof; or (d) any other act(s) or omissions(s) of Offeror, its employees, independent contractors,, agents, and suppliers.

5.11 Corrections/Credits

At City’s option, Contractor shall either issue an appropriate credit or undertake, at Contractor’s sole cost, corrections to materials made necessary by reason of Contractor’s failure to follow City’s specifications or Contractor’s other breach of the terms hereof. The remedies afforded City in this paragraph are in addition to, not in lieu of, any other remedy herein or provided by law or equity.

5.12 Insurance

Contractor shall maintain the following insurance (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000.00 per person and $2,000,000.00 per occurrence, and property damage with limits of no less than $1,000,000.00 per occurrence; and (b) statutory worker’s compensation insurance, including employer’s liability insurance with limits of no less than $500,000. In addition to above general coverages, contractor shall maintain Professional Liability Insurance with limits of $2,000,000 per occurrence and in aggregate. All insurance shall be provided by an insurer(s) acceptable to City and shall provide for thirty (30) days prior notice of cancellation to City. Upon request, Contractor shall deliver to City a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph.

Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage. The certificate holder is to be issued to:

City of Johns Creek

11360 Lakefield Drive

Johns Creek, GA. 30097

Additional Insurer box must be checked off on the Certificate of Insurance.

5.13 Cancellation

City may cancel this agreement at any time prior to City’s acceptance of the Materials, upon giving written notice of cancellation to Offeror/contractor.