City of Gainesville State of Georgia

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1 City of Gainesville State of Georgia Request for Proposals RFP No Downtown Public Wireless Network Project Proposal Release: May 24, 2018 Pre-Proposal Meeting: June 8, 2018 at 2:30 p.m. EST Proposal Questions Deadline: June 12, 2018 at 10:00 a.m. EST Postal Return Address: Proposal Due Date: June 22, 2018 at 2:00 p.m. EST Courier Delivery Address: City of Gainesville City of Gainesville Purchasing Office Purchasing Office P. O. Box Henry Ward Way, Room 103 Gainesville, GA Gainesville, GA 30501

2 Table of Contents RFP No Request for Sealed Proposals for the Design & Implementation of a Downtown Public Wireless Solution 1 Project Overview & Scope: 1 Submittal Deadline: 1 Important Dates: 2 Pre-Proposal Conference: 2 Site Maps 3 Exhibit A: Priority Areas 3 Exibit B: Secondary Location 4 Submission Entry and Correspondence 5 Proposal Elements 6 1. Executive Summary 6 2. Technical Proposal 6 3. Qualifications, References, and Experience 6 4. Assigned Resource Information 6 5. Cost Proposal 7 6. Attachments Attachment A: Cost Proposal Response Form Attachment B: Non-Collusion Affidavit 10 Special Terms and Conditions 11 Warranty 11 Detection and Correction of Defects 11 Inspection and Acceptance of Goods 11 Labor, Equipment, and Materials Shall be Supplied by the Vendor 12 Materials Shall be New and Warranted Against Defects 12 Current Broadband Infrastructure Evaluation 12 Progress Reporting 13 Time of Contract Completion 13 Evaluation and Award Process 14

3 Request for Sealed Proposals for the Design & Implementation of a Downtown Public Wireless Solution Project Overview & Scope: The City of Gainesville is interested in providing its residents and visitors with high quality public wireless internet connectivity on personal devices throughout the following three locations: Downtown Square Roosevelt Square Midtown Greenway This project is intended for outdoor public spaces in the areas indicated above. Priority areas include Downtown Square and Roosevelt square. Infrastructure will be housed in the City of Gainesville Administrative Building. Existing dark fiber in Roosevelt Square and Midtown Square may be utilized for convenience. Light poles and other existing structures may be used to facilitate equipment placement contingent on their appearance and exterior design. Signal shall (1) be consistent throughout the designated areas as depicted in Exhibit A and B, (2) support a minimum of 2,000 connections at a time while sustaining a high throughput, and (3) offer frequencies b/g/n/ac compatible with both modern and legacy devices. Design shall provide functionality to manage connection intervals, bandwidth, and content filtering. Users must be presented with a splash page branded and customized to the City s satisfaction that provides a request for additional user information and terms acceptance. Engineering design should include severely limited RF coverage into surrounding businesses. Signal reaching downtown sidewalks is acceptable, but the goal is not to extend RF into private/public buildings. ** NOTE: This project is being funded in part by a federal Appalachian Regional Commission (ARC) Economic Development Grant for Non-Construction Projects. Submittal Deadline: Seeking to solicit proposals for a turn-key wireless solution from qualified businesses. Proposals shall be submitted in a sealed envelope by 2:00 p.m., Eastern Standard Time, on Friday, June 22, Respondents should submit the one (1) unbound original (designated as the original), three (3) bound copies of proposal, and one (1) digital copy of proposal in PDF format on a CD in a sealed envelope addressed to one of the following locations: Mr. Kevin Hutcheson, Purchasing Manager Financial Services Department 300 Henry Ward Way, Suite 103 Gainesville, GA Mr. Kevin Hutcheson, Purchasing Manager Financial Services Department P. O. Box 2496 Gainesville, GA Page 1 of 14

4 Label Submissions: RFP No Downtown Public Wireless Project DEADLINE ENFORCED: PROPOSALS DELIVERED AFTER THE TIME AND DATE SET FOR RECEIPT OF PROPOSALS WILL NOT BE ACCEPTED. IT IS THE OFFEROR S RESPONSIBILITY TO ENSURE THE TIMELY DELIVERY OF THEIR PROPOSAL. Any resulting submissions of this RFP shall be binding for ninety (90) calendar days following the specified opening date. Any proposal for which the offeror specifies a shorter acceptance period may be rejected at the City s discretion. During the entirety of the contract, the contractor shall comply with any and all Federal State or Local Laws relating to a Drug Free Workplace. The City of Gainesville verifies contractor compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of City of Gainesville, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify. Important Dates: Mandatory Pre-Proposal Conference: Friday, June 8, 2018 at 2:30 P.M. Questions Deadline: Tuesday, June 12, 2018 at 10:00 A.M. Submission Deadline: Friday, June 22, 2018 at 2:00 P.M. Vendor Selection (Wining Vendor Notification): Friday, June 29, 2018 Pre-Proposal Conference: A MANDATORY conference to discuss this project and answer questions from prospective contractors prior to proposal submittal will be held in open forum at 2:30 p.m. on Friday, June 8, 2018, located at the City Administration Building, 300 Henry Ward Way, Gainesville, GA rd floor in the Roosevelt Conference Room. All prospective proposers are strongly encouraged to attend. Please read this RFP in its entirety and come prepared with any questions. Records of the conference, if any, will not be disseminated, except where material changes to this RFP are made by Authority representatives or answers to questions are deferred and later communicated as part of an addendum to this RFP. Only those in attendance for the pre-proposal conference will be allowed to bid. Page 2 of 14

5 Site Maps Exhibit A: Priority Areas Page 3 of 14

6 Exibit B: Secondary Location Page 4 of 14

7 Submission Entry and Correspondence I. Upon Release of this Request for Proposal, all vendor communications concerning this request must be directed to the Financial Services Department correspondent listed below: II. Kevin Hutcheson City of Gainesville / Financial Services P. O. Box 2496, Gainesville, GA Unauthorized contact regarding the proposal with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the proposal correspondent. One (1) unbound original (designated as the original), three (3) bound copies of your proposal, and one (1) digital copy of proposal packet in PDF format on a CD shall be submitted. All copies of the proposal must be identical. The full cost for proposal preparation is to be borne by the offeror. Proposals must be signed in ink by a company official who has authorization to commit the company. Include a signed copy of Attachment B: Non-Collusion Affidavit and Attachment A: Cost Proposal Response Form. III. IV. Proposals shall be submitted in a sealed envelope/package. All proposals must be signed, clearly labeled as requested, and sealed. Unsealed proposals, including faxed proposals will not be considered. Proposals submitted are not publicly available until after approval of the award by the City of Gainesville. All proposals and supporting materials as well as correspondence relating to this RFP become property of the City of Gainesville when received. Any proprietary information contained in the proposal should be so indicated. However, a general indication that the entire contents, or a major portion, of the proposal is proprietary will not be honored. V. The Request for Proposal is not to be considered as an order by the City of Gainesville. Upon acceptance of a proposal, the City will execute a contract and then issue a purchase order to the successful vendor. The successful vendor must comply with all conditions as provided with the original Purchase Order. Award is strictly contingent upon the appropriation of necessary funds. VI. VII. The City of Gainesville reserves the right to reject any or all proposals, in whole or in part, to negotiate changes in the scope of services and to waive any technicalities as deemed in its best interest. All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. Proposal may be awarded by item number or in total. Determination of best response to proposal will be the sole judgment of the City of Gainesville. Proposal terms shall remain valid for ninety days from the date of the proposal opening. Page 5 of 14

8 Proposal Elements 1. Executive Summary 1.1 Provide a summary of the full proposal in three (3) pages or less highlighting your technological approach and high-level timeline overview, describe how the project team will be organized, and how the Responder will ensure responsiveness to City staff and project requirements. 2. Technical Proposal 2.2 Demonstrate how company plans to design and implement a public wireless solution for the CITY OF GAINESVILLE in conformity with the requirements of the request for proposals. The substance of the technical response will carry more weight than their form or manner of presentation. The Proposal should be prepared simply and economically, providing a straightforward, concise description of the capabilities to satisfy the requirements of the request for proposals. 3. Qualifications, References, and Experience 3.1 A brief description of the company s background, structure, and description of services with the date the company was started. Please include a copy of your current business license with the city/county your business is located. 3.2 Describe prior experience in designing, implementing and supporting proposed equipment in an outdoor environment. 3.3 If the company is to procure outside equipment or services to complete the project, identify the outside company and their roles and responsibilities. 3.4 Proposer is required to supply three (3) references to projects of similar scope and size. References should have first-hand experience to verify the proposer s performance. This requirement may not be met if submission includes one company with three (3) names. 4. Assigned Resource Information 4.1 Named Project Manager assigned to the project who has the authority to make decisions on behalf of the company. Project manager should be the primary contact for the city and should not be changed without corresponding with the city prior. 4.2 Average length of employment with your firm for all full-time technicians based within 75 miles of our office Page 6 of 14

9 4.3 List the technicians that will be assigned to project 4.4 List full-time technicians within 75 miles of our office along with their certifications, factory training and experience relevant to the project 4.5 Describe the maximum technician response time for emergencies 4.6 Describe the maximum technician onsite response time for emergencies 4.7 Describe relevant parts locally stored by your firm 5. Cost Proposal 5.1. Proposal shall deliver the City with a fixed contract rate for a turn-key price to install a public wireless network for three (3) designated areas. Please break it down into two (2) phases. Phase 1- Downtown Square and Roosevelt Square, and Phase 2- Midtown greenway. The fixed, not-to-exceed contract amount is to include all labor and materials necessary to deploy solution as a result of the site visit. Vendor is to list all assumptions made regarding the proposed price and should state all items the City would need to provide to complete the project. Again, this is a turnkey request and the City of Gainesville is not responsible for any part of the design outside of existing and in-place fiber or other facilities required to mount equipment. 5.2 Proposal shall provide the City with annual contract rates for maintenance and support of proposed system, providing a price with the following support options: Option No. 1- Manufacture Support Only Option No. 2- Manufacturer Support plus Vendor Support 5.3 Proposal shall provide the City with a fixed contract rate for incidental field supplies and minor equipment. This shall be presented as a cost plus a percentage markup from the proposers actual costs for incidental supplies and equipment as directed by the City; items herein are distinct from supplies/equipment which are addressed by other cost elements above. 5.4 Proposal shall provide the City with other costs/rates that may be applicable in the event of a change in scope as ad-hoc that are to remain fixed price for one year or more. Thereafter, rate adjustments must be justified by the contractor and agreed to by the City. The CITY OF GAINESVILLE will not be responsible for expenses incurred in preparing and submitting the proposal. Such costs should not be included in the proposal. Page 7 of 14

10 6. Attachments Proposals shall include the Cost Proposal Response and Non-Collusion Affidavit presented below. Page 8 of 14

11 6.1 Attachment A: Cost Proposal Response Form Cost Proposal Response Form (Part of Proposal Documents) THIS FORM MUST BE COMPLETED AND SIGNED FOR PROPOSAL TO BE CONSIDERED *Please Attach Additional Documentation or Notes as Needed* Prices for Item/Service: DOWNTOWN PUBLIC WIRELESS NETWORK PROJECT The vendor shall install, deliver, and successfully demonstrate equipment as specified herein. Item/Service Quantity Price Proposers Comments/Terms/Special Condition Total Having read and responded to all parts of RFP No , the undersigned offers the above quoted prices and acceptance of all terms and conditions implied and written in these documents. Signed, Sealed, and delivered In the presence of: Unofficial Witness Notary Public By: Title: Attest: Title: Name of Company Person Authorized to Sign Bonding Contract Officer of Company if Corporation Page 9 of 14

12 6.2 Attachment B: Non-Collusion Affidavit Proposal DATE: NON-COLLUSION AFFIDAVIT (Part of the Proposal Documents) PROJECT DESCRIPTION: STATE OF GEORGIA } CITY OF GAINESVILLE } I and says that he is owner, a partner, president being first duly sworn, deposes {sole Secretary, etc.) of the party making the foregoing Proposal or Bid; that such Bid is genuine and not collusive or sham; that said Bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any Bidder or person, to put in a sham Bid, or that such other person refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the Bid Price of affiant or any other Bidder, or to fix any overhead, profit - cost element of said Bid Price, or of that of any other Bidder, or to secure any advantage against the City of Gainesville, or any person interested in the proposed Contract; and that all comments in said Proposal or Bid are true; and further, that such Bidder has not, directly or indirectly submitted this Bid, or the contents thereof, or divulged information or data relative thereto to any association or to any member or agent thereof Sworn to and subscribed before me this day of, 20. Notary Public My Commission Expires Page 10 of 14

13 Special Terms and Conditions Warranty The Contractor guarantees and warrants that all work performed and items used to complete this project shall (1) conform to the technical specifications and all other requirements of this RFP; (2) fulfill its design functions and be fit for its general and intended purpose; (3) be free of all patent and latent defects in design, materials, and workmanship; (4) perform satisfactory. The warranty of products in relation to the project are understood and accepted. The city does not waive any warranty, either expressed or implied. Detection and Correction of Defects The vendor is responsible and shall promptly correct all apparent and latent deficiencies and/or defects in work, regardless of project completion status. All corrections shall be made within ten (10) calendar days after such rejected defects or deficiencies, and/or non-conformances are verbally reported to the vendor, who may confirm all verbal reports in writing. The vendor shall bear all costs of correcting rejected, unsatisfactory work. If the vendor fails to correct the work within the given period stated, the City shall at its discretion, inform the vendor in writing that the vendor is subject to contractual default provisions if the corrections are not completed to the satisfaction of the City within seven (7) calendar days of the receipt of notice. If the vendor fails to correct the work within the given period specified in the notice, the City shall place the vendor in default, obtain the services of another vendor to correct the deficiencies, and charge the incumbent vendor with these costs, either through a deduction of final payment owed to the vendor or through an invoice. If the vendor fails to honor this invoice or credit memo, the city may terminate the contract. Inspection and Acceptance of Goods The product(s) delivered as a result of this award from this solicitation shall remain the property of the contractor and services rendered under the contract will not be deemed complete until a physical inspection and actual usage are accepted by the City and shall be in compliance with the terms herein, fully in accordance with the specifications and of the highest quality. Page 11 of 14

14 In addition, any defective product or service not delivered or performed by the date specified in the purchase order or contract may be procured by the City on the open market, and any increase in cost may be charged against the awarded contractor. Any expenses incurred by the City in any re-procurement plus any increased product or service shall cost shall be withheld from any monies owed to the contractor by the City for any contract or monetary obligation. Labor, Equipment, and Materials Shall be Supplied by the Vendor No labor, equipment, or materials will be furnished by the City. The procurement of all labor, equipment, and materials needed to fulfill this contract are the sole responsibility of the contractor. Cost of resources not explicitly listed and itemized in the fixed rate cost proposal are considered the monetary responsibility of the vendor unless otherwise requested and signed off by the project manager. Materials Shall be New and Warranted Against Defects The contractor hereby acknowledges and agrees that all materials supplied by the vendor in conjunction with this solicitation and resultant contract shall be new, warranted for their functionality, and fit for a particular purpose. In the event that any materials supplied to the City are found defective or do not conform to the specifications: (1) the materials shall be returned to the vendor at the vendor s expense and the contract cancelled or (2) the City may require the vendor to replace the materials at the vendor s expense. The vendor agrees that, unless expressly stated otherwise in the bid or proposal, the product and/or service furnished as a result of an award from this solicitation shall be covered by the most favorable commercial warranty the vendor gives to any customer for comparable quantities of the products and/or services and the rights and remedies provided herein are in addition to said warranty and do not limit any right afforded to the City by any provision of this solicitation. The vendor hereby acknowledges and agrees that all materials supplied by the vendor in concurrence with this solicitation and resultant contract shall be new, warranted, and fit for a particular purpose. Current Broadband Infrastructure Evaluation The selected vendor is required to evaluate and provide documentation assessing the existing broadband infrastructure and wireless capabilities of the three areas specified herein. Completed site assessment must be sent to by Tuesday, July 17, Page 12 of 14

15 Progress Reporting Selected vendor shall prepare and submit weekly progress reports to indicating the status of work accomplished under the contract, any problems encountered and corrective actions taken, and a forecast of work for the next report period. Vendor is expected to notify the stated contact in writing of potential risks that may affect the agreed upon timeline as soon as they are detected. Time of Contract Completion The contractor will furnish, install, deliver, and successfully demonstrate all equipment as specified herein and provide the required service manuals and related technical training for AP management within the time frame determined with negotiations. Page 13 of 14

16 Evaluation and Award Process All of the proposals will be evaluated and scored based on the following maximum points. If a contract is awarded, it will be awarded to the responsive and responsible vendor whose offer conforms to the RFP and will be the most advantageous to the City as set forth in the evaluation criteria. Submissions will be evaluated on a 100 point scale using the following weighted criteria: Qualification and Experience 20 Points Offerors will be evaluated based on the combined experience of the team in designing and implementing relevant projects of similar size and scope. Examples and references must be provided in proposal. Technical Proposal 35 Points Responses will be evaluated based on their Wireless Design and Solution. Financial Offer and Capacity 35 Points Proposal cost is evaluated based on technical proposal and how the technical proposal is designed related to cost. The respondent s financial capacity will be evaluated based on benefits to the city, as well as demonstrated capacity to meet the financial obligations, including financial references, experience obtaining project financing commitments, existing portfolio, and any material litigation. Local Business Preference 10 Points Page 14 of 14

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