RFP GICC SLLR. ADVERTISEMENT for SAIL LIGHTING LED RETROFIT PROJECT. At the GEORGIA INTERNATIONAL CONVENTION CENTER

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1 RFP GICC SLLR ADVERTISEMENT for SAIL LIGHTING LED RETROFIT PROJECT At the GEORGIA INTERNATIONAL CONVENTION CENTER The City of College Park is accepting Sealed Proposals for qualified contractors to provide the retrofit of the existing Sail Lighting fixtures at the Georgia International Convention Center. Sealed proposals will be received no later than 4:00pm, Friday, February 20, 2015 at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, Bids received after the above date and time, or in any other location other than the Purchasing Department will not be considered. A bid packet may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from A Pre-Bid Meeting, with Site Visit immediately following, will be held at 2:00pm, Monday, February 2, 2015 at the Georgia International Convention Center for the purpose of answering questions, providing clarification of specifications and/or scope of work. Questions arising afterwards will be accepted via ONLY, to bgregory@collegeparkga.com until close of business (COB=5:00pm EST) Monday, February 9, An Addendum listing all Q&A, clarifications, etc. will be posted at on or about COB Monday, February 16, It is always the vendor s responsibility to check the City s website for any/all addenda. A Bid Bond of five percent (5%) is required with submitted bid packet. Successful vendor will be required to provide Performance / Payment Bond for one hundred percent (100%) of full contract amount before execution of contract. The City of College Park reserves the right to reject any or all bids based on past performance and to waive technicalities and informalities and re-advertise. All Minority, Woman and Small Businesses are strongly encouraged to apply. Only responsive proposals that are determined to meet the requirements and criteria set forth by the City of College Park will be considered. RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 1

2 CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO BIDDER 1. The following instructions are to be considered an integral part of this proposal. The person signing the bid form must initial any changes or corrections made to this proposal. 2. The person, firm or corporation making the proposal shall submit their bid in the YELLOW ENVELOPE provided with this proposal. The envelope must be complete with the vendor s company name, bid title, bid number and bid date. Should a larger envelope be required, the YELLOW ENVELOPE must be attached to the OUTSIDE. No proposal may be withdrawn or modified in any way after the bid opening deadline. NOTE: BID DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID. SEE PAGE FOUR (4) FOR LABEL. 3. One (1) marked Original and two (2) marked Copy of proposal are required. 4. If descriptive literature is attached to the bid, bidder s name must appear on all sheets. 5. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidder s responsibility to seek clarification during the Mandatory Pre-Bid Meeting or the question period of time stated herein. IT SHALL BE THE BIDDER S RESPONSIBILITY TO CHECK THE CITY S WEB SITE ( FOR ANY/ALL ADDENDA. Answer(s) to all questions will be listed in an Addendum and posted on the City s web site, if applicable. 6. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal. 7. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be of first quality. All interpretations of this specification shall be made upon the basis of this statement. 8. The following bid shall be awarded to one responsible bidder on a total lump sum price basis. An award shall be made to one vendor for the total bid. Unit prices and extensions will be verified and total checked. Unit price extension and net total must be shown. Unit price SHALL prevail. 9. In most cases, bids shall be evaluated on the following items, but not necessarily in this order: RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 2

3 A. Price B. Delivery (If Applicable To Scope of Work) C. Adherence to specifications D. Past record of vendors delivery/performance to the City Of College Park Though delivery will be a large consideration, please be as candid and as accurate with dates as possible. 10. The City desires delivery of the material or services specified at the earliest possible time after the date of award. Unreasonable delivery proposal may be cause for disqualifying a bid. Each bidder shall state a definite time and avoid using terms ASAP or approximately so many days. 11. The bidder or contractor shall provide copies of Workers Compensation Insurance with a limit of not less than required by the State of Georgia or otherwise stated in the bid instructions. Copy of Commercial General Liability Insurance shall be provided. (If Applicable) 12. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows, College Park, Georgia unless otherwise shown. (If Applicable) 13. No Federal or State Sales Tax is applicable. The Federal tax identification number is The City is State tax-exempt under the code of Georgia, Charter Cash discounts or end of month terms should be shown separately, even if terms are net. 15. The City of College Park reserves the right to accept or reject any and all bids, due to past performance,etc. and waive any informality. The City will accept or reject all bids within 90 days from the date of the bid opening. THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS CAREFULLY EXAMINED THE INSTRUCTIONS TO BIDDERS, TERMS AND SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL. HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID. SIGNATURE:, DATE:, RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 3

4 RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 4

5 CITY OF COLLEGE PARK PURCHASING DEPARTMENT REFERENCE: RFP - GICC SLLR PROJECT SHOW ALL EXCEPTIONS AND COMMENTS BELOW: SIGNATURE: DATE: RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 5

6 City of College Park Purchasing Department Vendor Questionnaire The City of College Park Purchasing Department is seeking vendor information to create a database of current and new businesses doing business with the City of College Park. We ask that all vendors take this time to provide the following information so that we can update our records and develop a process to benefit the needs of the community. The information collected from this questionnaire will not be used in the award of bids. The City will continue to utilize a fair, equitable and impartial process and award bids based upon the lowest, responsible bidder. Vendor Name Vendor Type Vendor Address City/State Telephone Number Zip Alternate Telephone Number A Minority Business Enterprise (MBE) is a business which is an independent and continuing operation for profit, performing a commercially useful function which is owned and/or controlled by one or more minority group member. Owned is a minority or female owner which possesses an ownership interest of a least 51 percent of the business. Controlled is a minority or female which possess and exercise the legal authority and power to manage business assets, good will and daily operations of the business and actively and continuously exercise such managerial authority and power in determining the policies an directing the operations of the business. VENDOR HAS INDICATED AS: Is vendor/company minority-owned? YES specify how listed below: OR NO. If YES, please African American Business Enterprise (AABE) Hispanic Business Enterprise (HBE) Female Business Enterprise (FBE) Asian Business Enterprise (ABE) Native American Business Enterprise (NABE) Other: If yes, is the firm certified as such by any Federal, State or Local Governing authority? If so, please provide appropriate documentation showing such certification. Signature ( of contact person with company) Date Name (print) Title PLEASE COMPLETE, SIGN AND DATE THIS FORM AND MAKE A PART OF BID PACKET. Thank you for your cooperation. RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 6

7 CONTRACTOR AFFIDAVIT By executing this affidavit, the undersigned contractor/ subcontractor/ sub-subcontractor who is engaged in the physical performance of services under a City of College Park contract verifies its compliance with The Georgia Illegal Immigration Reform and Enforcement Act of 2011that they are enrolled in and use E-Verify or, in the case of a contractor/ subcontractor/ sub-subcontractor who has no employees and does not intend to hire employees during the term of the contract, will provide a copy of a state-issued driver s license or ID Card issued by a U.S. state that will verify lawful immigration status. E-Verify User Identification Number E-Verify Date of Authorization Name of Contract/Project Name of Contractor/ Subcontractor/ Sub-subcontractor (Circle one) Name of Authorized Officer Signature of Authorized Officer SUBSCRIBED TO AND SWORN BEFORE ME ON THIS THE DAY OF, 20. Notary Public My commission expires on: RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 7

8 RFP DOCUMENT REQUIREMENTS & CHECKLIST PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID DOCUMENTS IN THE ORDER LISTED BELOW. 1. Three (3) sets of submitted proposal; one (1) marked Original and two (2) marked Copy 2. Project Costs Sheet and Form of Proposal Sheet completed, signed and dated 3. Bid Document Requirements & Checklist completed, signed and dated 4. License number and documentation (as required by applicable State and local laws) 5. Five percent (5%) Bid Bond must accompany proposal 6. Exceptions Sheet (if deemed necessary by vendor) 7. Vendor Questionnaire 8. Contractor Affidavit 9. Proofs of Insurance 10. List of Subcontractors 11. References Request pages 12. Any/All Addenda must be signed and dated and made a part of bid packet 13. Successful bidder acknowledges requirement to provide Performance and Payment Bond before execution of contract. Is the vendor located in College Park? Has the vendor previously conducted business with College Park? Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details (on back) including agency name, date and reason for debarment. Vendor or Representative Signature Late proposals will not be accepted.faxed or ed proposals will not be accepted. City of College Park is not responsible for submissions not properly identified, nor for late or undelivered mail or courier service. RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 8 Date

9 INSURANCE REQUIREMENTS Within ten (10) days of Notice of Award, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to the City covering: 1. Worker s Compensation Insurance, $250, Comprehensive General Liability Insurance, $500, Automobile Liability, $500, Umbrella Liability Insurance, $2,000, Copies of these Certificates of Insurance shall be furnished to the City prior to execution of the contract. Such policies shall be non-cancellable except on thirty (30) days written notice to the City. ** IMPORTANT RFP EVENT DATES: RFP release and newspaper advertisement January 28, 2015 Pre-Bid Meeting and Site Visit February 02, 2015, 2:00pm Last day for questions February 09, 2015, close of business Addendum listing all Q&A posted on City February 16, 2015, close of business website Bid Opening February 20, 2015, 4:00pm RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 9

10 LIST OF SUBCONTRACTORS I do / do not propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors: SUBCONTRACTOR WORK TO BE PERFORMED % OF THE WORK Company Name: PLEASE NOTE: THE CITY OF COLLEGE PARK REQUIRES 51% PARTICIPATION BY THE PRIME CONTRACTOR ON ALL PROJECTS. RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 10

11 REFERENCE REQUEST REFERENCES: The following references are from current and past government, educational and/or commercial accounts of similar size and scope. This list includes a minimum of five (5) references and does not include the City of College Park, or any City of College Park employee as a reference. REFERENCE # 1: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 2: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 11

12 REFERENCE # 3 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 4 Name Of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 12

13 REFERENCE # 5 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: By signing below, I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand that 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 this bid, and certify that I am authorized to sign this bid for the bidder. (Name of Company) (Contact Name) (Phone Number) (Fax Number) ( Address) (Signature) (Print Name) RFP GICC SLLR PROJECT (SAIL LIGHTING LED RETROFIT PROJECT) Page 13

14 REQUEST FOR PROPOSAL FOR SAIL LIGHTING LED RETROFIT PROJECT GEORGIA INTERNATIONAL CONVENTION CENTER (THE CITY OF COLLEGE PARK) City of College Park/GICC Sail Lighting LED Retrofit RFP Page 1

15 The sole intent of this proposal is to provide the retrofit of the existing Sail Lighting fixtures as specified in this RFP for the City of College Park convention facility, the Georgia International Convention Center located at 2000 Convention Center Concourse, College Park, Georgia Sealed proposals will be received until 4:00pm at the CITY OF COLLEGE PARK, CITY HALL PURCHASING DEPARTMENT, 3667 Main Street, College Park, Georgia 30337, to arrive on or before February 20, Sealed proposals shall be opened at 4:01pm on February 20, 2015 in the Conference Room, CITY OF COLLEGE PARK, 3667 Main Street, College Park, Georgia Proposals will not be accepted after the assigned date and time. The CITY OF COLLEGE PARK is not responsible for the U.S. mail or private couriers in regards to mail being delivered. Any questions relative to any portion of this proposal should be submitted in writing VIA to The last day for questions and clarification will be February 9, All bids must be a final cost. Bid on the Proposal Form provided, without changes. The CITY OF COLLEGE PARK reserves the right to reject any and all bids and to waive formalities and technicalities. A W9 will be requested from the successful bidder if applicable. Event Date Request for Proposal Issued 1/26/2015 Pre Bid Meeting & Site Visit** 2/2/2015** Last Day for Questions/Clarifications 2/9/2015 Addendum Posted to City Website 2/16/2015 Bid s Due to City of College Park 2/20/2015 **A Mandatory Pre-Bid Meeting will be held at 2:00pm, Georgia International Convention Center, 2000 Convention Center Concourse, College Park, GA Executive Office Conference Room This form and all attachments must be enclosed with your proposal. DEFINITIONS The terms Municipality or City are to be understood to mean The City of College Park City Council means the elected Council for the City of College Park. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 2

16 Bidder or Contractor means the legal entity submitting a response to a proposal. Proposal or RFP refers to this Request for Proposal document including appendices and addenda. The Project or the Facility refers to the Georgia International Convention Center (GICC). Scope of Work Furnish the equipment, engineering, software and labor to upgrade the GICC Sail Lighting system and fixtures. The new exterior architectural color LED floodlight fixtures, unit data enablers and updated software will be included. The new equipment shall be installed on the existing fixture pads and use the existing electrical services. Project management, engineering and design services shall be included in this project. The system shall be programmed and operated through a new controller and new computer workstation as specified. Installation is to be completed by the contract supplier in accordance with all manufacturers specifications. All wiring, tools and equipment for the project shall be supplied by the project contractor. All work shall meet state and local required building codes and regulations. The work shall be scheduled to minimize system down time. The following will be included, but not limited to: 1. Provide 35 Philips Color Kinitecs ColorReach Powercore Gen2 LED light fixtures to replace the existing Martin 200 exterior light fixtures. (See Exhibit A) 2. Provide new Phillips iplayer 3 Controller and Controller Keypad and new ColorPlay 3 software to operate the system. (See Exhibit B) 3. Provide new computer workstation to interface with the lighting controller as specified. (see Exhibit C) 4. Provide all equipment, labor, materials and software required for the system upgrade. 5. All necessary licenses, fees, software and technical support included as required. 6. Remove and recycle the existing light fixtures, excess wiring and conduit. 7. Provide a minimum of 12 programmed lighting shows to the satisfaction of the city. 8. Provide the adequate number of data enablers for each light fixture control interface. 9. Provide and install all electrical and control wiring and control switches necessary for the light fixtures operation. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 3

17 10. Remove all unused flex conduit and wiring. Provide covers or closure to terminate all junction boxes. 11. Provide any electrical contracting and labor services associated for completion of project. 12. Modify the existing light fixture mounting pads and wiring to accommodate the new fixtures. Any new pads needed must be included in bid. 13. Install the new equipment in accordance with the manufacturer s specifications. 14. Include minimum of 8 hours onsite operation and maintenance training for the GICC staff. 15. Furnish all equipment needed for installation and removal. 16. Complete project in a timely manner as scheduled by owner. 17. Provide a professional and workmanlike installation to the satisfaction of the city. 18. Provide full 24 month warranty to include materials and labor on complete LED fixture. A copy of all associated warranties must accompany bid. 19. Provide as part of the bid package cost for LED fixtures for attic stock as specified above. Clean Up Bidder shall remove debris and rubbish from construction area on a daily basis. Upon completion of work remove and dispose of excess materials, rubbish and foreign material. Leave construction area clean and neat. Freight Bidders quote to be inclusive of freight and delivery charges. Information and Instructions General The responsibility is on the bidder to show their knowledge, understanding and capacity to conduct the work outlined in the RFP. The responses will be assessed according to how well they meet the City s needs and assure the City s success in relation to the submission requirements. The detail and clarity of the written submission will be considered indicative of the bidder s expertise and competence. The City reserves the right to reject any and all proposals and to waive technical errors as heretofore set forth. All information provided in response to this RFP must contain sufficient detail to support the services being proposed. Incomplete submissions will not be considered. A Bid Bond of five percent (5%) will be required with the submitted proposal. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 4

18 A Performance and Payment Bond of one hundred percent (100%) will be due prior to execution of contract. All pricing proposed must be in United States funds and exclusive of all appropriate taxes. The prices will include all cost related to work to be performed to include but not limited to vehicle, travel, equipment, labor, materials, freight, delivery, removal and installation. The City of College Park is not liable for any costs incurred by interested parties in the preparation of their response to this request or interviews. Furthermore, the City shall not be responsible for any liabilities, cost, expenses, loss or damage incurred, sustained or suffered by any interested party, prior to, subsequent to, or by reason of the acceptance, or non-acceptance by the City of any response, or by reason of any delay in the acceptance of the response. Form of Proposals The proposal shall be submitted on the Form of Proposal included in this document and enclosed in a sealed envelope as described in number 2 of General Instruction to Bidder. The envelope must include three (3) sets of the submitted proposal, one (1) marked as Original with original signatures and two (2) marked as Copy. The proposal submission must be legible, written in ink, or typewritten. Proposals containing changes, erasures, overwriting, white-outs, cross-outs, or strike-outs which are not initialed by the bidder may not be accepted. The Form of Proposal must contain an original manual signature in ink in the specified place by an authorized signing officer digital, mechanical or electronic signatures will be rejected. No part of the Form of Proposal included in this package shall be altered or deleted. The completed proposal shall be dated and properly signed in the space(s) by a duly authorized official(s) of the entity submitting a proposal. Signatures on behalf of a non-incorporated entity or by individuals shall be witnessed. Proposals shall not be made by or facsimile. Adjustment by , facsimile, letter or otherwise to a proposal already submitted shall not be accepted or considered. Proposals may be withdrawn prior to the time of opening thereof only by notice to the City of College Park Purchasing Department signed by the bidder. A proposal delivered in person or by a courier service, without the yellow envelope as described in number 2, General Instruction to Bidder, or a proposal that is not delivered to the designated location by the bidder or courier service may be rejected. The failure of the bidder or courier service to deliver the proposal submission to the designated location on time shall result in the proposal being rejected. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 5

19 CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO BIDDER 1. The following instructions are to be considered an integral part of this proposal. The person signing the bid form must initial any changes or corrections made to this proposal. 2. The person, firm or corporation making the proposal shall submit their bid in the YELLOW ENVELOPE provided with this proposal. The envelope must be complete with the bidder s company name, bid title, bid number and bid date. Should a larger envelope be required, the YELLOW ENVELOPE must be attached to the OUTSIDE. No proposal may be withdrawn or modified in any way after the bid-opening deadline. Quotes must remain valid for ninety (90) days after the quote date. Quotes submitted with a less than ninety (90) day validity will be found non-responsive and will not be considered. NOTE: BID DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID. All bids must be a final cost. Bid on the proposal form provided, without changes. Three (3) copies of the proposal are required unless otherwise stated in the documents. 3. Sealed proposals will be received no later than Friday, February 20, 2015, 4:00pm EST at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, at which time they will be opened and publicly read aloud. Bids received after the above date and time, or in any other location other than the Purchasing Department will not be considered. A bid packet may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from 4. If descriptive literature is attached to the bid, bidder s name must appear on all sheets. 5. A cover letter must be attached in the form of a standard business letter containing the bidder s name, address and telephone number and must be signed with an original signature, in ink, by an individual authorized to legally bind the bidder. The letter must contain the following information: a. A statement describing the bidder s legal structure (e.g. corporation, partnership) and providing federal tax identification number and principle place of business. b. A statement that the person signing the quote certifies that he or she is the person in the bidder s organization who has actual authority to make decisions as to matters relating to this RFP and to bind the bidder. c. A statement that the quote meets the minimum qualifications set forth in this RFP and accepts all requirements and terms and conditions contained in this RFP. d. A statement that the bidder does not discriminate in its employment practice with regard to race, color, age, religion, sex, veteran status, sexual preference, national origin, or disability (ACA Standards , , , Equal Employment Opportunity). e. A statement that no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not submit a quote. f. A statement that indicates whether the bidder or any of its agent has a possible conflict of interest with any city employee involved in the RFP and any ensuing City of College Park/GICC Sail Lighting LED Retrofit RFP Page 6

20 Contract(s) or any other conflict of interest and, if so, an explanation of the conflict must be given. 6. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidder s responsibility to seek clarification immediately from the City of College Park Purchasing Department by ONLY No later than close of business on Monday, February 9, 2015 unless otherwise stated in the documents. All questions shall be submitted in writing via to the attention of Barbara Gregory, Purchasing Department, City of College Park at bgregory@collgeparkga.com. IT SHALL BE THE BIDDER S RESPONSIBILITY TO CHECK THE CITY S WEB SITE ( FOR ANY/ALL ADDENDA. Answer(s) to all questions will be answered after the deadline for questions has expired, and posted to the City s web site, if applicable. The City will not be responsible for any verbal (spoken) information from any City staff or from any consultant firms retained by the City, or from any other person or persons who may have an interest in this RFP. Adjustments or changes to this RFP prior to the closing date and time stated herein will only be written addendum(s) only and said addendum(s) will be issued by the Purchasing Department of the City of College Park. Addendums will be posted on It is the bidder s sole responsibility to check this web site often to be informed of any posted addendum. The City makes no promise or guarantee that addendums will be delivered by any means to any bidder. By submitting a proposal in response to this RFP, the bidder acknowledges and agrees that addendum/addenda shall only be posted on the College Park website and it is the sole responsibility of the bidder to check this web site for said addendum/addenda. Failure to include signed copies of the addenda with the submitted proposal may result in a non-compliant proposal. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of this specification shall be made upon the basis of this statement. Clarification of Proposal Documents It is the responsibility of the bidder to seek clarification of any matter that they consider unclear before submitting a proposal. The City of College Park is not responsible for any misunderstanding of the proposal on the part of the bidder. It is the bidder s responsibility to verify the extent of work required under this project. No allowances will be made for the bidder failing to do so. Any item not specifically mentioned in the specifications but implied or required to complete the project will be considered to be included in the total price. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 7

21 Bidders may inquire into and clarify any requirements of the RFP. Inquiries must be directed to the attention of Barbara Gregory, Purchasing Department at In order to manage this process, bidders are requested to submit all questions in writing, by ONLY no later than close of business on Monday, February 9, Proposals submitted shall be final and may not be altered by subsequent offerings, discussions or commitments unless the bidder is requested to do so by the City of College Park. Error and Omissions While the staff has used considerable efforts to ensure an accurate representation of information of the Request for Proposal, the information combined in the Request for Proposal is supplied solely as a guideline for bidders. The information is not guaranteed or warranted to be accurate, not is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve bidders from forming their own opinions and conclusion in respect of the matters addressed in the Request for Proposal. Informal or Unbalanced Proposals Proposals which are incomplete, unconditional, illegible or obscure, or contain reservations, erasures, alterations or irregularities of any kind, may be rejected as informal. Proposals that contain prices which appear to be so unbalanced as likely to adversely affect the interest of the City, may be rejected. Conflict of Interest Bidders must disclose to the City in the proposal any potential conflict of interest, including any which may involve City employees, Council members or members or employees of City agencies, boards, or commissions who may have a financial interest in a bidder. If such conflict of interest does exist the City may, at its discretion, refuse to consider the proposal. Bribery/Fraud Should any prospective bidder or any of their agents give or offer any gratuity or attempt to bribe any employee of the City or attempt to commit fraud, the City shall be at liberty to cancel the perspective submission or contract and to rely upon the surety submitted for compensation. Processing of Proposals On receipt by the City representative of a properly sealed envelope delivered by or on behalf of a bidder, the City representative will mark the envelope as to the time and date of receipt and the envelope will be retained unopened until the opening of proposals. The sealed envelopes containing proposals will be opened in public, for registration purposes only, in the room and at the time specified in this document. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 8

22 After the proposal has been opened, City staff may clarify any aspect of a proposal with the bidder; however, the City is not required to clarify any part of a proposal. Any such clarification will not alter the proposal and will not be constituted as a negotiation or renegotiation of the proposal. Any clarification of a proposal by a bidder shall not be effective until confirmation has been delivered in writing. The City may make all necessary corrections to any proposal which is in error through addition or extension, the corrected value prevailing. The City retains the right to select any proposal for purposes that are in the best interests of and for the best value for the City and/or to select parts of various proposals or to reject all proposals for budgetary or other reasons that are in the best interests of and for the best value for the City. The City reserves the right to award a contract to other than the bidder submitting the lowest costs. The selected bidder will be notified after City Council has reviewed and approved the proposal. The issuance of the proposal in no way implies that the City will proceed with an order or contract for the specified items or services and will not reimburse any bidder for any costs incurred in preparing, submitting or presenting a proposal. Blackout Period The City prohibits communications with respect to this bid opportunity initiated by a bidder to any City official, consultant or employee for the period of time from the closing of the tender up to and including the date that the contract has been awarded (the Blackout Period ). Any communication between the bidder and the City during the Blackout Period will be initiated by the City s Purchasing Department for the sole purpose of obtaining information or clarification necessary in order to ensure a proper and accurate evaluation of the bid. Any communication initiated by a bidder during the Blackout Period may be grounds for disqualifying the offending bidder from consideration for the contract award. Validity of Proposal Proposals must remain valid for ninety (90) calendar days after the proposal due date. Proposals submitted with a less than ninety (90) day validity will be found non-responsive and will not be considered. Insurance Contractor shall maintain at its own cost, adequate insurance to protect itself and the City for claims under the applicable Workers Compensation Law and other public liability insurance with coverage in amounts of no less than the following: $2,000,000 Commercial Umbrella $500,000 General Liability City of College Park/GICC Sail Lighting LED Retrofit RFP Page 9

23 $500,000 Auto Liability $250,000 Workers Compensation Prior to commencing any work under this agreement, bidder shall have its insurance company or companies, which are acceptable to CITY OF COLLEGE PARK, execute a certificate of insurance, and deliver a copy of said certificate of insurance to CITY OF COLLEGE PARK. Until said certificate of insurance is properly executed and delivered to CITY OF COLLEGE PARK, bidder shall not move its equipment or laborers onto the premises or begin performance of the work specified under this agreement. If bidder fails to provide the required insurance, CITY OF COLLEGE PARK shall have the duty to prove insurance and deduct all premiums paid by the CITY OF COLLEGE PARK for and on account of said insurance. The successful bidder is required to maintain insurance at these levels at least one (1) year after completion of the project. Depending on the complexity of the project, successful bidder may be required to prove valid coverage for a longer period as may be deemed necessary to reasonably allow the City to become aware of any negligence on the part of the bidder. Proofs of Insurance should be included in submitted bid documents. References Bidder must provide five (5) references of customers with successful implementation of similar size and scope with work performed within the past five (5) years. Please include customer name, address, contact, and phone number. If sub-contractors or business partners will be used in conjunction with this project, please provide references as stipulated above. References should be included in submitted bid documents. License and Permits The successful bidder shall at their own expense, be responsible for maintaining and keeping all municipal and any other licenses, or approvals, necessary to permit them, their employees or company, to carry out the requirements of this agreement at no additional cost to the City of College Park. The bidder shall comply with all Federal, State and Municipal laws and regulations. Indemnification Without limiting any other obligation of the bidder under this contract or otherwise, the bidder hereby agrees to Indemnify and Save Harmless the City of College Park, its elected officials, officers, employees, servants, agents and others for whom the City is in law responsible, from and against any liability, loss, claims, demands, damages, fines and penalties, costs and expenses (including consulting fees), investigatory and legal expenses, and any other actions or causes of City of College Park/GICC Sail Lighting LED Retrofit RFP Page 10

24 actions, suits, caused by or attributed to any willful or negligent act, omission, delay or allegations thereof on part of the bidder, its officers, employees, sub-contractors, agents, licensees, assignees, invites or other persons engaged in the performance, non-performance or attempted performance of the work pursuant to the contract or anyone else for whom the bidder is in law responsible. Should the City be made a part of any litigation commenced by or against the bidder, then the bidder will protect, indemnify and hold the City harmless and will promptly pay all costs, expenses, and legal fees incurred or paid by City in connection with such litigation upon demand. The bidder will also promptly pay upon demand all costs, expenses and legal fees that may be incurred or paid by the City in enforcing the terms, covenants and conditions in this contract. Non Performance The City reserves the right to determine non performance or poor quality of goods and/or services, and further reserves the right to cancel the contract. The opinion of the City of College Park in this regard shall be final in all instances. In the event that the bidder shall be discharged before all the services contemplated hereunder have been completed, or the services are for any reason terminated, stopped or discontinued because of the inability of the bidder to serve under this agreement, they shall be paid only for the portion of the work which shall be satisfactorily completed at the time of termination. Ownership of Work Product All plans, drawings, submittals and other documents submitted to the City by the bidder become and are the property of the City, and the City may, without restriction, make use of such documents and underlying concepts as it sees fit. The bidder shall not be liable for any damage that my result from any use of said documents for purposes other than those described in this proposal. Accessibility The City is committed to the accessibility principles of preventing and removing barriers in accessing goods and services for people with disabilities and is bound by the regulations under the Americans with Disabilities Act of 1990 as may be amended from time to time. Regulations enacted under the Act apply to every designated public sector organization and other third parties that provide goods and services to the member of the public. The bidder and all sub-contractors and/or partners hired by the bidder in the completion of its work will meet or exceed compliance with all applicable regulations under the Americans with Disabilities Act of 1990 as may be amended from time to time. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 11

25 It is the bidder s responsibility to ensure they are fully aware of, and meet all requirements under the Act. Compliance with the Americans with Disabilities Acts of 1990 will be required by the successful bidder. City of College Park/GICC Sail Lighting LED Retrofit RFP Page 12

26 Project Costs Please provide in detail all proposed costs associated with this project. Total proposed project costs to include 24-month warranty to include materials and labor on complete LED fixture: $ (to remain valid for ninety (90) days) City of College Park/GICC Sail Lighting LED Retrofit RFP Page 13

27 Form of Proposal To: The City of College Park College Park, Georgia I/We the undersigned, hereby offer and agree to supply and deliver the service as outlined in the Request for Proposal documents. The signature(s) below dignify that I/We have read and agree with the procedures outlined in the Request for Proposal document. Company Name Address City, State and Zip Phone Facsimile Website PROPOSAL SUBMITTED BY: Signature Print/Type Name Title Date City of College Park/GICC Sail Lighting LED Retrofit RFP Page 14

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32 EXHIBIT C Computer workstation system requirements for External Lighting system Provide the following: Windows 7 Professional 64bit or Windows Server 2008 or Windows Server Dell Precision T3610 CTO Base 1 8GB (4x2GB) 1600MHz DDR3 Non-ECC 1 Wireless Mouse and Keyboard 1 GB AMD FirePro V4900 (2DP and 1DVI-I) (2DP-DVI and 1DVI- 1 VGA adapter) 1 1TB 3.5inch Serial ATA (7,200 Rpm) Hard Drive Integrated Intel AHCI chipset SATA controller (2 x 6Gb/s, 4 x 1 3.0Gb/s) - SW RAID 0/1/5/10 1 Media Card Reader 1 Dell (TM) MS 111 USB Optical Mouse 1 8x Slimline DVD+/-RW Drive and 16x DVD+/-RW Drive

33 RFP GICC SLLR (SAIL LIGHTING LED RETROFIT) Proposals will be evaluated and awarded based upon the criteria set forth, as follows: Overall bid presentation 20% References 20% Experience with project type 30% Ability to meet specifications as outlined in the RFP 30% END OF RFP GICC SLLR (SAIL LIGHTING LED RETROFIT) REMAINDER OF PAGE LEFT BLANK.