VHF Radio System Maintenance and Repair Compl.pdf

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

Morgan County Board of Commissioners

P. O. Box 168 Madison, Georgia 30650

REQUEST FOR PROPOSALS

VHF RADIO SYSTEM MAINTENANCE AND REPAIR

Morgan County Board of Commissioners are seeking bids for repairs and maintenance of the VHF public safety radio system.

Proposal Format

The proposal shall be prepared simply and shall be straightforward and concise. The bid packet should include (in this order):

• Proposal Signature Page (attached in this packet)

• Itemized quote

• Estimated timeline to complete project

• Product and labor warranty

• Certificate of Insurance

• W9

• E-Verify Affidavit (attached in this packet)

• Copy of current business license

• Any other information deemed necessary by bidder to aid in award of RFP.

RFP Cost

All costs incurred in the preparation and presentation of responses to the RFP shall be completely absorbed by the respondent. All documents submitted as part of the RFP will become property of Morgan County. Requests for specific material to be returned will be considered.

Binding Offer

Each bid shall constitute a firm offer that is binding for ninety (90) days from the date of the bid opening, unless the bidder takes exception to this provision in writing.

RFP Submission

Companies who wish to respond must submit an original and one electronic copy of the proposal in sealed packages marked “VHF Radio System Maintenance and Repair” Fax and e-mail responses are not acceptable. Responses to the RFP will be accepted until

Friday March 6, 2025 at 2:00pm Bids will be opened at that time at the Board of

Commissioners Office located at 150 E. Washington St. Madison, GA 30650

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

Requests for extending this date will not be granted. Any late proposal will not be considered. It is the sole responsibility of the Respondent to ensure that the proposal arrives at the designated location prior to the deadline.

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

Prebid Meeting

There will not be a pre-bid meeting, however anyone wishing to inspect the current sites may schedule a visit with Chief Smith via email garret.smith@morgancountyga.gov

Contact

All questions about this RFP and submission requirements must be directed in writing to

Mr. Mark Williams via email at mark.williams@morgancountyga.gov mailto:garret.smith@morgancountyga.gov mailto:mark.williams@morgancountyga.gov

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

RFP Amendments

It is the responsibility of respondents to check the Morgan County website for RFP information and amendments.

Non-Collusion

By submitting a proposal, the respondent represents and warrants that no official or employee of Morgan County has an interest, directly or indirectly, in the proposal or in the final contract award. The respondent further understands proposals will be rejected if there is any evidence of collusion with another respondent.

Compliance with Laws

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

Qualification & Award Basis

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

Required Bonds and Insurance

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

Morgan County with a 100% project value performance and payment bonds.

Completion Inspection

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

Evaluation Procedures

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

• Compliance with specifications detailed in RFP (50%)

• Warranties included (30%)

• Estimated completion date (15%)

• Price (5%)

Scope of Work

See attachment 1 for scope of work to be completed.

ATTACHMENT 1

FY26 Morgan County VHF Radio System Maintenance and Repair

MORGAN COUNTY PROPOSAL SIGNATURE PAGE

Company Name:

Address:

Contact Name:

Contact Telephone Number:

Contact E-mail Address:

ADDENDUM ACKNOWLEDGEMENT. Acknowledgement is hereby made for receipt of all addenda issued for this solicitation, the provisions of which are incorporated herein.

Addendum No. Date Issued:

Addendum No. Date Issued:

Addendum No. Date Issued:

Addendum No. Date Issued:

Authorized Signature:

Printed Name:

Title:

Signed, this day of , 2026