request for proposals: rfp number 14-14
TRANSCRIPT
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BIBB COUNTY SCHOOL DISTRICT
PROCUREMENT SERVICES
484 MULBERRY ST
MACON, GA 31201
SUITE 229
REQUEST FOR PROPOSALS: RFP NUMBER 14-14
On the following items
One Site Digital Conventional Voter Radio System
Complete Turnkey system including:
(1) Channel Digital Conventional Voter System for 3 Sites, Antenna & Line
(2) Control Station Radios
(3) Labor, Shipping, training and installation.
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The Bibb County School District takes this opportunity to announce that we are requesting bids for Radio
System Equipment for our Campus Security Located here at Bibb County School District. All bids
should be delivered to the Bibb County School District Purchasing Department Suite 229, 484 Mulberry
Street, Macon GA 31201. Bids will be accepted prior to November 15th
, 2013 @ 11 am at which time
they will be publicly opened and examined. All bids will be evaluated as described in the attached
document time is of the essence and any bids received after the announced time and date for submittal
whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock
stamp in the Purchasing Department. Bidders are responsible for ensuring that their bids are stamped by
Purchasing Department personnel before the deadline indicated. Late bids received will be so noted in
the bid file in order that the vendor’s name will not be removed from the subject
commodity/service list. Late bids will not be considered.
The bid packages outlines the items being solicited and instructions which describe the submission of the
bid. If bid materials require additional envelopes, then all mailing articles must be combined together with
the special envelope on top. If you wish to receive a copy of the bid results, please review the DOAS
website; we will post accordingly.
If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson,
[email protected]. In addition, all communication relating to this bid solicitation,
either before or after the bid opens, must be coordinated through the Purchasing Department. Your
interest and participation in submitting a bid will be appreciated.
Elaine M. Wilson
Director, Procurement Services
TENTATIVE TIMELINE
Release of RFP: October 29th
, 2013
Question Deadline: November 7th
, 2013
Due Date: November 15th
, 2013
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SPECIFICATION
One Site Digital Conventional Voter Radio System
Complete Turnkey system including:
(1) Channel Digital Conventional Voter System for 3 Sites, Antenna & Line
(2) Control Station Radios
(3) Labor, Shipping, training and installation.
1. Description. This Item shall govern for and establish requirements for a three site digital conventional
voter radio system for Bibb County Public Schools.
2. Applicable Specifications and Standards. Reference to specifications, standards, test methods, and
other documents shall be to the issues in effect on the date of the Invitation for Bids. Copies of the
referenced documents may be obtained from the issuing organizations at the addresses shown. The
following publications form a part of this Item to the extent specified herein:
(1) Electronic Industries Association (EIA), 2001 Pennsylvania Ave., N.W., Washington,
DC 20006:
(a) ANSI/EIA 152C Minimum Standards for Land Mobile Communication, FM or PM
Transmitters, 25-866 MHZ.
(b) ANSI/EIA 204D Minimum Standards for Land Mobile Communication FM or PM
Receivers, 25-866 MHZ.
(2) Federal Communications Commission (FCC), 1919 M St. N.W., Washington, D. C.20554:
(a) Code of Federal Regulations 47 CFR 90, Private Land Mobile Radio Services.
3. Definitions. Terminology used in this Item is intended to be generic in nature and consistent with
meanings that have been defined through general use, accepted trade practices, regulatory authorities,
and/or industry standards. Where variant meanings may exist, the applicable interpretation shall be
determined by Bibb County Public Schools. 4. Requirements. Products purchased under this Item shall meet or exceed the following requirements:
(1) General Requirements.
(a) Equipment and accessories shall be new, unused, currently standard products of an
established manufacturer. Submitting contractor must be authorized by manufacturer to
represent for sale and warrant all products contained in the submittal for the specific
geographical area of Bibb County, GA.
(b) Equipment and accessories shall be free of rust, corrosion, scratches, dents, or other defects which
might affect appearance, normal life, or serviceability.
(c) Parts and components not specifically mentioned in this Item but which are required to provide a
complete operating system or which are standard for the model bid, shall be included as part of the
equipment furnished.
(d) Component selection shall be in accordance with the component manufacturer's recommendations for
maximum life.
(e) Modular construction, with maximum use of integrated circuitry, plug-in-circuit boards and modules,
and printed circuits, shall be employed.
(f) Details not specified herein shall be in accordance with standard commercial practices for products of
this type.
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(2) Registration. All equipment shall comply with all applicable FCC requirements. All components shall
meet or exceed all applicable EIA standards. 3-6 8646 6-01
(3) Performance. All proposed equipment shall meet or exceed the performance requirements specified
herein.
(4) AC Power Supply. Stations shall operate from a 120 VAC (+/-10%), 60 Hz input.
(5) Special Requirements. Special requirements, if any, not contained in this Item, shall be described on
the plans.
(6) Uninterruptable Power supplies and/or generators for radio and console will be provided by Bibb
County Public Schools and are not included as part of this Bid.
5. Testing. All tests and measurements shall be in accordance with applicable EIA Standards. In the event
products tested fail to meet or exceed all conditions and requirements of this Item, the cost of the samples
used and the cost of testing shall be borne by the Contractor.
6. Samples. No pre-purchase or pre-shipment samples shall be required.
7. Submittal Requirements. Three (3) sets of submittal data, i.e. cut sheets (data sheets) for the
equipment and tower shall be submitted.
8. Inspection. Products furnished under this Item shall be inspected by, or at the direction of the
Contractor and Bibb County Public Schools Chief of Campus or the Chief’s designated representative.
9. Warranty. Warranty for the Radio system shall be (2) Years. During this warranty period, the
Contractor shall repair or replace defective components/units at no cost to Bibb County.
10. Availability of Service. Factory authorized service shall be available with a 90 minute response time
for critical component failures.
11. Instruction Books/Manuals. The supplier shall furnish a copy of operating instructions for each item
delivered. An address for reordering manuals shall also be included.
(1) Installation and Maintenance Manuals. Printed, comprehensive installation and maintenance
manuals assembled with covers and conforming to the specific equipment supplied shall be
furnished. The manual shall include a material list which shall contain the replacement part
numbers and description with applicable values of all components used.
(2) Quantity. Two complete sets of manuals, for the system infrastructure shall be furnished to
Bibb County.
(3) Deviations. Any changes to, or modifications to, standard units or components required to
meet these specifications shall be fully documented and included in the manuals provided.
12. Labeling. Each station shall bear a securely affixed and durable label on the outside of the
case with the following information:
1. Manufacturer's name or recognized trademark,
2. Model number,
3. Serial number,
4. FCC identification number or Part 15 compliance statement if required.
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13. Compliance. In order for consideration to be given to the bid on an item under this Item, the
Contractor must comply with the following conditions:
(1) Equipment Identification. The make, model number, name of manufacturer, brand or trade
name, etc., as applicable, of the item which the Contractor proposes to furnish must be stated as
part of the bid.
(2) Proof. The Contractor shall bear the burden of proof of compliance with this Item.
(3) All contractors must comply with all laws imposed by the State of Georgia Licensing Board
for General Contractors.
14. Installation. The Contractor shall install the systems at the locations indicated below.
Location:
Address: Bibb County Public Schools Maintenance Dept. 2448 Roff Ave., Macon, GA
15. Digital Conventional Voter Radio System General: The system shall consist of 1 VHF
digital voter repeater, 1KTI-3M Interface units and 3 voter receivers (NXR-710). The Main
repeater will be located at the Bibb County Public Schools Maintenance Dept 2448 Roff Ave.,
Macon, GA.
The 3 voter sites will be located at Howard Middle School Campus 6600 Forsyth Road, Rutland
Middle School Campus 6260 Skipper Road, Macon, GA and McAfee Towers 1212 Gray Hwy,
Macon, GA.
Any fees associated with obtaining additional frequencies must be included as part of this
proposal. Contractor is responsible for all equipment and labor necessary to connect systems for
three site operation. Equipment at the site will be installed in 7 foot equipment racks. The racks
will be secured and grounded per industry-standard specifications. Each channel in the system
will utilize 110 W power amplifiers. Contractor is responsible for supplying all material and
labor necessary to complete a turnkey three site digital voter radio system including multi-coupler
systems, power systems and software required to control and manage the system. Some minimal
specifications for the site are listed below. Contractor is responsible for providing ALL
equipment (listed below or not) necessary to complete system installation.
16.1 Site:
Site 1
Quantity/Description
1 VHF Digital NXDN Conventional Repeaters, very narrowband 6.25 KHZ Option
4 100 Watt VHF amplifiers with power supplies
4 Duplexers
KTI-3M Interface Unit, System Manager Software, Lighting Arrestors TX and RX, AC Circuit
Protectors
Site 2, 3 and 4
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1. VHF Digital Conventional NXDN Repeaters :(1 at Each Site), Very Narrowband 625 KHZ
option Power Supply
(2) KWD-NX10VTR/KTI-3M Interface Units, Lighting Arrestors, AC Circuit Protectors
(3) Multicouplers
2. Weather Proof Cabinet, with the following specifications:
VHF Models ( 136-174 MHz) NXDN Available for both Digital and Analog mode RF &
Controller packed in an 2U height (88 mm) unit Repeater or Base Station Operation Available
100 W Output Power Maximum 30 Channels Programmable per site IP Network Capability
10/100 Base-T Ethernet Network Interface DB-25 Accessory Connector Programmable AUX
I/O's. DTMF AUX Output Control/Input Real time monitoring; Individual and Group and All
Group Calls External LTR Controller Interface; Built in 16 QT/DQT Repeater Control AMBE +
2 VOCODER P25 Compatible.
16.2 Mobile and Portable Programming:
It is up to the Contractor to work with Bibb County Public Schools to build a comprehensive
communications plan. Contractor is responsible for programming all mobile and portable radio
equipment. Any charges for programming must be included as part of this submittal.
17. Radio System Specifications: We currently have a NEXEDGE VHF Repeater system, along with
VFH 25W 2CH M Control Station here that the BOE utilized by our transportation department.
17.1 Digital Repeaters: We have a NEXEDGE VHF Repeater currently housed within the transportation
department.
17.2 Minimum Digital Systems & Networks Features
Digital System networks must be designed to provide all the benefits of the latest DAP-driven LMR
digital voice technologies, trunked system efficiency, IP network, wide area calling, secure digital voice
and an array of advanced digital communications feature sets.
NXDN
OTAP
Digital Conventional
FM Conventional
IP Wide Area Networks
Advanced Digital Audio
AMBE+2 VOCODER
Secure Voice
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GPS with Voice
Individual & Group Calling
Over-the-Air Caller ID
17.3 General System Requirements:
Multi-Mode
All equipment proposed must support NXDN digital conventional and FM conventional for mixed system
use and graceful migration. Base units include FM conventional repeater control and external interface
for conventional or LTR® trunking controllers.
Advanced Digital Audio
All equipment proposed must utilize advanced DSP coding, DVSI AMBE+2 VOCODER technology and
have a field-proven low BER rate modulation method resulting in high quality digital audio performance
that extends the effective communication range more than FM.
Secure Voice
All equipment proposed must provide an inherent level of security via its digitally encoded air interface.
Proposed radios must also include a digital voice scrambler for digital modes and an inversion scrambler
for basic security in FM mode.
Integrated Data Services
Proposed system must also support status and text messaging features for routine canned and free-form
text messaging.
System Management
The proposed system must have real time monitoring, which includes firmware updates of repeaters.
Spectrum Efficient Technology
Proposed digital system must allow for digital air interface operating in a true 6.25 kHz bandwidth mode.
17.4 Digital Voting Requirements
IP Multi-Site Networking
Digital system must utilize VOIP technologies to eliminate costly leased line expenses. Digital System
networks must use commercial 10/100 Base-T Ethernet switches or greater and routers eliminating costly
hardware switch solutions.
Voting
All equipment must be compatible with a multi-site voting system. Voter satellite sites must be linked via
IP to the central site. Receivers are the same as repeaters except no power output. There will be zero
watts transmitted at each voter site. Subscribers automatically search for the best accessible sites while
moving throughout a network using advanced control channel RSSI & BER hunting algorithms.
Late Entry (GID & now also UID Calls)
Proposed subscriber units must automatically join group or individual calls already in progress after
powering on or entering system coverage.
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ESN Validation-
Proposed subscriber units must have a unique factory embedded Electronic Serial Number. Each
subscriber unit can be validated for network access at the time of registration (networks only).
UID Registration-
Proposed system must register individual UID’s to receive individual private calls as a unit roams through
the network.
50 Site Networks
Proposed digital System network must accommodate up to 50 sites of 30 channels per site for seamless
wide area calling and fleet unit roaming.
Proposed repeaters must be a full featured, integrated high specification repeater station. It is specially
designed for the demanding requirements of public safety applications where large fleets are supported
and continuous duty operation is needed.
Repeater Digital features must include:
• OTAP
• Auto registration & deregistration
• Stun & Kill
• Password protection
• Up to 30 channels per site
Conventional features must include (some specific to protocol):
• Maximum 512 channels
• QT/DQT encode and decode
• Priority scan
• Time-out-timer
• Talk around
• Busy channel lockout
• Compandor
18. Contractor Qualifications:
The minimum qualifications of the contractor will be as follows:
• The contractor shall have an overall knowledge of the system design, verified experience working
with communications systems, and an understanding of the County’s communications
infrastructure.
• The contractor must be an authorized agent of all proposed equipment and have qualified service
technicians for 2-way radio repair.
• The contractor must have a safety certified tower climber on site during all climbing work.
• The contractor shall demonstrate by reference that they can implement and maintain a system of
this type. Please list 3 references that you installed and maintained that are similar.
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The contractor must have a service facility located within forty-five miles of Bibb County Public
Schools facility and capable of 24/7 response for both emergency and non-emergency service
with a 90 minute response time.
Submitting Contractor must be authorized by the manufacturer to represent the products
submitted. Bibb County Public Schools will not accept bids from any third party (agents) that do
not have a direct authorized relationship with contractor.
Bibb County Public reserves the right to choose whom they feel appropriate regardless of price.
The contractor will comply with all E-verify requirements.
The contractor will adhere to any bond requirements as indicated by BCSD
The contractor will provide training as requested by BCSD The contractor will provide manufacturer warranty, as well as additional warranty options once
the manufacturer warranty is expired.
The contractor will provide option for Technical Support for the duration of the contract.
The contractor will maintain Workers Compensation (WC): Statutory Limits – required in all contracts
Bodily injury by Accident – each employee $ 100,000
Bodily injury by Disease – each employee $ 100,000
Bodily Injury by Disease – policy limit $ 500,000
19. System Pricing
We, the undersigned, propose to furnish the equipment, installation, training, and other goods and
services listed below and guarantee that if we are awarded the contract, we will furnish all this in
accordance with the attached specifications.
I. Complete Turnkey system including.
Main 1 Channel Digital Conventional Voter System for 4Sites:
(3) Voter site Receivers w/voting Units. Antenna & Line
(3) Control Station Radios
(3) Labor, Shipping, training and installation
20. Submittal Instructions:
Send all information via postal mail, post marked before the deadline date. Please include the Bid
Number: RFP 14-14 on the FRONT of the package. The bid submittal should include the following
documents:
Commitment to Perform
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Appendix A
COMMITMENT TO PERFORM AS PROPOSED (Print or Type)
Name of Company: __________________________________________
Address of Company: __________________________________________
E-Mail Address: __________________________________________
Business Telephone Number: __________________________________________
Fax Number: __________________________________________
Printed Name and Title: __________________________________________
Signature: __________________________________________
Date: __________________________________________
The full names and addresses of persons and firms interested in the foregoing proposals as principals are as follows:
__________________________________________________________________
__________________________________________________________________
The legal name of the Offeror is:
__________________________________________________________________
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Appendix B
VENDOR REGISTRTION FORM
Thank you for your interest in doing business with Bibb County Public School system. In order to become an
active vendor within our district, you will have to complete the following documentation.
Instructions*:
All information must be provided in order to approve your vendor registration form.
The NIGP Codes are three digits codes for categories of goods and services. You must select one
(1), primary class code and up to six (6) secondary codes that your company can provide.
You must have a valid Fed Tax ID Number or a Social Security Numbers
The remit to address must be provided; this is where all PAYMENTS will be mailed. If the
physical mailing address is different from the Remit to address, please indicate on the form.
Please provide fax number and email address.
Please select the preferred way of receiving Purchase Orders for processing, mail, email, or fax.
The vendor is responsible for notifying the Procurement Office for all changes that may be
requested on the Purchase Orders.
The vendor is responsible for updating the vendor registration form, if anything changes are
within the vendor file.
The vendor must adhere to the E-Verify qualification, understand the Immigration Reform Act.
Company Name: _______________________________________________________
Company Address: _______________________________________________________
Remit To Address: _______________________________________________________
City: _______________________ State: _______________________ Zip:__________
Country: _____________________ Contact Name: ___________________
Telephone Number: __________________________ Fax Number: ___________________
Email Address: __________________________________ Website: _____________________
Please indicate if you are considered a Minority Vendor within the guidelines provided by the State of Georgia.
YES ______________ NO_______________
E-Verify Number: _________________________________________________
Federal Tax ID Number or Social Security Number: _______________________________
NIGP Class Code Primary: _________________
NIGP Class Code (Additional Codes) (Please use three digit commodity code)
__________________ _________________ __________________ _________________
**Items marked with an asterisk are required fields. Form will be considered incomplete unless all mandated fields
are completed**
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Appendix C
Must be include with the proposal
PROPOSAL CERTIFICATION (Print or Type)
I certify that I have read and understand the terms and conditions herein except as stated below. I further state that I
am and/or my company is capable, able to, and will provide the requested products and/or service described herein.
I am the owner or agent of the company stated below and am authorized and empowered to contract. By my
signature on this IFB, I/we guarantee and certify that all items included in my bid meet or exceed specifications.
I certify that this quotation is made without prior understanding, agreement, or connection with any corporation,
firm or person submitting a quotation for the same materials, supplies, equipment, or services and is in all respects
fair and without collusion or fraud. I understand 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 the quotation and
certify that I am authorized to sign this quotation for the Contractor.
SUBMITTED BY________________________________DATE _______________
TITLE__________________________EMAIL: ____________________________
COMPANY NAME____________________________________________________
ADDRESS__________________________CITY______________ST_____ZIP_______
TELEPHONE NUMBER______________FAX NUMBER___________________
COMPANY WEBSITE _________________________
SIGNATURE ________________________________________________________
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Appendix D
Must be included with this proposal
Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services on behalf of Bibb County School District has registered with, is authorized to
use and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established in
O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work
authorization program throughout the contract period and the undersigned contractor will contract for
the physical performance of services in satisfaction of such contract only with subcontractors who
present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and date of
authorization are as follows: _________________________________ ___________________________
Federal Work Authorization User Identification Number Date of Authorization
_________________________________ _________________________
Name of Contractor Name of Project
_________________________________
Bibb County School District
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in ____________________(city), ______(state).
__________________________________________
Signature of Authorized Officer or Agent
__________________________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME:
ON THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC: My Commission Expires:
_________________________________
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Appendix E
Must be included with the proposal
Certificate Regarding Debarment, Suspension, Ineligibility
The Bibb County School District is a recipient of Federal monies. As such we require that participating
vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal
government or any agency thereof.
The prospective participant certifies, by submission of the proposal, that neither it, nor its principals, is
presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from
participation in this transaction by any Federal department or agency.
__________________________________________________________________________________________
Organization Name
__________________________________________________________________________________________
Name(s) and Title(s) of Authorized Representative(s)
__________________________________________________________________________________________
Signature(s) Date
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APPENDIX F:
PROPOSAL
TO: Bibb County Public Schools
The bidder may choose to bid on any or all options provided below:
The undersigned, as Bidder, declares that he has carefully examined an annexed proposed form
of Contract and the Specifications therein contained and that he proposes and agrees that if his
Proposal is accepted, to provide the necessary machinery, tools, apparatus, and other means of
construction, and will furnish all materials and labor specified in the Contract, or called for by
the specifications, or necessary to complete the Work in the manner therein specified within the
time specified, as therein set forth for the following unit prices, to wit:
Option 1: One Site Digital Conventional Voter Radio System - Complete Turnkey system
including (3) Channel Digital Conventional Voter System for 3 Sites, Antenna & Line (3),
Control Station Radios (3), Labor, Shipping, training and installation.
ITEM NO. ITEM QUANTITY RATE AMOUNT
Site 1 VHF Digital NXDN Conventional Repeaters 1
Very Narrowband 6.25KHZ option
100 Watt VHF amplifiers with power supplies 3
Duplexers 3
KTI-3M Interface Unit
System manager software
Lightning Arrestors TX and RX
AC Circuit Protectors
Site 2 &3 &4
VHF Digital Conventional NXDN Repeaters
(1 @ each site)
Very Narrowband 6.25KHZ option
Power supply
(2) KWD-NX10VTR/KTI-3M Interface Units
Lightning Arrestors
AC Circuit Protectors
(2) Multicouplers
3
Labor/Installation:
Shipping/Training/Other:
OPTION 1: TOTAL BID: $