Superior Court Audio Visual RFP.pdf

BRYAN COUNTY, GA

REQUEST FOR PROPOSALS

BRYAN COUNTY INFORMATION TECHNOLOGY

FOR

SUPERIOR COURT A/V SETUP

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

THURSDAY, JUNE 20, 2024 AT 2:00 PM, EST

BRYAN COUNTY BOARD OF COMMISSIONERS

Attn: Special Projects Manager 51 N. Courthouse Street Pembroke, GA 31321

Superior Court A/V Setup, Pembroke, GA

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR

BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY

THE RESPONSIBILITY OF THE OFFEROR.

Bryan County is soliciting proposals for the procurement and installation of audio and visual equipment for the Bryan County Superior Court (Courtroom on the second floor of the Courthouse in Pembroke, GA). The selected vendor will be responsible for providing all necessary equipment, installation, and training services to ensure a fully operational AV system that meets the specified requirements.

SCOPE OF SERVICES

The selected vendor will be responsible for the following:

1. Equipment Procurement:

• Professional Digital PA Mixer

• Rackmount Amplifiers

• Gooseneck Microphones

• Boundary and Wireless Microphones

• Ceiling and Active Speakers

• Assisted Listening Systems

• Digital Document Cameras

• HDMI IP Video Encoders

• Annotation Presentation Systems

• Commercial Displays and Touch Monitors

• Network Switches and Cabling

2. Installation Services:

• Setup and configuration of all audio and visual equipment.

• Integration with existing courtroom infrastructure.

• Installation of control systems and user interfaces.

• Testing and calibration of the AV system.

3. Training and Support:

• On-site training for court staff on the use of the new AV system.

• Documentation and user manuals.

• Ongoing technical support and maintenance services.

Submission Requirements:

Interested vendors should submit the following information:

1. Company Profile:

• Experience providing similar services to other courts or government agencies.

• Qualifications and credentials of the team members who will be involved in the project.

2. Project Approach:

• Detailed description of the proposed solution, including equipment specifications and installation plan.

• Timeline for completing the project.

3. Cost Proposal:

• Itemized breakdown of all costs associated with the project, including equipment, installation, training, and support.

4. Assurance of Integration Statement:

• Offeror is to clearly identify that the proposed equipment and software will work with existing courtroom equipment as well as integrate with all systems utilized by the Superior Court.

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

• Adherence to the technical specifications and requirements outlined in the RFP.

• Experience and qualifications of the vendor and project team.

• Cost-effectiveness of the proposed solution.

• Ability to meet the project timeline.

• Quality of the proposed training and support services.

• Ability to integrate with existing hardware and software.

INFORMATION TO VENDORS

1. RFP TIMETABLE

The anticipated schedule for the RFP is as follows:

RFP Released Thursday, June 6, 2024

Deadline for Questions Thursday, 13, 2024

Submittal deadline Thursday, June 20, 2024, at 2:00 PM, Pembroke, GA

Tentative Award Date Tuesday, July 9, 2024, at the regular Bryan County Board of Commissioners’ meeting

2. BID SUBMISSION

Three (3) copies and one (1) soft copy of the complete signed submittal must be received THURSDAY, June 20, 2024, AT 2:00 PM EST.

Proposals must be submitted in a sealed envelope stating on the outside the vendor's name, address, and the Superior Court Cybersecurity Services to:

Bryan County Board of Commissioners Attention: Special Projects Manager

51 N. Courthouse Street Pembroke, GA 31321

Soft copy* is defined as various types of media that include but are not limited to a disc or flash drive to send a copy of the electronic proposal. Soft copies are to be included in the sealed submission. Vendors should not email or fax copies of bids. If vendors email or fax soft copies, vendor may be immediately disqualified. Soft copies will not be returned.

Hand Delivery Hand-delivered copies may be delivered to the above address ONLY between the hours of 8:00 AM and 5:00 PM EST, Monday through Friday, excluding holidays observed by the Bryan County Government. For a complete listing of holidays, please visit www.bryancounty.org.

3. CONTACT PERSON

Vendors may contact Eric Van Otteren, Special Projects Manager, by email at evanotteren@bryancountyga.gov to clarify any part of the RFP requirements. All questions that arise prior to the DEADLINE FOR http://www.bryancounty.org/ mailto:cbunch@bryancountyga.gov

QUESTIONS due date shall be directed to the contact person in writing via email. All questions must be submitted by June 13, 2024. Any unauthorized contact shall not be used as a basis for responding to this RFP and may result in the disqualification of the vendor's submittal.

Vendors may not contact any elected official or other county employee to discuss the bid process or bid opportunities except through the Special Projects Manager named herein.

4. ADDITIONAL INFORMATION/ADDENDA

Bryan County will issue responses to inquiries and any other corrections or amendments it deems necessary in writing via email.

5. LATE SUBMITTAL AND LATE MODIFICATIONS

Submittals received after the due date and time will not be considered.

Modifications received after the due date will not be considered. Bryan County Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified and/or delivered to the proper designation.

6. REJECTION OF PROPOSALS/CANCELLATION

Bryan County Government reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Bryan County. Bryan County reserves the right to cancel this RFP at any time.

7. MIMINUM RFP ACCEPTANCE PERIOD

Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of submittals.

8. NON-COLLUSION AFFIDAVIT

By submitting a response to this RFP, the vendor represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or or solicited any other vendor to put in a sham proposal or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor.

By submitting a proposal, the vendor represents and warrants that no official or employee of Bryan County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract, which may be made under it, or in any expected profits to arise therefrom.

9. COST INCURRED BY VENDORS

All expenses involved with the preparation and submission of the RFP to the Bryan County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

10. OPEN RECORDS

All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of Bryan County Board of Commissioners. All such materials shall remain the property of Bryan County and will not be returned to the respondent.

11. PROJECT BEGINNING AND COMPLETION

The project is expected to begin immediately following the award on July 10, 2024 and with the execution of a contract with the selected bidder. The completion date should be as soon as possible, with preference given to vendors who can demonstrate the ability to complete the project quickly and efficiently. Vendors should include a detailed timeline in their proposals to ensure timely completion.

12. TAXES

Bryan County Government is tax-exempt. No sales tax will be charged on any products or services. Bryan County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relation to this project. Upon request, the selected vendor will be provided with Bryan County’s Sales and Use Tax Certificate of Exemption number.

Bryan County will select the firm deemed in the judgment of the County to be the most qualified, best suited, and who best meets the requirements of the County among those submitting Proposals. If the proposer fails to negotiate and sign Bryan County’s standard contract within 45 days of award, then Bryan County will negotiate with the second-highest proposer. This RFP shall in no manner be construed as a commitment on the part of the County to execute a contract, to pay any cost incurred in the preparation of proposals to this request, or to procure or contract for any services.

The County reserves the right to reject any proposal which, in its opinion, does not have adequate qualifications. Furthermore, the County reserves the right to reject any or all proposals and to advertise for new proposals for any reason(s) or for no reason(s). The County reserves the right to waive minor irregularities and/or formalities.

All Proposals and other materials or documents submitted by Proposer in response to this RFP will become the property of Bryan County. The County is subject to open records requirements of the State of Georgia Statute 50-18-70, and as such, all materials submitted by the Proposer to the County are subject to disclosure. Proposer specifically waives any claims against the County related to the disclosure of any materials if made under a public records request.

No interpretation or clarification of the RFP will be made to any Proposer verbally. If any prospective Proposer wishes to question or has doubt as to the meaning of any part of the RFP, a written request for a clarification or interpretation must be submitted by email to evanotteren@bryancountyga.gov. All such interpretations and any supplemental information will be sent to each Proposer at the respective email address furnished for such purposes prior to the date fixed for the deadline for Proposals. Failure of any Proposer to receive any such addendum or interpretation shall not relieve said Proposer from any obligation contained therein.

mailto:evanotteren@bryancountyga.gov