HomeMy Public PortalAboutAV Cabling RFP 2014-647_StructuredCablingServicesPage 1 of 12
RFP # 2014-647
CITY OF TYBEE ISLAND
TYBEE ISLAND, GEORGIA
IS ISSUING THIS REQUEST FOR BID FOR THE FOLLOWING DESCRIBED HEREIN:
STRUCTURED CABLING SERVICES FOR PUBLIC SAFETY BLDG
The City of Tybee Island is requesting bids for STRUCTURED CABLING SERVICES FOR THE PUBLIC
SAFETY BUILDING. Bidders shall offer services and materials which may be upgraded with optional
services and materials which may not be purchased at time of bid award. Bidder shall specify in the bid the
delivery schedule for the products and services from time of notification of award of bid.
BIDS ARE TO BE RETURNED NO LATER THAN: JUNE 11, 2014 AT 10:00AM
BIDS WILL BE OPENED ON JUNE 11, 2014 AT 11:00AM AT CITY HALL.
ALL RESPONDENTS ARE INVITED TO ATTEND.
The City is seeking a total bid package for service/materials equal to or exceeding specifications set forth on
the attached pages. Those not meeting these standards will be rejected. The attached material specifications
become and remain a part of this request for bid
All responses, inquiries, or correspondence relating to, or in reference to, this request for bids, and all
reports, charts, displays, schedules, exhibits and other documentation by the bidders shall become the
property of the City when received. The City retains the right to use any or all ideas presented in any bid to
the invitation to bid, whether amended or not. Selection or rejection of the bid does not affect this right.
Mail bid to: BID NUMBER 2014-647 STRUCTURED CABLING
MELISSA FREEMAN
403 BUTLER AVE
PO BOX 2749
TYBEE ISLAND, GA. 31328
Inquiries or other need for clarification in this document should be submitted no later than
June 9, 2014.
Questions to: Todd Smith
912-472-5111
Cell (912) 844-6742
Email: tsmith@cityoftybee.org
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METHOD OF AWARD: Contracts shall be awarded to the lowest, responsive, and responsible bidder.
Bidders must respond completely by filling in all applicable blanks. Bids are subject to the terms and
conditions of this Request for Bid.
Signature of bidder indicates that bidder understands and will comply with attached terms and conditions
and all other specifications made a part of this invitation for bid and any subsequent award or contract. All
terms, conditions and representations made in this invitation will become an integral part of the contract.
Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse
the bidder, in whole or in part, for any costs associated with preparation, submission, or
presentation of bids.
WAIVER: The City of Tybee Island reserves the right to reject any or all bids received. The City reserves
the right to waive any variances from original bid specifications in cases where the variances are considered
to be in the best interest of the City.
I. Scope of Work
Vendor will provide parts, materials, installation and testing. A Communications Plan drawing is
included in this RFP.
Installation of Cat5e (ANSI/TIA/EIA 568 B.2-1 & ISO/IEC 11801 Ed. 2.0) plenum (NFPA 262)
cabling for all data locations with a 6 ft. service loop at the Device Cable Termination (DCT)
Installation of Cat5e and RG6 plenum cabling for all video locations with a 6 ft. service loop at the
DCT
Provide new wiring from IDF area to DCT.
Provide a single, 2-post, 19-inch rack in IDF (Telecomm Room) area.
Provide 1 each, Cat5e 568B, 48-port and 12-port network patch panels installed in rack.
Provide a single, 2-post, 19-inch rack in IDF (AV Room) area.
Provide a 16-port F-connector patch panel installed in rack (AV Room).
Provide a Cat5e 568B 24-port patch panel installed in rack (AV Room).
Termination of data cables in IDF areas at provided patch panel shall be standard single Cat5e RJ-45
plug.
Termination of Cat5e cables at DCT shall be a single modular RJ45 jack and wall plate.
Termination of RG6 cables at DCT shall a single CATV F-Connector and wall plate.
All RG6 DCT locations shall use combination RJ45 and RG6 connectors in a single wall plate.
Termination of RG6 in IDF area patch panel shall be CATV F-Connector
All terminations at DCT and IDF areas shall be correspondingly labelled/numbered.
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II. Submission Requirements
A. All submissions must be accompanied by copies of the necessary licenses of the parties
making the proposals.
B. All persons wishing to submit proposals shall submit one (1) original proposal and five
(5) complete copies in an 8 ½” by 11” format and one (1) original contract that is consistent
with the proposal.
C. Bids and all required or requested supplemental materials in compliance with the
attached specifications shall be submitted to the above address. Supplemental materials will
not be accepted after the bids have been opened, unless requested by the City. All
responses, inquiries, or correspondence relating to, or in reference to, this request for bids,
and all reports, charts, displays, schedules, exhibits and other documentation by the bidders
shall become the property of the City when received. All bids submitted in response to this
invitation for bid shall become the property of the City. The City retains the right to use
any or all ideas presented in any bid to the invitation to bid, whether amended or not.
Selection or rejection of the bid does not affect this right
D. Required Information:
Please submit the following information in the order requested.
1. Name, address, phone number, fax number, and e-mail address of the person or firm
submitting the proposal. Provide the name of the contact person and person authorized
to contract for the firm.
2. The proposer’s qualifications to meet the City’s objectives and perform tasks listed in
the proposal. This shall include the size of the firm, office location from which the
service is being performed and nature of staff and equipment to be employed. Job
descriptions and pay classifications of the proposer’s positions and employees shall also
be included.
3. All materials proposed on this Project must be purchased from U.S. based companies
with preference given to those located within the state of Georgia. All products are
intended to achieve higher energy efficiency of buildings located within Memorial Park
and product specifications and descriptions are required as a part of the Proposal
submittal.
Please include a bid sheet, W-9, vendor application, affidavit verifying status, and contractor
affidavit which can be found at the end of this request.
IV. Limitations
A. This Request does not commit the City to the award of a contract or to pay any
costs incurred in the preparation for a response to this Request.
B. The City may or may not require the prospective proposer to participate in
negotiations and to submit additional technical information or other revisions to
their Proposal as may result from the negotiations.
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C. The City reserves the right to reject any or all Proposals, to waive informalities, to
request additional information, and to award a contract deemed most advantageous
for the City.
V. Minimum Requirements for a Proposer
A. Proposals shall be considered only from firms normally engaged in performing the
type of work specified with the Request for Proposal. In the determination of the
evidence of responsibility and ability to perform the required services by the
proposer, the representatives of the City shall determine whether the evidence of
responsibility and ability to perform is satisfactory. The representatives of the City
reserve the right to reject any or all proposals.
B. Previous experience in the performance of projects of a similar nature to ensure
timely and efficient completion.
C. The individual/firm warrants that he/she is fully qualified, with adequate personnel
and experience to undertake the services required within a reasonable time.
D. The proposer shall be an equal employment opportunity employer and shall adhere
to any applicable local, state, or federal affirmative action requirements.
E. The proposer shall provide bonds which shall remain in effect for the full term of
the subsequent contract. Upon activation of the contract, the successful contractor
shall provide Performance and Payment Bonds.
VI. Criteria for Evaluation and Award
The successful Proposer will be selected based upon the best response offered to the City.
Proposers may be requested to give an oral presentation after submission of responses
should the City find it necessary to determine which is best received.
Evaluation Criteria: Submitted proposals will be evaluated and scored based upon the
following criteria:
Criteria Points Assigned
Understanding of Project 25
Ability to Meet Time Frame 15
Past Experience 35
Pricing 25
VII. Incurred Expenses
The City is not responsible for any expenses which proposers may incur in the preparation
and submittal of proposals requested by this RFP, including but not limited to, costs with
travel, accommodations, interviews, or presentation of proposals.
City of Tybee Island
TERMS AND CONDITIONS
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DEFINITIONS. As used herein, the following terms shall have the meanings set forth below,
whether or not capitalized.
(a) “Purchase Order” or “Order” means this purchase order.
(b) “Buyer” means The City of Tybee Island.
(c) “Seller” or “Vendor” means the party furnishing the supplies under this order.
(d) “Supplies” means what the Seller furnishes the Buyer under this order and includes with
limitation, the following; (1) the work; materials; articles; deliverable items, items, data
and services, whether tangible or intangible or any combination thereof; and (2) what is
leased or licensed, pursuant to the lease(s) or license(s) signed by both the Buyer and the
lessor or licensor if attached to and made a part of this order.
(e) “Loss” means any or all the following: claims, liabilities, damages, losses, costs, or
expenses (including reasonable attorneys’ fees and expenses and other legal costs).
ACCEPTANCE. This order constitutes an offer which shall become a binding contract upon the
terms and conditions herein set forth upon acceptance by Seller either by acknowledgement of this
order or commencement of performance. Buyer objects to any difference, conflicting or additional
terms proposed by Seller in the acceptance of this order, and no such terms shall be effective
unless expressly accepted by Buyer in writing. Each shipment received by Buyer from Seller shall
be deemed to be only upon the terms and conditions contained in this order, except by such written
instrument modifying the order, signed by Buyer, notwithstanding any terms and conditions that
may be contained in any acknowledgment, invoice, or other form issued by Seller and
notwithstanding Buyer’s act of accepting or paying for any shipment, or similar act by Buyer.
PRICES. Seller represents that the prices, terms, warranties, and benefits contained in this order
are comparable to or better than those offered to any other customer of Seller for items which are
the same or substantially similar. Buyer shall receive the benefit prospectively or retrospectively if
Seller offers any item or service included in this order to any other customer at a lower price, more
favorable terms, more favorable warranties, or more favorable benefits up to one year after
completion of this order.
DELIVERY. Any delivery schedule made a part of this order is an important, material condition;
time is of the essence of the order. Unless otherwise agreed to in writing. Seller shall not make
material commitments or production arrangements in excess of the amount or in advance of the
time necessary to meet Buyer’s delivery schedule. It is Seller’s responsibility to comply with this
schedule, but not to anticipate Buyer’s requirements. In addition to any other rights or remedies,
Buyer may cancel all or any part of this order for Seller’s failure to deliver in strict accordance
with the delivery terms set forth herein. Seller shall promptly notify Buyer of any anticipated delay
in the delivery date and Buyer may require Seller to ship by alternate means in order to expedite
delivery. Any additional costs shall be paid by Seller and Seller shall be liable for all resulting
damages to Buyer occasioned by the delay. Delivery shall not be deemed to be complete until the
items have been received and accepted by Buyer. Advance and excess shipments may at Buyer’s
option be rejected and returned to Seller at Seller’s expense.
TRANSPORTATION. Except as otherwise provided on the face of this order, transportation
charges on Supplies shall be f.o.b. destination, at Seller’s sole cost and expense. Risk of loss from
any casualty to supplies ordered hereunder, regardless of cause, shall be Seller’s responsibility
until goods have been delivered to Buyer’s designated delivery post. No insurance or premium
transportation costs beyond the price listed in this order will be allowed unless authorized by
Buyer in writing. If Seller does not comply with Buyer’s delivery schedule, Buyer may, in addition
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to any other rights that Buyer may have under this order, require delivery by fastest way, and
charges resulting from the premium transportation must be fully prepaid and absorbed by Seller.
WARRANTY. Seller warrants that all supplies delivered pursuant to this order shall strictly
conform to the applicable specifications (including without limitation information or functional
performance, material content, size, appearance, response time, etc.), shall be free from all defects
and workmanship in materials including latent defects, shall be free from defects in design and
suitable for their intended purpose, and shall be free from all claims, encumbrances, and liens. This
warranty shall survive inspection, delivery and payments shall run to Buyer, its successors, assigns
and the users of the items and shall not be deemed to be exclusive. Seller agrees to indemnify,
defend and hold Buyer, Buyer’s employees, and those for whom Buyer may act as agent, harmless
from all damages, including consequential and incidental damages, incurred or sustained by Buyer
by reason of any breach of any warranty with respect to the supplies purchased. Buyer shall be
promptly reimbursed for all expenses incurred in the handling, inspection and return of defective
items, and Seller shall bear the risk of loss on all such items. If any of the supplies are found at any
time prior to acceptance to be defective in material or workmanship, or otherwise not in
conformity with the requirements of this order, Buyer (in addition to any other rights which it may
have under warranties or otherwise) may at its option (1) correct or have corrected the
nonconformity at Seller’s expense, or (2) reject and return such supplies or other deliverable items
at Seller’s expense, such supplies or other deliverable items not to be replaced without suitable
written authorization from Buyer.
CHANGES. Buyer may at any time request in writing changes to this order in the specifications,
packing, shipment, quantities, delivery schedules, and other matters. If any such change causes an
increase or decrease in the costs of or the time required for performance, Seller shall immediately
notify Buyer. Any request for an equitable adjustment must be made in writing with 30 days from
the date of the written request for the change. No additional charge or change in the specifications,
packing, shipment, quantities, delivery schedules, and other matters will be allowed unless
authorized by Buyer in writing.
TAXES. The Buyer, a municipality in the State of Georgia, is exempt from Georgia Sales Tax
under the Sales and Use Tax ID # 302 526 178. All sales and use tax due on materials purchased
by the city for installation by the seller under this contract are the responsibility of the contractor.
ASSIGNMENT. Neither this order nor any interest herein may be assigned, in whole or in part, by
Seller without the prior written consent of Buyer. Notwithstanding the above, Seller may assign
any monies due or to become due to him hereunder, provided that such assignment shall not be
binding upon Buyer until receipt of a copy of the assignment agreement is acknowledged and
approved by Buyer in writing.
SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order,
including completed or substantially completed items or major components thereof, without
Buyer’s written consent. Nothing in this order shall be seen as prohibiting Seller’s purchase of
standard commercial articles, raw materials, or other supplies specified in this order if these are
typically purchased by Seller in the normal course of business.
TERMINATION. Buyer may terminate or suspend performance under this order in whole or in
part from time to time by sending written notice to Seller. Upon receiving notice of such action by
Buyer, Seller shall immediately comply with its terms and take all reasonable steps to avoid
incurring any additional costs under this order. Buyer’s sole liability to Seller shall be for items
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completed and delivered to Buyer in accordance with this order and for Seller’s reasonable costs to
the date of termination, such costs being solely attributable to this order and not being recoverable
from other sources.
INDEMNIFICATION. Seller agrees to indemnify, defend and hold Buyer, Buyer’s employees,
and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities for
injuries or death of persons or damages to or destruction of property; (2) any other Loss caused by
or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers or employees
in the performance of this order; (3) any Loss caused by or resulting from the supplies purchased
under this order, (4) any intended use of products or materials provided by Seller; (5) any defective
products or materials provided by Seller, including without limitation the use or disposal of
hazardous and/or toxic materials, such materials to include at minimum all materials recognized by
the Environmental Protection Agency as hazardous; or (6) any breach by Seller of any express or
implied warranties. If Seller’s work hereunder involves operations by Seller’s agents,
subcontractors, suppliers or employees on Buyer’s premises or any place where Buyer conducts
operations, Seller shall take all necessary precautions to prevent the occurrence of any injury or
damage to persons or property during the progress of such work. Further, Seller shall indemnify,
defend and hold Buyer, Buyer’s employees, and those for whom Buyer may act as agent harmless
for any injuries occurring to Seller’s agents, subcontractors, suppliers or employees and Seller
shall maintain public liability, property damage and employee’s liability and compensation
insurance sufficient to protect Buyer from any claims under any applicable law, statute, or
regulation.
MODIFICATION; WAIVER. No waiver or modification of this order shall be effective unless
in writing and signed by both of the parties hereto. Failure of either party to enforce its rights under
this order shall not constitute a waiver of such rights or any other rights.
ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their
agreement and also as a complete and exclusive statement of the terms thereof, any prior or
contemporaneous oral or written agreements as to the same subject matter notwithstanding.
INVALIDITY. In the event that any provision of this order is declared invalid, illegal, or
otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be
affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall
be valid and shall be enforced to the fullest extent permitted by law.
DRUG FREE WORKPLACE. By accepting this order, the Seller certifies that he shall provide a
drug free workplace for his employees in accordance with the laws of the State of Georgia.
SPECIFICATIONS, PROPOSALS, BID DOCUMENTS. The documents which form the basis
for this order shall include the plans and specifications and bid documents as attached hereto,
together with any other documents so listed and enumerated, if any, and it is expressly understood
that any special conditions listed and attached hereto are specifically made a part of this contract.
APPLICABLE LAW. The provisions and performance of this purchase order shall be governed
by the laws of the State of Georgia and applicable federal law. Seller agrees to bring any and all
actions relating to this purchase order only in the state and federal courts located within Chatham
County in the State of Georgia.
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APPROPRIATION. Notwithstanding, any other provision hereof , this agreement shall terminate
at the end of each calendar year without liability or obligation on the part of the city in any
calendar year where the City has not appropriated funds for the obligations hereunder for the next
calendar year.
PROTEST POLICY Any offeror who is aggrieved in connection with a solicitation or award of a
contract may protest to the Purchasing Agent. The protest shall be made to the purchasing office
having responsibility for initiating the solicitation. The protest must be submitted in writing within
7 calendar days after knowledge of the facts and occurrences giving rise to the protest. The protest
shall: include the name and address of the protestant; include the solicitation number, contain a
statement of the grounds for protest; and specify the ruling requested from the purchasing office.
Awards will be held at bay until the protests are resolved.
PAYMENT The bidder shall specify terms of payment. The City of Tybee Island’s preferred method of
payment is by purchasing credit card.
INSURANCE REQUIREMENTS Contractor shall provide a Certificate of Insurance naming the
City of Tybee Island as also insured, a 30 day cancellation notice, indicating the following
minimum coverage:
Comprehensive General Liability $2,000,000.00
Automobile Public Liability $2,000,000.00
Workman’s Compensation Insurance equal to the statutory requirements.
TAXES The City of Tybee Island, Georgia is not subject to any State or Federal taxes. Documentation will
be provided with the invoice at the time of payment, if requested.
DELIVERY: F.O.B. DESTINATION 403 Butler Ave, Tybee Island, Georgia 31328 unless otherwise
stated.
TERMINATION OF CONTRACT The City reserves the right to terminate the contract for reasons of
violations by the successful bidder of any term or condition of the contract by giving thirty (30) days
written notice, unless otherwise stated herein, stating the reasons therefore and giving the party ample time
to remedy the deficiency.
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QUOTATION SHEET
A. Description:
TOTAL COST:
$___________
Quotation Expiration date: ___________________________________________________
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City of Tybee Island, PO Box 2749, Tybee Island, GA 31328
912-786-4573 | (fax) 912-786-9465
What products/services do you provide to the City of Tybee Island:
_________________________________________________________________________
_________________________________________________________________________
To whom shall we direct the Purchase Order?
Sales Contact:______________________Email:__________________________________
Phone#______________________________ Fax#________________________________
Location: _________________________________________________________________
To whom shall we direct Payment?
A/R Contact: _______________________ Email:_________________________________
Phone#_____________________________ Fax#________________________________
Remittance Address:________________________________________________________
Our terms are Net 30.
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Affidavit Verifying Status
for City Public Benefit Application
By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or
Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as referenced in O.C.G.A.
Section 50-36-1, I am stating the following with respect to my application of a City of Tybee Island:
Business License or Occupational Tax Certificate,
Alcohol License,
Taxi Permit,
Contract
Other public benefit _____________________________________________________________
for _______________________________________________________ (printed name of natural person applying on
behalf of individual, business, corporation, partnership, or other private entity).
1) ______ I am a United States citizen.
OR
2) ______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-
immigrant under the Federal Immigration and Nationality Act, 18 years of age or older and lawfully
present in the United States. *
In making the above representation under oath, I understand that any person who knowingly and willfully makes a
false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section
16-10-20 of the Official Code of Georgia.
___________________________________________
Signature of Applicant
___________________________________________
Date
___________________________________________
Printed Name
___________________________________________
* Alien Registration Number for Non-citizens
SUBSCRIBED AND SWORN BEFORE ME ON THIS
THE ______ DAY OF ___________________, 20 _____
Notary Public __________________________________
My Commission Expires: _________________________
Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C.,
as amended, provide their alien registration number. Because legal permanent residents are included in the federal
definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens
that do not have an alien registration number may supply another identifying number below:
(circle all that apply)
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CONTRACTOR AFFIDAVIT AND AGREEMENT
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 contracting with (State Recipient/Sub-
recipient), under the Community HOME Investment Program (CHIP), has registered with and is
participating in a federal work authorization program* [any of the electronic verification of work
authorization programs operated by the United States Department of Homeland Security or any equivalent
federal work authorization program operated by the Department of Homeland Security to verify information
of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-
603], in accordance with the applicability provisions and deadlines established in O.C.G.A 13-10-91.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection
with the physical performance of services pursuant to this CHIP-funded contract with (State Recipient/Sub-
recipient), contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.
A. 13-10-91 on Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form.
Contractor further agrees to maintain records of such compliance and provide a copy of each such
verification to the (State Recipient/Sub-recipient) at time the subcontractor(s) is retained to perform such
service.
________________________________________________
Federal Work Authorization User Identification Number
________________________________________________
Date of Authorization
________________________________________________
Authorized Officer or Agent of Contractor
________________________________________________
Name of Project
________________________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______________________ 20______ in ________________________________(city)__________(state)
________________________________________________
Signature of Authorized Officer or Agent
________________________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
________DAY OF ______________________, 20___
Notary Public: _________________________________________________
My Commission Expires: ________________________________________