REQUEST FOR PROPOSAL PACKET. Central Dispatch Radio System Replacement Consulting Services Project #13074B

Transcription

1 REQUEST FOR PROPOSAL PACKET Allegan County nd Ave Allegan, MI Central Dispatch Radio System Replacement Consulting Services Project #13074B This packet contains the following materials required to submit a proposal to Allegan County: Consultant s Acceptance of County Agreement... 2 Central Dispatch Radio System Replacement Consulting Services Agreement... 3 Attachment A Scope of Work... 9 Attachment B Cost Proposal Form RFP Supplement A Instructions to Consultants RFP Supplement B Proposal Requirements RFP Supplement C Proposal Evaluation Criteria Key Dates: Request for Proposals issued... Thursday, March 19, 2015 Deadline for Questions to be submitted... 3:00 PM on Monday, March 30, 2015 Deadline for County s response to questions...5:00 PM on Wednesday, April 1, 2015 Due date for proposals... 3:00 PM on Thursday, April 9, 2015 Bid Opening... 4:00 PM on Thursday, April 9,

2 Consultant s Acceptance of County Agreement The following pages contain Allegan County s proposed contractual Agreement with standard language adapted for the services being requested for project #13074B Central Dispatch Radio System Consulting Services. Please indicate your acceptance of this Agreement by checking one of the boxes and completing the associated instructions. As a prospective Consultant submitting a proposal, our firm accepts Allegan County s Agreement: As proposed. As proposed with additional agreements, terms and conditions. Please reference the additional agreements, terms and conditions on the lines below and include them as attachments to your proposal. With changes. Note on the lines below or attach a separate sheet(s) detailing any changes to the Agreement that you are seeking. These terms may be negotiated and incorporated (directly or by reference) into a revised Agreement should the County wish to award this Contract to your agency. With changes and additional agreements, terms and conditions. Note on the lines below or attach a separate sheet(s) detailing any changes to the Agreement that you are seeking. Also reference the additional agreements, terms and conditions on the lines below and include them as attachments to your proposal. These additional agreements, terms and conditions may be negotiated and incorporated (directly or by reference) into a revised Agreement should the County wish to award the Contract to your agency. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 2

3 Central Dispatch Radio System Replacement Consulting Services Agreement This Agreement ( Agreement ) is made by and between Allegan County, nd Avenue, Allegan, Michigan ( County ) and: Consultant Name: Consultant Address: ( Consultant ) and sets forth the terms and conditions mutually agreed upon by the parties as follows: 1. Consultant Services The Consultant will provide to the County the services, and products and supplies as described in Attachment A subject to the terms and conditions set forth in this Agreement. The Consultant warrants to the County that the services to be provided under this Agreement will be of the kind and quality that meet generally accepted standards and will be performed by qualified personnel. The Consultant further warrants to the County that all products and supplies used in conjunction with the services provided under this Agreement will be new and of acceptable quality and quantity to the County. 2. Payment The County will pay the Consultant for the services described in Attachment A based on the pricing provided by the Consultant in Attachment B. Any additional work must be mutually agreed upon and costs known before that work may commence. Payment will be provided within thirty (30) days following receipt of invoice contingent on satisfactory performance. 3. Term of Agreement The term of this Agreement begins upon signature by all parties. The term of this Agreement ends three (3) months following cut-over to and County acceptance of the new Dispatch Radio System unless terminated earlier in accordance with Section 4 of this Agreement. The term of this Agreement may be extended upon mutual agreement of both parties in writing. 4. Termination of Agreement The County may terminate this Agreement for any or no reason prior to the expiration date set forth in Section 3 of this Agreement by giving thirty (30) days written notice to the Consultant. 5. Insurance Requirements The Consultant, and any and all of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this section. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the County. Insurance policies will not contain endorsements or policy conditions which reduce coverage provided to the County. The Consultant will be responsible to the County for all costs resulting from both financially unsound insurance companies selected by the Consultant and their Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 3

4 inadequate insurance coverage. The specified limits of liability do not limit the liability of the Consultant. All deductibles and self-insured retentions are the responsibility of the Consultant. A. Worker s Compensation Insurance: The Consultant shall procure and maintain during the life of this contract, Worker s Compensation Insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan. B. Commercial General Liability Insurance: The Consultant shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an Occurrence Basis with limits of liability of not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included ; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable. C. Motor Vehicle Liability Insurance: The Consultant shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. D. Additional Insured: Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following shall be Additional Insureds: Allegan County, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. It is understood and agreed by naming Allegan County as additional insured, coverage afforded is considered to be primary and any other insurance Allegan County may have in effect shall be considered secondary and/or excess. E. Cancellation Notice: Worker s Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall be endorsed to state the following: It is understood and agreed thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Allegan County Administrator, nd Avenue, Allegan, MI If any required insurance expires or is canceled during the term of this Agreement, services and related payments will be suspended and the County may terminate this Agreement immediately. F. Professional Liability Insurance: The Consultant shall procure and maintain during the life of this contract, Professional Liability Insurance in an amount not less than $500,000 per occurrence and $1,000,000 aggregate. The Consultant shall be required to keep the policy in force, or purchase tail coverage, for a minimum of three (3) years after the termination of this contract. G. Proof of Insurance Coverage: Upon execution of this contract and at least (10) business days prior to commencement of services under this Agreement, the Consultant shall provide the County with a copy of their Worker s Compensation, Commercial Liability and Vehicle Liability certificates of insurance evidencing the require coverage and endorsements. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 4

5 Should the need arise, the County reserves the right to request a copy of any policy mentioned above and if so requested, Consultant agrees to furnish a Certified Copy. No payments will be made to the Consultant until current certificates of insurance have been received and approved by the County. If any of the above coverages expire during the term of this contract, the Consultant shall deliver renewal certificates to the County at least ten (10) days prior to the expiration date. 6. Reporting and Review The Consultant will report to the County as described in Attachment A and also upon request, and will cooperate and confer with the County as necessary to ensure satisfactory work progress and performance. All reports made in connection with the Consultant s services are subject to review and final approval by the County. The County may review and inspect the Consultant s activities during the term of this Agreement. Should it be required that County personnel travel outside of the County to conduct such review or inspection, all costs of such travel shall be paid by the Consultant. When applicable, the Consultant will submit written reports to the County. All documents submitted by the Consultant must be dated and bear the Consultant s name. After reasonable notice to the Consultant, the County may review any of the Consultant s internal records, reports or insurance policies. 7. Indemnification To the fullest extent permitted by law, the Consultant will hold harmless, defend and indemnify the County and its elected officials, agents, representatives, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including attorney fees, of whatsoever kind and nature, such as, but not limited to, those resulting from injury or death to any persons, including the Consultant s own employees, or from loss or damage to any property, including property owned or in the care, custody or control of the County, in connection with or in any way incident to or arising out of the occupancy, use, operations or performance or non-performance of services by the Consultant or its agents, representatives and employees, or any subcontractor or its agents, representatives and employees, in connection with this Agreement. The obligations of the Consultant under this Section will survive any termination of this Agreement or completion of the Consultant s performance under this Agreement. 8. Independent Consultant The parties agree that the Consultant is an independent contractor. The Consultant and its employees will in no way be deemed, nor hold themselves out to be, an employee, agent or joint venture partner of the County for any purpose, and will not be entitled to any fringe benefits of the County, such as, but not limited to, health and accident insurance, life insurance, paid sick or vacation leave, or longevity pay. The Consultant will be responsible for withholding and payment of all applicable taxes, including income and social security and unemployment taxes, to the proper federal, state and local governments, and maintaining the required workers compensation insurance, in connection with services rendered by its employees pursuant to this Agreement, and agrees to protect, defend and indemnify the County against such liability. 9. Subcontracting The Consultant will provide all services covered by this Agreement and will not subcontract, assign or delegate any of the services without written authorization from the County. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 5

6 10. Default In the event of default by the Consultant, the County may procure the products or services from other sources and hold the Consultant responsible for any excess costs incurred, in addition to all other available remedies. 11. Endorsement Prohibition The Consultant may not use in any form or medium the name of the County, or supportive documentation or photographs of County projects, facilities, equipment or employees, for public advertising or promotional purposes unless authorized in writing by the County. 12. County Employees The Consultant will not hire any County employee to perform any of the services covered by this Agreement without written authorization from the County. 13. Compliance with Laws The Consultant will comply with all applicable federal, state and local laws, including, but not limited to, OSHA/MIOSHA requirements, copyright and patent laws, and the Americans with Disabilities Act. The Consultant agrees to protect, defend and indemnify the County against liability for loss, cost or damage resulting from actual or alleged violations of law by the Consultant. 14. Conflicts of Interest The Consultant promises that it has no interest which would conflict with the performance of services required by this Agreement. If a possible conflict of interest arises, the Consultant will immediately inform the County regarding same. 15. Nondiscrimination The Consultant will adhere to all applicable federal, state and local laws, ordinances, rules and regulations prohibiting discrimination. The Consultant, as required by law, will not discriminate against a person to be served or any employee or applicant for employment because of race, color, religion, national origin, age, sex, disability, height, weight, marital status, or any other factor legally prohibited by applicable law. 16. Confidentiality The Consultant acknowledges that during the performance of services under this Agreement, it or its personnel may become aware of or receive confidential information relating to or kept by the County, and therefore the Consultant agrees that all such information will be kept confidential and will not be disclosed without the written authorization of the County. 17. Consultant Personnel Employees of the Consultant will be subject to any screening requirements set forth in Attachment A. At a minimum, employees of the Consultant may be subject to an approved criminal background check prior to entering County property. Employees of the Consultant must wear apparel or other means of identification when on the jobsite. 18. Amendment No provision of this Agreement may be modified except by a written document signed by a duly authorized representative of both parties. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 6

7 19. Binding Effect This Agreement will be binding upon and inure to the benefit of the Consultant and the County and their respective legal representatives, successors and authorized assigns. 20. Waiver No provision of this Agreement will be deemed waived and no breach excused, unless such waiver or consent will be in writing and signed by the party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach of the other party, whether express or implied, will not constitute consent to, waiver of, or excuse for any different or subsequent breach. 21. Counterparts This Agreement may be executed simultaneously in one or more counterparts each of which will be deemed an original, but all of which together will constitute one and the same instrument. 22. Invalid Provisions If any provision of this Agreement is held to be invalid, it will be considered to be deleted, and the remainder of the Agreement will not be affected thereby. Where the deletion of the invalid provision would result in the illegality and/or unenforceability of this Agreement, this Agreement will be considered to have terminated as of the date on which the provision was declared invalid. 23. Section Titles These titles of the sections set forth in this Agreement are inserted for the convenience of reference only and will be disregarded when construing or interpreting any of the provisions of this Agreement. 24. Choice of Law and Forum This Agreement will be governed by and interpreted according to the laws of the State of Michigan. The parties agree that the proper forum and venue for litigation arising out of this Agreement is in Allegan County, Michigan. 25. Royalties and Patents The Consultant shall pay all royalties and license fees and shall defend all suits or claims for infringement of any copyright or patent rights and shall hold and save the County and its officers, agents, servants and employees harmless from any and all loss and liability of any nature or kind whatsoever, including costs and expenses of defense, for or on account of any copyrighted, patented or unpatented invention, process, article or appliance manufactured or used in the performance of the contract, including its use by the Consultant. 26. Act 517 Compliance The Consultant is required to certify, and by signing this contract does hereby certify, that in accordance with Act 517 of the Public Acts of Michigan of 2012 ( Act 517 ), the Consultant is not an Iran linked business as defined in Act Debarment or Suspension Status The Consultant is required to certify, and by signing this contract does hereby certify, that it is not suspended, debarred or ineligible from entering into contracts with the Executive Branch of Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 7

8 the Federal Government, or in receipt of a notice of proposed debarment from any State agency or local public body. 28. Anti-Collusion Statement The below signed Consultant has not divulged to, discussed or compared its bid with other Consultants and has not colluded with any other bidder, with the exception of qualified subcontractors, or parties to the bid. No premiums, rebates or gratuities to employees or officials of the County are permitted either with, prior to, or after any delivery of product(s) or service(s). Any such violation will result in cancellation and/or return of the item(s), as applicable, and removal from Bid List(s). 29. Entire Agreement This Agreement includes and incorporates the following documents and, in the event of any conflict or inconsistency between the terms and conditions in these documents, the conflict or inconsistency shall be resolved according to the following order of precedence from the document with the greatest control to the least, as: 1. This Central Dispatch Radio System Replacement Consulting Services Agreement 2. Amendment #1 Final Contract Notes and Clarifications dated <Date> 3. Attachment A Allegan County s Scope of Work issued with RFP on <Date> 4. Attachment B Cost Proposal Form completed and submitted with Consultant Proposal 5. Attachment C Consultant s Proposal received and opened by County on <Date> This Agreement contains all the terms and conditions agreed upon by the parties, and no other negotiations, representations, understandings or agreements, written, oral, or otherwise, regarding the subject matter of this Agreement or any part thereof shall have any validity or bind the parties in any way. The Parties hereby cause this Agreement to be executed by their duly authorized representatives. CONSULTANT: Sign: Name: Title: Date: COUNTY: Sign: Name: Title Date: Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 8

9 1. INTRODUCTION Attachment A Scope of Work 1.1 Allegan County seeks a consultant to assist the County in replacing and/or upgrading its 800MHz radio system with necessary enhancements to its VHF radio system to meet a deadline of December 31, The County radio system consists of a single PSAP with five (5) dispatcher workstations able to communicate via radio with the County Sheriff, Michigan State Police, ten (10) local law enforcement agencies, twenty-six (26) fire agencies and seven (7) emergency medical service providers. The radio system runs across nine (9) radio towers and communicates with approximately 800 mobile and portable radios. 1.3 Specific services to be performed by the Consultant fall into four (4) broad categories that align with phases in the overall project as follows: Phase I - Project Scoping and Request for Proposal (RFP) Development Phase II - Proposal Evaluation and Contractor Selection Phase III- Project Management during System Implementation Phase IV - Post Cut-over Monitoring Specific activities expected from the Consultant during each Phase of the project are outlined in Section 2 below. 2. SCOPE OF WORK 2.1 PHASE I: Project Scoping and Request for Proposal (RFP) Development Consultant will meet with stakeholders to document their needs and expectations to gain a complete understanding of the desired functionality for the new system Consultant will tour and appraise any physical locations such as tower sites and local emergency service providers if needed to understand elements of the current system and inventory equipment Consultant will facilitate discussions and guide decision making process among stakeholders to build consensus around required and optional system elements to maximize stakeholder buy-in Consultant will review County s RFP template and contracting process with the County s Project Management Team to gain a full understanding of how the County intends to carry out this public procurement. The County s RFP template and contracting process will be very similar to this RFP and the process described in RFP Informational Supplement A. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 9

10 2.1.5 Consultant will prepare a written scope of work detailing system requirements and specifications in a manner that can be integrated into the County s RFP template Consultant will use professional knowledge of industry to determine and ensure the County s current and future interoperability requirements are addressed in the scope of work Consultant will write and prepare a proposal content requirements section for insertion into the County s RFP template. Proposal content requirements must be designed to solicit the type of critical information from potential system vendors necessary to allow the County to comprehensively evaluate and compare proposals received so as to arrive at an informed decision and recommendation Consultant will review and comment on all other RFP content prior to its release by the County Consultant will research and provide County with contact information for at least three (3) vendors able to provide the type of radio system solution desired who should be invited to bid Consultant will receive vendor questions, research and draft responses, review proposed responses with County, make necessary edits and provide final responses to County for distribution to known vendors according to an established RFP timeline Consultant will coordinate and lead any mandatory pre-bid site visits. 2.2 PHASE II: Proposal Evaluation and Contractor Selection Consultant is excluded from bidding on new system and prohibited from colluding with any potential radio system contractors Consultant will independently evaluate and score each proposal based on established evaluation criteria, providing an analysis identifying any advantages or concerns found in any of the proposals Consultant will coordinate any vendor presentations that may be necessary and independently score and evaluate each presentation and vendor Consultant will be available to interpret, clarify and discuss materials in submitted proposals and presentations with the proposal evaluation team and provide professional opinions and advice to the evaluation team throughout the vendor selection process Consultant will advise on final contract language and negotiations with selected vendor if necessary County will contract with selected radio vendor directly and will require copies of insurance certificates and probably performance and payment bonds. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 10

11 2.3 PHASE III: Project Management during System Implementation Consultant will organize, coordinate and invite stakeholders to a project kickoff meeting with the selected Contractor Consultant will coordinate activities and manage communications between Contractor and stakeholders Consultant will provide project management services to County throughout the implementation to ensure Contractor s adherence to the established scope of work, schedule and budget During implementation, Consultant will prepare and submit a weekly progress report to the County. This report is to have two sections. The first section is to contain a high level update and schedule of upcoming activities that can easily be copied into regular communications to project stakeholders to be distributed by the County. The second section should document action items, responsible parties and highlight any areas of concern pertaining to the scope of work, schedule, budget or Contractor performance After discussing with, and at the direction of the County, Consultant will address contract obligation issues or concerns that may develop through implementation and work to resolve them with the Contractor Contractor will send invoices directly to the County and County will forward copies of invoices to Consultant for verification. Consultant will review all Contractor payment requests and respond to the County within three (3) business days with an updated financial overview and note to the County affirming invoiced costs are reasonable and cover work which has been performed in accordance with the contract requirements. Consultant will work with Contractor to resolve any billing issues Throughout implementation, Consultant will develop and maintain a punch list of outstanding items that Contractor, County and/or local emergency service providers are accountable. Consultant will regularly review, update and distribute this list noting responsible parties and timelines for resolution. 2.4 PHASE IV: Post Cut-over Monitoring For three (3) months following cut-over, Consultant will serve as the point of contact to the County and local emergency service providers for reporting all radio system performance issues following cut-over Consultant will document, prioritize and investigate each issue, then identify the likely root cause, possible solutions and the party responsible for resolving the issue. The list of resolved and unresolved issues with the above information must be sent to the County on a weekly basis Consultant will work with and coordinate activities of responsible parties to attempt a resolution of each issue reported with the new radio system Consultant is expected to build radio system performance guarantees into the Contractor s scope of work and ensure that Contractor has contractual Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 11

12 responsibility and capacity to resolve radio system performance issue and provide routine maintenance to the system in a timely manner At the end of three (3) month monitoring period following cut-over, Consultant will provide a final report to the county documenting the status of all issues reported since cut-over. Any outstanding issues must have the root cause, potential solution and responsible party documented Based on this report, with mutual agreement in writing, the County and Consultant may extend this contract to allow Consultant to continue coordinating efforts with responsible parties to resolve any outstanding issues. 2.5 Scheduling and Coordination The County and the Consultant will establish a standing weekly project meeting at a mutually convenient time to discuss any matters pertaining to this project in person or via teleconference County will provide a detailed stakeholder list with contact information to Consultant and ensure that stakeholders receive information introducing the Consultant and explaining the scope of work The Consultant shall coordinate activities with the County through: Jeremy Ludwig Allegan County Central Dispatch Director (269) jludwig@allegancounty.org Contract award for a Consultant is anticipated by the end of May, The County expects the overall implementation of a new radio system to be completed within eighteen (18) months of award New radio system must be fully operational and deployed across all County radio users by December 31 st, INVOICING AND PAYMENT TERMS 3.1 Invoices All invoices must reference project #13074B, itemize services rendered and be sent to: Kate Ensfield Purchasing Analyst Allegan County County Services Building nd Ave Allegan, MI kensfield@allegancounty.org 3.2 Payment Terms Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 12

13 3.2.1 The County will accept payment terms of Net 30 days and consider incentives for early payment Consultant may invoice up to the following percentages of the overall contract fee upon completion of each project phase outlined in sections 2.1 to 2.4 above. PHASE I: up to 15% of total fee PHASE II: up to 35% of total fee PHASE III: up to 90 % of total fee PHASE IV: remaining 10% of total fee Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 13

14 Attachment B Cost Proposal Form 4. BIDDING ON PRODUCTS, EQUIPMENT AND SERVICES Considering the scope of work outlined in Attachment A, itemize all costs associated with this bid in the format below and submit with your firm s proposal taking the following into consideration: 4.1 Signature The Cost Proposal Form must be typed into or filled out with pen and ink and signed in longhand, in ink, by a principal authorized to make contracts. 4.2 Taxes The County of Allegan is exempt from Federal Excise Tax and Michigan Sales Tax and same shall not be charged to the County or included in the cost proposal or included on any invoices. 4.3 Quantities The quantities or usage requested are estimated only unless otherwise stated. No guarantee or warranty is given or implied by the County as to the total amount that may be or may not be purchased through any resulting contracts. These quantities are for Consultant s information only and will be used for bid tabulation and cost comparison. The County reserves the right to increase or decrease quantities until contract is finalized. 4.4 Variances Where a variance exists or other discrepancies are noted between prices on this Cost Proposal Form and prices quoted elsewhere in the Consultant s proposal, the prices quoted on this Cost Proposal Form shall prevail. 4.5 Discounts and Incentives The County will consider discounts and other pricing incentives in each individual bid prior to determining the successful Consultant. 4.6 Cost Table Only costs directly related to the delivery of the requirements within this RFP should be included in the tables below. Consultant may attach more detailed pricing information and additional items and costs for consideration. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 14

15 Consulting Services by Project Phase Estimated Hours Cost Phase I Project Scoping and RFP Development $ Phase II Proposal Evaluation and Contractor Selection Phase III Project Management during System Implementation $ $ Phase IV Post Cut-over Monitoring $ Total Travel Costs Attach a detailed listing for the number of trips, their purpose, and a breakdown of estimated expenses to be incurred i.e. airfare, rental car, per diem, etc. Other costs (describe): $ $ Total Cost of Contract = $ 4.7 Additional Services If the County elected to extend this contract to address outstanding radio system implementation issues or an additional scope of work, what is your hourly consulting rate? 4.8 Bid and Cost Certification Bid is firm for days (60 days minimum) Vendor Name: Vendor Address: City, State, Zip: Representative Name (Print): Representative Signature: Address: Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 15

16 RFP Supplement A Instructions to Consultants 5. HOW TO PARTICIPATE IN THE CONTRACTING PROCESS Consultants interested in responding to this RFP must follow the bidding process outlined below. The County will not reimburse responding firms for any expenses incurred in submitting a proposal or participating in the contracting process outlined below. 5.1 Proposal and Contract Examination Before submitting a proposal, Consultants should carefully examine the entire RFP packet. By the submission of a proposal, the Consultant will be understood to have read and be fully informed as to the contents of this RFP packet and accepting of the terms and condition herein, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the County and the Consultant. Consultants should especially note any state or federal regulations and/or requirements in bids involving funds from respective agencies and be prepared to adhere to those requirements. Should a Consultant find any discrepancies, omissions, ambiguities, or conflicts within the RFP packet, or be in doubt about their meaning, they should bring such questions to the attention of the County per Section 5.3. All deadlines are Eastern Standard Time. 5.2 Pre-Bid Meeting Not Applicable 5.3 Consultant Inquiries due by 3:00 PM on Monday, March 30, Copies of the RFP in Microsoft Word format are available upon request. Inquiries concerning any matter pertaining to this RFP should be made in writing to: Denise Stan Project Management Specialist Allegan County County Services Building nd Ave Allegan, MI dstan@allegancounty.org 5.4 County Response posted by 5:00 p.m. on Wednesday, April 1, The County s project manager will review all questions received from Consultants before the deadline. If the information sought is not already indicated or specified, a clarifying Notice to Bidders, will be made publicly available through an online posting to the County website as an Addendum. This Addendum will become part of the Contract Documents. The County will not be responsible for any oral instructions. 5.5 Bid Submission due by 3:00 p.m. on Thursday, April 9, Bids shall be submitted in a sealed envelope, mailed or delivered to: Denise Stan Project Management Specialist Allegan County County Services Building nd Ave Allegan, MI Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 16

17 The outside of the envelope will show the Consultant s company name as a return address (for identification purposes during bid opening) and will be plainly marked with the words RFP #13074 Central Dispatch Radio System Replacement Consulting Services. It is the sole responsibility of the Consultant to ensure that the proposal reaches or is delivered to the County as specified above by the hour and date due. 5.6 Bid Opening at 4:00 p.m. on Thursday, April 9, All bids received will be publicly opened at the Allegan County Services Building nd Ave. Consultants may be present, but attendance is optional as only the names of the Consultants submitting proposals will be announced and taken into record. Proposals will not be reviewed or evaluated at this Bid Opening. The County will not release any dollar amounts until all proposals have been evaluated, scored and a contract has been awarded. 6. PROPOSAL EVALUATION AND CONTRACT AWARD In evaluating and awarding contracts, the County follows the process outlined below. 6.1 Proposal Evaluation Proposals will be evaluated and scored by an evaluation team using the criteria specified in RFP Supplement C Proposal Evaluation Criteria. Compiled scores from all eligible bids will form the basis for recommending a contract award. 6.2 Supplemental Information During the evaluation process, the County reserves the right to request additional information or clarifications from consultants, or to allow corrections of errors or omissions. 6.3 Consultant Interviews As part of the evaluation process, the County expects to interview the highest-scoring consultants that submitted proposals. Interviews may be conducted in person or remotely. Should interviews be necessary, the County will contact the highestscoring consultants and expects them to be available at a location determined by the County within two (2) weeks of notification. The Consultant shall not receive payment from the County for costs that may be incurred through this step in the evaluation process. 6.4 Contract Finalization Should any material agreement, RFP or proposal terms need to be clarified or negotiated, a revised Contract may be drafted and sent to the Consultant for signature. 6.5 Contract Award Once finalized, the contract will be processed for final approval and award by the necessary County authority. Upon award, the Consultant will be contacted to plan and schedule work. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 17

18 Notification of award will be posted to the County s website along with a tabulation of all bids received. Notification letters will also be sent to each consultant that submitted a proposal. 6.6 Rejection of Bids The County reserves the right to reject any and all bids or to accept the bid or any part thereof which it determines to best serve the needs of the County and to waive any informalities or irregularities in the bids. While cost is a factor in any contract award, it is not the only factor and may not be the determining factor. 7. WITHDRAWAL OF BIDS A written request for the withdrawal of a bid or any part thereof will be granted if the request is received by the Project Management Specialist prior to the specified time of opening. Formal bids, amendments thereto, or requests for withdrawal of bids received by the Project Management Specialist after time specified for bid opening will not be considered. 8. SIGNATURES Any erasures or corrections to this RFP packet must be initialed in ink by Consultant. The Agreement and Cost Proposal Form shall be signed in longhand, in ink, by the principal authorized to make contracts. 9. FREEDOM OF INFORMATION ACT Consultants should be aware that information submitted with a proposal is subject to the Michigan Freedom of Information Act and may not be held in confidence after the proposals are opened. All proposals shall be available for review after County staff has evaluated them and a decision has been reached on whether or not to award a contract. 10. FURTHER INFORMATION AND CLARIFICATION Should prospective consultants require further information or clarification, contact the County s Project Management Specialist at dstan@allegancounty.org. Copies of this RFP packet are available in Microsoft Word format upon request. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 18

19 11. PROPOSAL REQUIREMENTS RFP Supplement B Proposal Requirements 11.1 General Considerations Before submitting a proposal, the consultant should carefully examine the entire RFP Packet and have a full understanding of the contents needed for the proposal. Submission of a response constitutes the Consultant s understanding of the contents of this RFP Contract Acknowledgement In order for the Consultant s proposal to be considered, the Consultant must check one of the four boxes on the Consultant s Acceptance of County Agreement form at the beginning of this RFP packet and follow through with the appropriate action. Failure to do this may result in disqualification of the proposal Proposal Length The bid / proposal and all supporting documentation is not to exceed 20 pages double-sided, or 40 single-sided pages. This requirement will ensure the County receives only the most relevant information necessary to select a consultant Number of Copies The consultant is asked to submit: One (1) complete proposal master document in paper hard copy format (so marked); # (#) complete proposal copies in paper hard copy format (so marked); and One (1) complete copy of the proposal in digital PDF format. 12. PROPOSAL CONTENT 12.1 A signed letter stating the Consultant understands the County s needs as outlined in Attachment A Scope of Work and is committed to performing the requested services Company Information The legal name under which the Consultant carries out business, the year the company was established and the approximate size of the firm in terms of total employees and annual revenues The location of the office from which work described here will be managed and the year that office was established if other than above Contact information (name, title, telephone number, fax number and ) for Consultant representative submitting proposal Indicate whether any disciplinary action has been taken or is pending against the company by state regulatory bodies, professional organizations, or through legal action in the past (5) years. If no, so state. If yes, detail the circumstances and current status of such action. Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 19

20 12.3 Consulting Team State the names and titles of everyone in your firm that will be associated with this project with a one-paragraph description of their anticipated role Radio System Background Describe how you acquired and maintain your professional knowledge and experience of 911 radio systems that would make you a qualified consultant to the County for a new radio system implementation Consulting Experience RFP Development Describe your experience in scoping needs, building stakeholder consensus and developing RFPs for new 911 radio systems Provide the names of up to five (5) organizations for which you have assisted in developing the scope of work for a new radio system. Briefly describe the scope of each implementation. Include the name and address of the organization as well as contact information (telephone and/or address) for key personnel you worked with Consulting Experience Project Management Describe your experience in managing new radio system implementations and supervising work done by other Contractors Provide the names of up to five (5) organizations for which you have worked as a project manager for a new radio system implementation or other similar project. Briefly describe the scope of each implementation as well as the system that was selected and the Contractor that installed it. Include the name and address of the organization as well as contact information (telephone and/or address) for key personnel you worked with Consulting Experience Radio System Performance Evaluation Briefly describe a few of the most common issues likely to be experienced by the County and/or local emergency service providers following cut-over and how you would go about resolving them Describe the most common performance guarantees that should be included in the scope of work for a new radio system and strategies for ensuring that a Contractor has an incentive to resolve issues Project Schedule Provide an overall project schedule for each of the four project phases outlined in Sections 2.1 to 2.4 with additional detail on major activities within each phase. Assume a contract award date of 3/6/ Attach to the Cost Proposal Form (Attachment B) a detailed breakdown of the activities that will require your presence in Allegan County. List the anticipated purpose and duration of each trip along with associated costs for any airfare, mileage, car rental, per diem, etc. that may apply Include Attachments: Equal Opportunity Employer Statement W-9 Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 20

21 RFP Supplement C Proposal Evaluation Criteria The County will review, evaluate and score each properly submitted proposal using the matrix below. The decisions and opinions of the evaluation committee regarding proposal reviews are final and cannot be appealed. References may be checked to verify accuracy and results from reference interviews or questionnaire responses may be scored and added to the evaluation at the County s discretion. Vendors may be requested to make additional written submissions or presentations to the County, the results of which may be added to the evaluation. Proposals will be scored relative to other proposals using the following rating scale: Per Major Per Minor Initial Default Per Minor Per Major Concern Concern Score Added Value Added Value Min. Score Max. Score A - Submission (failure to meet these requirements may be cause for bid rejection) Bid proposal received on time Yes / No Correct number of copies received Yes / No Signed Letter of Commitment Yes / No Any legal action within the past 5 years Yes / No Equal Opportunity Employer Statement Yes / No W-9 Yes / No Contract Agreement Acknowledged Yes / No B Scope of Work (Attachment A) Score (0-10) Weight Points Max. Points % of Total 12.1 Proposal Quality and x 2 = 20 Completeness 12.2 Company Information x 2 = Consulting Team x 2 = Radio System Background x 3 = Experience RFP Development x 3 = Experience Project x 3 = 30 Management 12.7 Experience Radio System x 3 = 30 Performance Evaluation 12.8 Project Schedule x 3 = % C Consultant Interview Evaluation Team Score 42 10% D - Cost Proposal (Attachment B) Total Consulting Fee % GRAND TOTAL Total Points % Allegan County RFP #13074B Central Dispatch Radio System Replacement Consulting Services 21