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14-001 Bid PackageRFQ 14-001 13 IRA s I I ouragaMMIMIN The City of Sinyrna, Georgia is seeking bids for a Solar Powered Message Sign for use with SPLOST road projects. The scope of work includes the manufacturing and delivery of a solar powered message sign that meets the criteria outlined in the bid specifications. Bid packages are due at 2 pm., Monday, July 22, 2013, at City Hall. As described in the Specifications information attached, all Quotation submissions for City of Smyrna's Solar Powered Message Sign (RFQ 14-001) must comply with all general and special instructions, The City of Smyrna reserves the right to accept or reject any or all Quotations and award in the best interest of the City. Quotations must be delivered to the address listed above no later than the time and date indicated. Quotations may also be emailed to pniurpyCi-,�),smyrnagagov with hard copies to follow prior to the deadline. The accepted bid package must have the official orange bid seal attached. QUESTIONS, All questions or request for additional information must reference RFQ 14-001 and must be submitted by 12 noon, Wednesday, July 17® 2013, ' to Penny Murphy, Purchasing Manager., City of Smyrna, 2800 King Street., Smyrna, GA 3008t1. Email questions or inquires shall be submitted to lIkIlUi All questions and answers will be sent to all bidders. After the RFQ is issued., no contact will be permitted between bidders and any other City staff members or elected officials, exMt through the Purchasing Manager, The Purchasing Department office hours are 9:00 a.m. to 5:00 p.m., Monday through Friday. The phone number is 678-63 1-5337: P"UW ML"Thy Penny Murphy, C.P.M., A.P.P. Purchasing Manager RFQ 14-001 GENERAL INSTRUCTIONS 1. All Quotations must be delivered to the City of Smyrna Purchasing Division, 2800 King Street, Smyrna, Georgia 30080, no later than the time and date indicated in the Request for Quotation. Any Quotation received after that time will not be considered for award. The City of Smyrna is a tax exempt Municipal Corporation, No sales tax will be charged on any products or services. The City's FEI number is 58-6000664. 3. The City of Smyrna reserves the right to waive any and all technicalities, formalities or irregularities. The City may also accept or reject any or all Quotations, and award the bid to the lowest responsive and responsible bidder in the best interest of the City. The City may reject the Quotation of any vendor that has previously failed to perform properly or complete on time, contracts of a similar nature. Quotations by a vendor that, in the sole opinion and discretion of the City of Sinyrna, is not in the position to fulfill the contract may also be rejected. 4. All Quotations must be submitted using the Bid Pricing Form provided. All information regarding bidder name, address, telephone number and contact person must be provided. Bidders must fill in bid prices and other information as indicated. 5. All bidders shall provide appropriate proof" cif` a current and valid occupational license issued by an agency from within the State of Georgia or one of the contiguous United States. 6. Quotations irlay be withdrawn by written or taxed request, provided such withdrawals are received prior to the time and date of the opening of bid Quotations, 7, All Quotations must be submitted with one original and three (3) copies. PLL'1J,VF_ NOTE.: lf`e encouragre you to save jiaper. It is not nect,�ssatj, to return this entire ilocument with vour reap ruse. Please return ontjy the relegant pages on which your compattY has includeil a resl)onse. 8. If a bidder chooses to not submit a Quotation. it is requested that a -NO BID- be submitted stating the reason for the "no bid". For our purposes. it is important that we know wily bidders chose to not submit. Any bidder submittilig a' -no bid" will be recorded as such, 9. Bidders not responding will be recorded as "No Response". After three consecutive **No Responses". the bidder will be dropped from the bid list. Page 2 RFQ 14-001 1. Scope Reduction Clause The City of Smyrna (the "C_ity") reserves the right to reduce or increase the scope of the project if the - lowest responsible and responsive contractor°s (or multiple contractors) Quotation is higher or lower than our budgeted amount for the project. The City of Smyrna, at its sole discretion, reserves the right to increase or decrease the scope of work to facilitate all award, This scope reduction clause will be enacted only if it is in the best interest of tile City and constitutes no guarantee of scope. 2. Additional Work The City of Smyrna reserves the right to add to the contract any future work-,, with the agreement of the contractor, at prices offered in this Quotation. This option will be enacted during the contract or within twelve months of the end of the contract, if In the best interest of the City. and with agreement of the contractor ("Contractor"'). 3. Performance Brind Prior to beginning installation work, the successful Contractor may, be required to furnish a corporate surety bond as security for• the installation work. Said surety bond shall be in the amount of one hundred percent (100%) of the total bid amount of the Contractor for the equipment and successful installation. The Contractor shall pay the premium for the performance bond. A certificate from the surety showing that the bond premiun-is are paid in full shall accompany the bond. The surety on the bond shall be a duly authorized corporate surety company approved to do business in the State of Georgia. When the amount of the performance bond required under this article does not exceed $500,000.00, the City may, in its sole discretion, accept an irrevocable letter of credit by a bank or savings and loan association in the amount of (the total bid amount) and in lieu of the bond otherwise required under this article. 5. Insurance Reguirements All Quotations submitted must be accompanied by a Certificate of Insurance in compliance with the minimum requirements of the State of Georgia to include worker's compensation. Upon Bid Award, Contractor shall present a Certificate naming..,the City of Smyrna as Additional Insured. Contractor shall be responsible for all injuries or damages of any kind resulting frorn his work, to persons or property. The minimum insurance requirements are as follows: Commercial General Liability Coverage for personal injury and/or property damage with a, minimum limit of S 1,000,000 per occurrence. b. Commercial Excess Umbrella for liability for bodily injury and/or property damage and in excess over other coverage in an amount of at least S2,000,000 combined single limit, c. Worker's Compensation and Employers Liability — Statutory coverage at a minimum of $ 100,000 per accident. M RFQ 14-001 Each policy shall contain an endorsement that, in the event of change or cancellation, a thirty (30) day prior written notice must be sent by mail to the City. 6. Indeinnifleatimi Contractor shall assume the obligation to indemnify and hold hanriless the City, its officers, employees, engineers, associates, agents, subcontractors and representatives from and against any and all claims, damages. suits'. fees, judgments. costs. expenses (including attorneys` fees), liability or payment arising out of, or through, injury to ally person or persons including death and loss of services, or damage to property, suffered through any cause whatsoever in the work involved in the contract and to defend on their behalf any suit brought against there arising from such cause. Any and all damages and costs associated with and to pedestrians, vehicles, buildings., etc. are the sole responsibility of Contractor, The City may review any disputes and the City's decision shall be final. 7. Geor-aia Security and .1mmi,ratio n Compliance In compliance with the Georgia Security and Immigration Compliance act of 2006 Act. 457, Section 2 of Senate Bill 529. Chapter 300-10-1 (O.C.G.A. 13-10-91). all contractors must comply with the above mentioned State of Georgia regulations by completing the provided affidavits relative to contractor and subcontractor stating affirniatively that the contractor and any subcontractors are registered and participating in a federal work authorization program. All applicable affidavits have been included with this RFQ and must be signed and provided with the Quotation submission. 8. Persminel Contractor shall only hire and employ individuals performing services hereunder with suitable training, experience and skills to perforin the services and the position to which such individual is assigned. Contractor shall, at its expense, conduct (or cause to be conducted), in compliance with all applicable laws, the following checks on each individual performing services hereunder. a. a background check, including the: (i) name and all names used in the previous seven years, (ii) date of birth, (iii) city, state, and country of birth, and (iv) passport number (if one is held) and issuing country, issue date and expiration date; b. criminal checks; and c. drug testing, At the City's request. and to the extent permitted by law, Contractor shall provide copies of such checks with respect to any individual performing services hereunder, and the City shall comply with the law with respect to the use. retention, disposal and confidentiality of such information. With respect to any individual performing services hereunder that the City believes is (a) not conducting him or herself in accordance with the applicable code of conduct as provided to Contractor by the City from time to time. (b) improperly providing the services, (c) enga ged. in conduct that is criminal, fraudulent or likely to cause harm to the City's employees or property or (d) not adequately complying with the tenris of the service contract, Contractor shall. upon the City's request, as soon as reasonably practicable: (i) if applicable, terminate I P I EM RFQ 1- such individual's access to City property. and (ii) remove such individual of his or her responsibility of providing services to the City. 9. Ordinances and aggHlations Selected contractor(s) must comply with all pertinent federal, state and local ordinances and regulations. Contractor shall adhere to all City of Smyrna ordinances pertaining to the work performed as found at hLtp:.,',lwww.smvriiacitv.coiii/ under Government / City Ordinances where services per this contract are provided. 10. Default and Termination a. Default The City may on thirty (30) days notice to the Contractor terminate the service contract, and without prcJudice to any other remedy it may have, when the Contractor materially defaults in the perforinance of any provision of this specification, or materially fails to carry out the work in accordance with the provisions of the service contract. Default by the Contractor - will include, but is not limited to, the following: i. Failure by the selected firm to provide service in accordance with the specifications. ii, Conti -actor fails to continually perform the service for three ()) consecutive business days during; the term hereof for reasons other than a force majeUre event. iii. Insolvency or filing of a voluntary or involuntary petition in bankruptcy court by the Contractor. iv, Commencement of a foreclosure proceeding of a lien against the facility or its conveyance in lien of foreclosure. v. Contractor fails to cure any other breach of default in the performance of its duties or obligations set forth in the contract within five (5) days of receipt by Contractor of written notice of" such breach or default, b. Termination The City may terminate the contract, for convenience purposes, upon sixty (60) days written notice. Upon any termination of the contract, the Contractor shall, unless notified in writing otheiivise, take all reasonable precautions to complete the work in progress and to minimize the expenses of the City incident to such termination and the completion of the Nvork. Thereafter. the Contractor shall promptly discontinue the work. The City will pay the Contractor all monies owed for work completed, c. Termination Assistance Services If requested by the City, Contractor shall provide the City with such assistance as may be required to transition the provision of the services from Contractor to a successor service provider without interruption to, or degradation of, the services, including, without limitation, continued provision of the services and any additional services as are reasonably requested by the City. IL Reguired Submissions a. All Quotations must be submitted with one original and three (3) copies. All copies must contain the required documents, bid pricing forms, acknowledgements, the Contractors and Subcontractors affidavits of compliance with the Georgia Security and Immigration Act or a completed SAVE for with verifiable identification, a Current Am RFQ 14-001 occupational/business license, and a current and valid Certificate of Insurance showing the minimum insurance coverage as specified above. b. On the Vendor Questionnaire and Reference Forms provided in this RFQ, all bidders must provide a mininium of three () business and/or government references to the City of Smyrna for which a project similar to the scope of this project was completed within the last three (3) years. This listing shall include names, addresses, telephone numbers and email addresses of the business/ overnment official project manager, Page 6 RFQ 14-001 MNNU= The City of Smyrna is soliciting quotations for one (I ) solar power message Sign to be used in coRlunction with various road projects. Specifications are provided, but comparable products will be considered, All models must meet or exceed standards for Message Signs as listed in the US Federal Highway Administration (FF[WA) manual on Uniforin Traffic Control Devices (MUTCD). RISHFITF2_901M One SolarTech Solar Powered Dynamic Message Sign, MB- 1548, 225 Watts, 126" x 76" full matrix display. Price to include 23 degree standard LED display, 4 batteries, 30 AMP Charger and choice of two (2") inch ball or pintle coupler; Wireless Rennote Control, Auxiliary batter 7 y pack Auxiliary battery charger upgrade- 45 AMP. ummuu��� Messyge Panel Panel Size 126" wide x 76: high Panel Construction All Aluminum, modular construction Matrix Size 27 x 48 Pixels Pixel Size 2.6 x 2.6 inches Characters per line Up to twelve (12) 0 Number of Lines Up to three (3) Page 7 RFQ 14-001 Number of Fonts Six (6) Character Height 18 to 52 inches Graphics Capability Full Matrix Display Technology LED (Amber, 592 rim) Display Life Expectancy 10 years typical Lifting Mechanism 2000 lb. capacity electro-hydraulic Sign Panel Rotation Greater than 360 degrees Length Overall 180 inches Width Overall 92 inches Width Across Fenders 92 inches Height Traveling 103 inches Height Operating 162 inches Ground Clearance 13 inches Weight 2400 lbs w/ Aux. Battery Pack = 2700 lbs RFQ 14-001 Coupler (Class 111) 2- inch ball or 3 inch pintle ring Axle/Suspension Tarr -Flex- independent Control Console Console Circuitry Ultra -low power solid state Console Keyboard Waterproof backlit, alphanumeric Console Display 0 LCD � 8 line by 40- character with graphics, Backlit for night use Prograniming Software Proprietary, field upgradeable Message Capacity Pre-programmed and user programmed -80 total Sequence Capacity 50 total (up to 16 messages each) Time/ Control 0 Real tnue clock/calendar Message Display Time User -selectable (0. 1 to 99 seconds) • Display Update Time Instantaneous • Non-volatile Mcinory • Separate backup battery • Password Protection • User -selectable, multi -level Operator Interface • Easy -to -use menus Enerm, Source Operating Voltage 12 Volts DC Page 9 RFQ 14-001 Battery Type 6 volt -Heavy duty, deep cycle Number of Batteries Four (4) w!'Aux. Battery Pack = Eight (8) Battery Bank Capacity 600 An-ip Hours w/Aux, Battery Pack = 1200 Amp Hours Battery Status Indicator Displays full charge, normal and to battery condition Solar Array Construction Top -mounted solar panels in alummun-i fi-arne Solar Array Power Output Standard (I 50W) 150 Watts (peak) 225 W Upgrade 225 Watts (peak) N 3 OW Upgrade 300 Watts (peak) Solar Charge Controller Automatic, temperature compensated Auxiliary Automatic Battery Charger 115 VAC line powered, '10 AMP Wireless Remote Control Includes antenna. cables and cellular modem Auxiliary Battery Pack Includes energy storage capacity and autonomy upgrade to 4 get cell batteries Auxiliary Battery Charger Upgrade 45 Arnp Page 10 RFQ 14-001 BID PRICING FORM RFQ 14-001 SOLAR POWERED MESSAGE SIGI COMPANY EMAIL: The, Company submits the following bid for RFQ 14-004 SOLAR POWERED NIESSAGE SIGN. MUMIEMMM= A. All Inclusive Pricing for Unit BASE BID PRICE: $ FOB City of Smyrna ---- OPTIONS PRICING: LIST BY LINE ITEM on separate sheet B. Please list and explain any and all deviations from Specifications in this bid. Attach all itemized list will) descriptions and specifies. C. Additional Costs: Please summarize any and all additional costs below and attach an itemized list of these costs. $ D. Please indicate the number of Calendar Days to deliver this Sign following Purchase Order and Order Placement. calendar days Submitted By: Printed Name: Title: Date: Page 11, RFQ 14-001 Please complete and submit the Acknowledgements below. ACKNOWLEDGE MENTS We acknowledge that we take no excep1jons to the specifications or other requirements in the bid documents. M We acknowledge that we do take exceptions to the specifications and/or requirements and an itemized list of exceptions is attached. We acknowledge that we have read and signed the Conti -actor and Subcontractor Company Name OM ME Date Page 12 RFQ 14-001 W-Malai"gia= City of Smyrna, Georgia CONTRACTOR AFFIDAVIT AND AGREEMEN]" By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13- 10-9 1, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Smyrna has registered with and is participating in a federal work authorization prograin* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the huniivation Reforin and Control Act oft 986 (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 sen;ices pursuant to this contract the City of Smyrna., contractor will secure frorn such contractor(s) similar verification of compliance with O.C.GA. 1 -3- 10-91 on the 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 City of Smyrna at the time the subcontractor(s) is retained to provide the service. FEW Basic Pilot Prograni* User Identification Number BY: Authorized Officer or Agent COMPANY Date Title of Authorized Of or Agent 77== BEFORE ME ON T141S THE DAY OF 2013 Notary Public My Commission Expires: As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the "EEV/Basic Rule Pilot Program" operated by the U.S. Citizenship and Immigration Seiwices Bureau of the U.S. Department of Homeland Security, in Conjunction with the Social Security Administration (SSA) RFQ 14-001 City of Smyrna, Georgia SUBCONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or coil -)oration which is contracting with the City of Smyrna 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 to verify information of newly hired employees, pursuant to the linnilgration Reform and Control Act ofl986 (IRCA) P.L. 99-603). in accordance with the applicability provisions and deadlines established in O,C,G.A. 13-10-91 EEV/Basic Pilot Program* User Identification Number IM BY® Authorized Officer or Agent COMPANY (Subcontractor Name) Title of Authorized Office or A.-ent of Subcontractor DAY OF 2013 Notary Public My Commission Expires: *As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization prograrn is the "FEV/Basic Rule Pilot Program" operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in Coqjunctjon with the Social Security Administration (SSA) Page 14. RFQ 14-001 SAVE Affidavit of Compliance with O.C.G.A. 50-36-1 OC.Cj,X 50-36-1 requires that applicants applying for such things as licenses for public benefits 4:� t:� complete a signed and sworn affidavit verifying the applicanCs lawful presence in the United States. Therefore. the applicant must answer the following questions: The applicant is a United States citizen or legal permanent resident at least eighteen (18) years old. t YES NO IF NO T- The applicant is a qualified alien or noninin-ii-rant under the federal Immigration and Nationality Act, Title 8 U.S.C.1, as amended, at least eighteen (18) years old, and is lawfully present in the United States. OC.G.A. 50-36-1 states that '*Any person who knowingly and willfully makes a false, fictitious., or fraudulent statement (if representation in an affidavit executed pursuant to this Code section shall be guilty of a violatioii of Code Section 16-10-20." I declare, under penalty of law, that this affidavit has been completed by me and is true and correct. Signature Title Date (Must be signed by applicant. If the applicant Is a corporation, must be signed by all officer of the corporation. A STAMPED SIGNATURE IS NOT ACCEPTABLE) I hereby certify that is personally known, or verified by me, that the applicant signed this application after stating to me his or her personal knowledge and understanding of all statements and, under oath actually administered by acre, has sworn that the statements and answers contained in this affidavit are true. This clay of 20_ All applicants must attach a copy, of a secure and verifiable document as defined in O.C.G.A. 50-36-1 Such documents include a valid Georgia issued Driver's License or ID Card. a valid Driver's license issued by another State or an identification document issued by the United States Government:, RFQ 14-001 City of Smyrna RFQ 14-001 Questionnaire must be completed by ALL Vendors and returned with Quotation response. Any additional pages provided should be clearly labeled. 1. How long leave you been in business" 2. Give as background information on your company, including the number of ernployces available to service the City of Smyrna, the closest office location, as well as any financial ratings and reports available. Separate attachment is acceptable. A. How many employees are available to service the City of Smyrna? B. Please provide the name and address of your local office., 3 . Have you done similar business with other governmental agencies in the past three (-3 )) years? Yes No If yes, narne agency and volume of business: Page 16 RFQ 14-001 City of Smyrna RFQ 14-001 References from Clients most be provided by ALL responding Vendors using the f6rin below. It is the vendor*s responsibility to provide COMPLETE and ACCURATE reference infoririation on the forrn below, INCLUDING FAX NUMBERS AND EMAIL ADDRESSES. a a Address, City, State. Zip Code Telephone Number Name of Contact Pei -son Type of Pr(� cct and Unit Dates: Address, City, State, Zip Code Telephone Number Name of Contact Person Type of Project and Unit Dates: Address, City, State, Zip Code Fax Number E-mail Address E-Mail Address Telephone Number Tax _Nnniber Name of Contact Person E-Mail Address Type olPrQject and Unit Dates, - Page 17 RFQ 14-001, ADVERTISEMENT WWAUM The City of Smyrna, Georgia is seeking bids for a Solar Powered Message Sign to be used in road prQjects, Sealed bids are due on Monday, July 22, 2013, at 2 pmi Quotations must be delivered to the address listed above no later than the time and date indicated. The accepted bid package must have the official orange bid sea] attached. QUESTIONS: All questions or request for additional inforniation must reference RFQ 14-001 and must be submitted by 12 noon, Wednesday, July l7th to Penny Murphy, Purchasing Manager, City of Smyrna, 2800 King Street. Smyrna, GA 30080. Ernall questions or inquires shall be submitted to pniurl)h ,Ld:ijnKnagp ov . All questions and answers will be sent to all bidders. After the RFQ is issued, no contact will be permitted between bidders and any other City staff members or elected officials., except through the Purchasing Manager. The Purchasing Department office hours are 9:00 a.m. to 5:00 p.m., Monday through Friday. The phone number is 678-631-5133T r-A This Addendum I to RFQ 14-001 Solar Powered Message Sign for the City of Smyrna is issued to document the questions/answers received by Tuesday, July 16. This addendurn is fully incorporated into the R,FQ. Bid opening is at City Hall, 2800 King Street in the HR Training Room on Monday, July 22 at 2 p.m, 1. What about the Wireless Remote Control data plan? Will the City be going with the Solar Tech data plan or using its own carrier for data services? ILI ANSWER- Please include the cost of the Solar Tech data plan as an Option in the pricing so we can corripare costs. Thanks for Your participation. Pe4`141AY Mt,"-Phy Penny Murphy, C.P.M., A.P.P. Purchasing Department City of Smyrna Page 1 Please complete and submit the Acknowledgetnents below.- MEMMEM We acknowledge receipt and acceptance of Addendum 1, which documents questions and answers derived from bidders. We acknowledge receipt and acceptance of Addendum Acknowledgernents and have signed and included them with out- submission. Z-1 We acknowled,,-,,,e receipt of the REVISED BID PRICING FORM and will use this forin for Bid Submission, Company Name Signature Printed N aine Title Date Page 3