RFP PIO LED SIGNAGE. ADVERTISEMENT for DIGITAL LED SIGNAGE. for the

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1 RFP PIO LED SIGNAGE ADVERTISEMENT for DIGITAL LED SIGNAGE for the CITY OF COLLEGE PARK CITY HALL The City of College Park is accepting Sealed Proposals from qualified vendors to provide options and prices for the supply and installation of a permanent DIGITAL LED SIGNAGE for the City of College Park City Hall. Sealed proposals will be received no later than 3:00pm, Wednesday, August 5, 2015 at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, Proposals will not be accepted after the above date and time. A bid packet may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from An Informational Conference / Pre-Proposal Meeting is scheduled for 10:00am, Wednesday, July 15, Questions arising afterwards will be accepted via ONLY, to Barbara Gregory, Purchasing Department, at bgregory@collegeparkga.com until 4:00pm, Wednesday, July 22, 2015, with subject line QUESTIONS RFP PIO LED SIGNAGE. An Addendum listing all Q&A, clarifications, etc. will be posted at on or about 4:00pm, Wednesday, July 29, It is always the vendor s responsibility to check the City s website for any/all addenda. As a requirement of this RFP, a five percent (5%) Bid Bond shall be submitted with proposal. The successful proposer will be required to provide Payment and Performance Bond in the amount of one hundred percent (100%) of total 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 PIO LED SIGNAGE FOR CITY HALL 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. Proposals MUST BE TYPEWRITTEN OR PRINTED IN INK. 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 unless otherwise stated in the documents. 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 PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL Page 3

4 RFP PIO LED SIGNAGE FOR CITY HALL Page 4

5 CITY OF COLLEGE PARK PURCHASING DEPARTMENT REFERENCE: RFP - PIO LED SIGNAGE SHOW ALL EXCEPTIONS AND COMMENTS BELOW: SIGNATURE: DATE: RFP PIO LED SIGNAGE FOR CITY HALL 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 and 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 PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL Page 7

8 RFP DOCUMENT REQUIREMENTS & CHECKLIST PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID DOCUMENTS IN THE ORDER LISTED BELOW. 1.One (1) marked Original and two (2) marked Copy of response 2. RFP Document Requirements & Checklist completed, signed and dated 3. Bid Bond of five percent (5%) 4. License number and documentation (as required by applicable State and local laws) 5. Exceptions Sheet (if deemed necessary by vendor) 6. Vendor Questionnaire 7. Contractor Affidavit 8. Proofs of Insurance 9. List of Subcontractors 10.References Request pages 11.Any/All Addenda must be signed and dated and made a part of bid packet 12.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 Date Late responses will not be accepted.faxed or ed responses 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 PIO LED SIGNAGE FOR CITY HALL Page 8

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 2. Comprehensive General Liability Insurance 3. Automobile Liability 4. Umbrella Liability Insurance 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. ** ** ** ** Local Preference Policy: Local Preference may be given to businesses that have a business location within the geographic boundaries of the City of College Park as long as all requirements of the bid have been met. Should a local vendor submit a bid proposal that is not more than five percent (5%) greater than the bid of the lowest non-local vendor for bids up to $150,000 or not more than three percent (3%) greater than the bid of the lowest non-local vendor for bids in excess of $150,000, then the local vendor s bid shall be recommended for approval provided all requirements of the bid proposal/process have been met. This policy shall not apply to any purchases of materials, equipment or services in excess of $1,000,000. IMPORTANT RFP EVENT DATES: RFP release and newspaper advertisement Work week of July 6, 2015 Informational Conference July 15, 2015, 10:00am Last day for questions July 22, 2015, 4:00pm Addendum posted on City website July 29, 2015, 4:00pm Responses Due August 5, 2015, 3:00pm RFP PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL 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 PIO LED SIGNAGE FOR CITY HALL Page 13

14 QUOTE SHEET RFP PIO LED SIGNAGE BID DATE and TIME: August 5, 2015, 3:00pm CITY OF COLLEGE PARK CITY HALL FROM: (Bidder s Name) (Address) (City and State) (Phone number) (Date) $ LUMP SUM BID or written out as Dollars and Cents Includes warranty, as stated in second section of RFP document, page 6, #8. ESTIMATED DELIVERY/COMPLETION DATE ARO (Bidder Signature) RFP PIO LED SIGNAGE FOR CITY HALL Page 14

15 REQUEST FOR PROPOSALS City Hall Digital LED Signage The City of College Park, Georgia is requesting proposals from qualified companies to provide options and prices to supply and install one (1) dual-face LED signage for the City Hall. All documents are available through the City of College Park website at The Proponent is solely responsible for ensuring any addenda are downloaded, reviewed, signed, dated, and included in their proposal. The job will be awarded to the proposal deemed to be the most favorable to the interests of the City of College Park. The City of College Park reserves the right to waive informalities in or reject any or all proposals. The City also reserves the right to negotiate scope and price with the selected preferred proponent, without obligation to any other proponent. The City of College Park shall not be obligated in any manner to any Proponent whatsoever until a written agreement has been duly executed relating to a Council approved proposal. Questions regarding the project may be directed to Barbara Gregory, Purchasing Department, via ONLY, at bgregory@collegeparkga.com until 4:00pm, Wednesday, July 22, Proposals will be accepted until 3:00 p.m. (local time) August 5, Proposals must be submitted using the yellow envelope as label, and clearly marked RFP-PIO LED Signage. 1 P a g e

16 Introduction RFP City Hall Digital LED Signage The City of College Park invites proposals from qualified companies to provide options and prices to supply and install a permanent digital LED sign on the City Hall located at 3667 Main Street. Specifications: 1. SCOPE STATEMENT OF WORK The City of College Park is requesting proposals from qualified individuals/firms for the Purchase and Installation of one (1) dual-face LED Sign at College Park City Hall according to the specifications listed herein. The successful bidder, as Contractor, shall furnish all manpower, trucks or any other equipment necessary to complete the installation of the LED sign utilizing/modifying a new brick base at City Hall and construct the sign base to match the existing brick base at City of College Park City Hall building. The Contractor shall obtain all necessary permits; install a double-faced, internally illuminated electronic sign with a programmable LED message display inside the permanent exterior freestanding monument sign. The firm shall also provide and install all hard-wired equipment and software, programming and training required in order to operate and control the sign from the administrative offices of City Hall. The LED sign shall be configured in such a manner to make a significant visual impact and be clearly visible and legible when driving north or south on College Park Main Street at 35 mph. The sign and message board must be easily readable in the sunlight, and be decoratively lit in order to be seen at night. 2. LOCATION College Park City Hall 3667 Main Street College Park, Georgia P a g e

17 3. SIGN SPECIFICATIONS Proposer shall provide a double-sided LED message display that complies with the following specifications. 3.1 Full Color Range RGB LED message display, minimum 281 trillion colors, minimum 10,000 nits, minimum 20 mm. Proposal shall specify capabilities. 3.2 Internal display component hardware (nuts, bolts, screws, standoffs, rivets, fasteners, etc.) shall be fabricated from stainless steel, aluminum, nylon, or other durable corrosion-resistant materials suitable for the signage application. 3.3 The approximate measurements are: Height: Width Surface materials in the LED active area such as metal, plastic, or other face materials must be designed for low sunlight reflectivity. 3.5 All wiring must be housed inside wire ways. Wire ways should be mounted so that water cannot get into wires resulting in shorts. Wiring shall comply with all federal (national), state, and local codes. 3.6 The display shall be protected from electrical spikes, transient voltage and surges. 3.7 The sign shall be thermostatically controlled and be equipped with a cooling system and rain-tight vents. It shall be ventilated properly and not allow overheating. Intake and exhaust vents associated with the cooling system shall restrict water from entering the enclosure. The current sign has experienced repeated overheating which has caused computer and panel failure. 3.8 The equipment shall be built to withstand exposure to extreme heat, cold, moisture (including humidity), wind, and corrosion and shall be able to operate in ambient temperatures typically ranging from 0 to 110 degrees F. All components shall remain operational under these conditions. 3.9 LED lifetime shall be 100,000 hours to half brightness. 3 P a g e

18 3.10 Panels should have front access for ease of service Prefer that LED panels be universal. Replacement panels to be available should proposer lose ability to provide them. 4. DISPLAY REQUIREMENTS 4.1 The display areas shall be capable of displaying alphanumeric text, three-dimensional graphics, animations, multiple font styles and traveling text, including photos and videos in a wide spectrum of colors. 4.2 Messages must be legible 24 hours per day and in most normally encountered weather conditions as well as during dawn and dusk hours when sunlight is shining directly on the display face or when the sun is directly behind (silhouetting) the display. 4.3 All components must be UL rated. 4.4 The display shall display a full range of alphanumeric text and support the storage and use of a minimum of five (5) English alphanumeric character fonts as well as foreign language character and the ability for other fonts to be downloaded and saved. 4.5 Minimum modes of operation required are: nce messaging scheduling up to three (3) months 5. MESSAGE DISPLAY CONTROLLER Proposer shall provide and install one (1) message display controller that utilizes wireless data transmission in order that it would be remotely controlled and operated from the Recreation Center s Administrative Office and would be operable when the computer is disconnected, turned off or the power is unavailable. The controller must also meet the following specifications: 4 P a g e

19 5.1 Each controller shall be connected to a light sensor allowing each LED display to adjust the level of brightness manually or automatically, according to display direction and lighting conditions. 5.2 The controller shall allow connection to a temperature sensor that provides accurate site temperatures. 5.3 Controller will have a time of day clock/calendar. 5.4 Active messages, stored messages, message schedules, display configuration, time, and date shall be stored in non-volatile memory. No external power will be required to maintain this data. 6. POWER SUPPLY 6.1 The LED and all other components of the sign shall operate on a 110 volt AC power source (120/240 VAC single phase. 6.2 The electronic power supply shall be short-circuiting protected. 6.3 The sign must shut down automatically when reaching a certain temperature to protect against damage, without losing any programming. 6.4 The Contractor shall supply all labor and materials necessary to connect the sign to a City of College Park power source provided by the City. 6.5 The display should have a photocell and dimmer system, which will automatically dim or brighten the intensity of the display during periods of low or high light levels. 6.6 The system should permit the operator to have the capability of overriding the photocell and create either a full brilliance display or dimmer display. 6.7 The sign must have 120 VAC weatherproof duplex outlets for service and maintenance requirements. 5 P a g e

20 7. SYSTEM SOFTWARE REQUIREMENTS Proposals shall include display control software that is compatible with the City of College Park Park s existing IP based computers and Windows operating system located in the Public Information Officer s office in order to operate the sign. System must be compatible with Windows 7 and provide password protection with user specific access/data entry rights. Software shall include profanity protection and accessibility to allow changes from any City network computer. Connection to the display hardware from the system software must be directly connected to a CAT5/CAT5e RJ45 compliant cable or standard based fiber. Wireless connections shall not be the sole connection source. Proposals shall include descriptive literature and detailed software specifications. 8. WARRANTY AND MAINTENANCE The proposal shall include specific, detailed warranty information as well as any maintenance program that is available from the proposing firm. Estimated response time for service and repairs should be included. 9. TESTING AND TRAINING The Contractor must provide a factory-trained technician to test the operation of the sign to the satisfaction of the City of College Park management. The Contractor must also provide the City of College Park with a technician to teach appropriate City staff how to program and operate the sign, plus trouble shooting procedures should be included. Please describe the types of training programs, onsite, webinars, off-site training sessions, phone training, etc. that may be available and the costs related to each of those. 10. PRICE PROPOSAL Proposers shall submit an itemized proposal to provide a complete, turn-key service to manufacture, install and service an LED Sign as specified above. This shall include, but is not limited to, all required permits, materials, labor, supervision, equipment, clean up and haul away and necessary training. Proponents are required to satisfy themselves as to existing conditions of the site and make appropriate allowances when preparing and submitting a proposal. The information provided is the best available at the time proposals are solicited and proponents shall use the available information as a basis for any proposal. The 6 P a g e

21 proponent shall allow for any conditions deemed reasonable and appropriate for the performance of the work as outlined in the Request for Proposal and incorporate such reasonable allowances in their proposal. A proposal shall be prepared and submitted at the sole expense of the proponent and without cost to the City of College Park. All Proposals received by the City of College Park, Barbara Gregory, Purchasing Department, become the property of the City of College Park and as such are subject to the Municipal Freedom of Information and Protection of Privacy Act. A proposal, whether or not it has been accepted, and any rights thereunder, shall not be reassigned by the proponent without the prior written consent of the City of College Park. Any such re-assignment shall not under any circumstances relieve the proponent of any liabilities and obligations under the Proposal. Form of Proposals 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 proponent may not be accepted. Proposals will be accepted until 3:00 p.m. (local time) August 5, Proposals must be labeled using the yellow envelope and clearly marked RFP- PIO LED Signage. Proposals shall not be submitted by or facsimile. Proponents may inquire into and clarify any requirements of this RFP. Inquiries will be accepted via ONLY, to Barbara Gregory, Purchasing Department, at bgregory@collegeparkga.com until 4:00pm on July 22, 2015 with subject line RFP-PIO LED SIGNAGE. It is the proponent s responsibility to clarify any details prior to submitting a proposal. The City of College Park will assume no responsibility for any oral instruction or suggestion. Please note that proposals are not limited to the above items. Any additional information pertinent to the proposal should be included. 7 P a g e

22 Omissions and Discrepancies If a proponent finds discrepancies in, or omissions from, the drawings or other proposal documents, or if he/she is in doubt as to their meaning, he/she should advise the City immediately. Responses, if not already addressed in the RFP, will be addressed in the form of addendum, if required. No oral interpretations will be effective to modify any provisions of the Proposal, unless a written addendum has been issued by the Purchasing Department Administration, prior to the advertised closing date and time. Processing of Proposals On receipt by the Purchasing Department Administration of the properly sealed envelopes delivered by or on behalf of a proponent, envelopes will be marked as to the time and date of receipt and the envelope will be retained unopened until the opening of proposals. City staff may clarify any aspect of a proposal with the proponent at any time after the proposal has been opened. Any such clarification will not alter the proposal and will not be constituted as a negotiation or renegotiation of the proposal. The City of College Park is not required to clarify any part of a proposal. Proposals must contain sufficient detail to support the project being proposed. Incomplete submissions may not be considered. Any clarification of a proposal by a proponent shall not be effective until confirmation has been delivered in writing. In conducting clarification/discussion with proponents, there shall be no disclosure of any information derived from proposals submitted by competing proponents. The City of College Park may make all necessary corrections to any proposal which is in error through addition or extension, the corrected value prevailing. The successful proponent(s) will be notified after the City has reviewed and approved the proposals. The issuance of this Request for Proposal in no way implies that the City will proceed with an order or contract and will not reimburse any proponent for any costs incurred in preparing and submitting and presenting a proposal. 8 P a g e

23 The successful proponent shall be required to enter into an agreement with the City, the execution of which shall be a condition of final and binding acceptance of the preferred proposal, and such agreement shall incorporate the proponent s proposal as performance and implementation criteria. General Requirements The proposal must be completed with all the information requested in the Form of Proposals section. All pricing proposed must include permits, fees, licenses and other ancillary costs included in the pricing. This proposal submission is irrevocable and open for acceptance by the City of College Park until sixty (60) days after the closing of this proposal. Addenda All responses to questions raised during the RFP period will be posted on the City website by means of written addenda. Not a Tender This is Request for Proposals (RFP) and not a tender call. No contractual, tort or other legal obligations are created or imposed on the City of College Park, or any other individual, officer or employee of the City by the Request for Proposal documentation or by submission or consideration of any proposal by the City. Cost of Preparation of a Proposal Proponents shall be solely responsible for their own expenses in preparation and submission of a proposal and in subsequent negotiations or clarifications, if any, with the City. Evaluation of Proposals In order to fully explore all available options, creative and imaginative proposals are encouraged. Proposals will not be evaluated solely on costs. 9 P a g e

24 Selection of the successful proponent will be determined by the City in its sole discretion to be the proposal which is most beneficial to the interests of the City. All proposals will be evaluated for completeness and suitability. We urge all potential contractors to submit supporting documentation as to their qualifications for performing the scope of work. Please attach separate sheet listing comments/conditions if so desired. Please include all proposed equipment specifications showing manufacturer name, model number, depicting unit size, electrical requirements and other pertinent information, if applicable. Provide a life cycle summary of proposed hardware and software, if applicable. Proposals must remain valid for a period of sixty (60) days after P a g e

25 APPENDIX A Photos Proposed location for new sign 11 P a g e

26 CITY HALL SIGN BASE SPECIFICATIONS 12 P a g e

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