RFP – PIO - 080515

RFP – PIO - 080515 – LED SIGNAGE
ADVERTISEMENT for DIGITAL LED SIGNAGE
for the
CITY OF COLLEGE PARK CITY HALL
The City of College Park is accepting Sealed Proposals from qualified vendors to
provide options and prices for the supply and installation of a permanent DIGITAL LED
SIGNAGE for the City of College Park City Hall. Sealed proposals will be received no
later than 3:00pm, Wednesday, August 5, 2015 at the City of College Park Purchasing
Department, 3667 Main Street, College Park Georgia, 30337. Proposals will not be
accepted after the above date and time.
A bid packet may be obtained from the City of College Park Purchasing Department,
3667 Main Street, College Park, Georgia 30337, or from www.collegeparkga.com.
An Informational Conference / Pre-Proposal Meeting is scheduled for 10:00am,
Wednesday, July 15, 2015. Questions arising afterwards will be accepted via email
ONLY, to Barbara Gregory, Purchasing Department, at [email protected]
until 4:00pm, Wednesday, July 22, 2015, with subject line “QUESTIONS – RFP –
PIO – 080515 – LED SIGNAGE.” An Addendum listing all Q&A, clarifications, etc.
will be posted at www.collegeparkga.com on or about 4:00pm, Wednesday, July 29,
2015. It is always the vendor’s responsibility to check the City’s website for any/all
addenda.
As a requirement of this RFP, a five percent (5%) Bid Bond shall be submitted with
proposal. The successful proposer will be required to provide Payment and
Performance Bond in the amount of one hundred percent (100%) of total contract
amount before execution of contract.
The City of College Park reserves the right to reject any or all bids based on past
performance and to waive technicalities and informalities and re-advertise. All Minority,
Woman and Small Businesses are strongly encouraged to apply. Only responsive
proposals that are determined to meet the requirements and criteria set forth by the City
of College Park will be considered.
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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CITY OF COLLEGE PARK
PURCHASING DEPARTMENT
“GENERAL INSTRUCTION TO BIDDER”
1. The following instructions are to be considered an integral part of this proposal.
Proposals MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the
bid form must initial any changes or corrections made to this proposal.
2. The person, firm or corporation making the proposal shall submit their bid in the
“YELLOW ENVELOPE” provided with this proposal. The envelope must be
complete with the vendor’s company name, bid title, bid number and bid date.
Should a larger envelope be required, the “YELLOW ENVELOPE” must be
attached to the OUTSIDE. No proposal may be withdrawn or modified in any way
after the bid-opening deadline. NOTE: BID DOCUMENTS DOWNLOADED FROM
THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL
TO SUBMIT YOUR BID. SEE PAGE FOUR (4) FOR LABEL.
3. One (1) marked “Original” and two (2) marked “Copy” of proposal are required
unless otherwise stated in the documents.
4. If descriptive literature is attached to the bid, bidder’s name must appear on all
sheets.
5. If there is any question whatsoever regarding any portion of the instructions or
specifications, it shall be the bidder’s responsibility to seek clarification during the
Mandatory Pre-Bid Meeting or the question period of time stated herein. IT SHALL
BE THE BIDDER’S RESPONSIBILITY TO CHECK THE CITY’S WEB SITE
(www.collegeparkga.com) FOR ANY/ALL ADDENDA. Answer(s) to all
questions will be listed in an Addendum and posted on the City’s web site, if
applicable.
6. Any variation from the specifications must be clearly stated by the bidder in writing
and submitted with his/her proposal.
7. The apparent silence of the specifications and any supplement specifications as to
any details or the omission from it of a detailed description concerning any point shall
be regarded as meaning that only the best commercial practices are to prevail and
that only materials of first quality and correct type, size and design are to be used. All
workmanship is to be of first quality. All interpretations of this specification shall be
made upon the basis of this statement.
8. The following bid shall be awarded to one “responsible” bidder on a total lump sum
price basis. An award shall be made to one vendor for the total bid. Unit prices and
extensions will be verified and total checked. Unit price extension and net total must
be shown. Unit price SHALL prevail.
9. In most cases, bids shall be evaluated on the following items, but not necessarily in
this order:
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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A. Price
B. Delivery (If Applicable To Scope of Work)
C. Adherence to specifications
D. Past record of vendors delivery/performance to the City Of College Park
Though delivery will be a large consideration, please be as candid and as accurate
with dates as possible.
10. The City desires delivery of the material or services specified at the earliest possible
time after the date of award. Unreasonable delivery proposal may be cause for
disqualifying a bid. Each bidder shall state a definite time and avoid using terms
“ASAP” or approximately so many days.
11. The bidder or contractor shall provide copies of Workers’ Compensation
Insurance with a limit of not less than required by the State of Georgia or otherwise
stated in the bid instructions. Copy of Commercial General Liability Insurance
shall be provided. (If Applicable)
12. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows,
College Park, Georgia unless otherwise shown. (If Applicable)
13. No Federal or State Sales Tax is applicable. The Federal tax identification number is
586000542. The City is State tax-exempt under the code of Georgia, Charter 88-18.
14. Cash discounts or end of month terms should be shown separately, even if terms are
net.
15. The City of College Park reserves the right to accept or reject any and all bids, due to
past performance, etc. and waive any informality. The City will accept or reject all
bids within 90 days from the date of the bid opening.
THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS
CAREFULLY EXAMINED THE INSTRUCTIONS TO BIDDERS, TERMS AND
SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL.
HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF
ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE
CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY
EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID.
SIGNATURE: ____________________________, DATE: _________________,
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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CITY OF COLLEGE PARK
PURCHASING DEPARTMENT
REFERENCE: RFP - PIO – 080515 – LED SIGNAGE
SHOW ALL EXCEPTIONS AND COMMENTS BELOW:
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SIGNATURE:________________________________DATE:________________
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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City of College Park
Purchasing Department Vendor Questionnaire
The City of College Park Purchasing Department is seeking vendor information to create a database of current and
new businesses doing business with the City of College Park. We ask that all vendors take this time to provide the
following information so that we can update our records and develop a process to benefit the needs of the community.
The information collected from this questionnaire will not be used in the award of bids. The City will continue to utilize
a fair, equitable and impartial process and award bids based upon the lowest, responsible bidder.
_________________________________________________
Vendor Name
____________________________________
Vendor Type
____________________________________________________________________________________________
Vendor Address
_________________________________________________
City/State
____________________________________
Zip
__________________________________
Telephone Number
____________________________________
Alternate Telephone Number
A “Minority Business Enterprise” (MBE) is a business which is an independent and continuing operation for profit,
performing a commercially useful function which is owned and/or controlled by one or more minority group member.
“Owned” is a minority or female owner which possesses an ownership interest of a least 51 percent of the business.
“Controlled” is a minority or female which possess and exercise the legal authority and power to manage business
assets, good will and daily operations of the business and actively and continuously exercise such managerial authority
and power in determining the policies and directing the operations of the business.
VENDOR HAS INDICATED AS: Is vendor/company minority-owned? ____YES
specify how listed below:
________
________
________
________
________
________
OR ____NO. If YES, please
African American Business Enterprise (AABE)
Hispanic Business Enterprise (HBE)
Female Business Enterprise (FBE)
Asian Business Enterprise (ABE)
Native American Business Enterprise (NABE)
Other:___________________________________________________
If yes, is the firm certified as such by any Federal, State or Local Governing authority? If so, please provide
appropriate documentation showing such certification.
___________________________________________________________
Signature ( of contact person with company)
________________________
Date
__________________________________________________________
Name (print)
________________________
Title
PLEASE COMPLETE, SIGN AND DATE THIS FORM AND MAKE A PART OF BID PACKET.
Thank you for your cooperation.
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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CONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned contractor/ subcontractor/
sub-subcontractor who is engaged in the physical performance of services
under a City of College Park contract verifies its compliance with The
Georgia Illegal Immigration Reform and Enforcement Act of 2011that they
are enrolled in and use E-Verify or, in the case of a contractor/
subcontractor/ sub-subcontractor who has no employees and does not intend
to hire employees during the term of the contract, will provide a copy of a
state-issued driver’s license or ID Card issued by a U.S. state that will verify
lawful immigration status.
______________________________
_________________________
E-Verify User Identification Number
E-Verify Date of Authorization
_____________________________________________________
Name of Contract/Project
_____________________________________________________
Name of Contractor/ Subcontractor/ Sub-subcontractor (Circle one)
_____________________________________________________
Name of Authorized Officer
_____________________________________________________
Signature of Authorized Officer
SUBSCRIBED TO AND SWORN BEFORE ME ON THIS THE
__________________ DAY OF __________________, 20____.
Notary Public
My commission expires on: ______________________
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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RFP DOCUMENT REQUIREMENTS & CHECKLIST
PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID
DOCUMENTS IN THE ORDER LISTED BELOW.
______ 1.One (1) marked “Original” and two (2) marked “Copy” of response
_______ 2. RFP Document Requirements & Checklist completed, signed and dated
_______ 3. Bid Bond of five percent (5%)
_______ 4. License number and documentation (as required by applicable State and local laws)
_______ 5. Exceptions Sheet (if deemed necessary by vendor)
_______ 6. Vendor Questionnaire
_______ 7. Contractor Affidavit
_______ 8. Proofs of Insurance
_______ 9. List of Subcontractors
_______ 10.References Request pages
_______ 11.Any/All Addenda must be signed and dated and made a part of bid packet
_______ 12.Successful bidder acknowledges requirement to provide Performance and Payment
Bond before execution of contract.
Is the vendor located in College Park? ____________
Has the vendor previously conducted business with College Park? ___________
Has your company ever been debarred from doing business with any federal, state or
local agency? _______ If yes, please provide details (on back) including agency name,
date and reason for debarment.
__________________________
Vendor or Representative Signature
______________
Date
Late responses will not be accepted.Faxed or emailed responses will not be accepted.
City of College Park is not responsible for submissions not properly identified, nor
for late or undelivered mail or courier service.
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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INSURANCE REQUIREMENTS
Within ten (10) days of Notice of Award, and at all times that this Contract is in
force, the Contractor shall obtain, maintain and furnish the City Certificates of
Insurance from licensed companies doing business in the State of Georgia and
acceptable to the City covering:
1.
2.
3.
4.
Worker’s Compensation Insurance
Comprehensive General Liability Insurance
Automobile Liability
Umbrella Liability Insurance
Copies of these Certificates of Insurance shall be furnished to the City prior to
execution of the contract. Such policies shall be non-cancellable except on thirty
(30) days written notice to the City.
**
**
Local Preference Policy: Local Preference may be given to businesses that have a business
location within the geographic boundaries of the City of College Park as long as all requirements
of the bid have been met. Should a local vendor submit a bid proposal that is not more than five
percent (5%) greater than the bid of the lowest non-local vendor for bids up to $150,000 or not
more than three percent (3%) greater than the bid of the lowest non-local vendor for bids in
excess of $150,000, then the local vendor’s bid shall be recommended for approval provided all
requirements of the bid proposal/process have been met. This policy shall not apply to any
purchases of materials, equipment or services in excess of $1,000,000.
**
**
IMPORTANT RFP EVENT DATES:
RFP release and newspaper advertisement
Informational Conference
Last day for questions
Addendum posted on City website
Responses Due
Work week of July 6, 2015
July 15, 2015, 10:00am
July 22, 2015, 4:00pm
July 29, 2015, 4:00pm
August 5, 2015, 3:00pm
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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LIST OF SUBCONTRACTORS
I do ______ / do not ______ propose to subcontract some of the work on this
project. I propose to Subcontract work to the following subcontractors:
SUBCONTRACTOR
WORK
TO
PERFORMED
BE
% OF THE WORK
Company Name:__________________________________________________
PLEASE NOTE: THE CITY OF COLLEGE PARK REQUIRES 51%
PARTICIPATION BY THE PRIME CONTRACTOR ON ALL PROJECTS.
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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REFERENCE REQUEST
REFERENCES:
The following references are from current and past
government, educational and/or commercial accounts of similar size and
scope. This list includes a minimum of five (5) references and does not
include the City of College Park, or any City of College Park employee as
a reference.
REFERENCE # 1:
Name of Entity/Firm:____________________________________________________________
Mailing Address:________________________________________________________________
City/State/Zip Code:_____________________________________________________________
Contact Person Name:___________________________________________________________
Contact Person Telephone Number:________________________________________________
Date When Work Performed:_____________________________________________________
Description of Work Performed:___________________________________________________
______________________________________________________________________________
REFERENCE # 2:
Name of Entity/Firm:____________________________________________________________
Mailing Address:________________________________________________________________
City/State/Zip Code:_____________________________________________________________
Contact Person Name:___________________________________________________________
Contact Person Telephone Number:________________________________________________
Date When Work Performed:_____________________________________________________
Description of Work Performed:___________________________________________________
______________________________________________________________________________
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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REFERENCE # 3
Name of Entity/Firm:________________________________________________
Mailing Address:___________________________________________________
City/State/ZipCode:_________________________________________________
Contact Person Name:______________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
REFERENCE # 4
Name Of Entity/Firm:_______________________________________________
Mailing Address:___________________________________________________
City/State/ZipCode:_________________________________________________
Contact Person Name:______________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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REFERENCE # 5
Name of Entity/Firm:_______________________________________________
Mailing Address:__________________________________________________
City/State/ZipCode:________________________________________________
Contact Person Name:_____________________________________________
Contact Person Telephone Number:___________________________________
Date When Work Performed:_________________________________________
Description of Work Performed:_______________________________________
By signing below, I certify that this bid is made without prior
understanding, agreement, or connection with any corporation, firm, or
person submitting a bid for same materials, supplies or equipment, and is
in all respects fair and without collusion or fraud. I understand that
collusive bidding is a violation of State and Federal law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all
conditions of this bid, and certify that I am authorized to sign this bid for
the bidder.
________________________________________________________________
(Name of Company)
(Contact Name)
_____________________________________________
(Phone Number)
___________
(Fax Number)
________________________________________________________________
(Email Address)
________________________________________________________________
(Signature)
________________________________________________________________
(Print Name)
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
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QUOTE SHEET
RFP – PIO – 080515 – LED SIGNAGE
BID DATE and TIME: August 5, 2015, 3:00pm
CITY OF COLLEGE PARK CITY HALL
FROM: ____________________________________(Bidder’s Name)
____________________________________(Address)
____________________________________(City and State)
____________________________________(Phone number)
____________________________________(Date)
$________________LUMP SUM BID or written out as
_____________________________________________Dollars and
_____________________________________________Cents
Includes warranty, as stated in second section of RFP document, page
6, #8.
ESTIMATED DELIVERY/COMPLETION DATE ___________________ARO
(Bidder Signature)
RFP – PIO – 080515 – LED SIGNAGE FOR CITY HALL
Page 14
REQUEST FOR PROPOSALS
City Hall Digital LED Signage
The City of College Park, Georgia is requesting proposals from qualified
companies to provide options and prices to supply and install one (1)
dual-face LED signage for the City Hall.
All documents are available through the City of College Park website at
www.collegeparkga.com. The Proponent is solely responsible for
ensuring any addenda are downloaded, reviewed, signed, dated, and
included in their proposal.
The job will be awarded to the proposal deemed to be the most favorable
to the interests of the City of College Park. The City of College Park
reserves the right to waive informalities in or reject any or all proposals.
The City also reserves the right to negotiate scope and price with the
selected preferred proponent, without obligation to any other proponent.
The City of College Park shall not be obligated in any manner to any
Proponent whatsoever until a written agreement has been duly executed
relating to a Council approved proposal. Questions regarding the project
may be directed to Barbara Gregory, Purchasing Department, via email
ONLY, at [email protected] until 4:00pm, Wednesday, July
22, 2015.
Proposals will be accepted until 3:00 p.m. (local time) August 5, 2015.
Proposals must be submitted using the yellow envelope as label, and
clearly marked “RFP-PIO-080515-LED Signage”.
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RFP – City Hall Digital LED Signage
Introduction
The City of College Park invites proposals from qualified companies to provide
options and prices to supply and install a permanent digital LED sign on the City
Hall located at 3667 Main Street.
Specifications:
STATEMENT OF WORK
1. SCOPE
The City of College Park is requesting proposals from qualified
individuals/firms for the Purchase and Installation of one (1) dual-face LED
Sign at College Park City Hall according to the specifications listed herein.
The successful bidder, as Contractor, shall furnish all manpower, trucks or
any other equipment necessary to complete the installation of the LED sign
utilizing/modifying a new brick base at City Hall and construct the sign base
to match the existing brick base at City of College Park City Hall building.
The Contractor shall obtain all necessary permits; install a double-faced,
internally illuminated electronic sign with a programmable LED message
display inside the permanent exterior freestanding monument sign. The firm
shall also provide and install all hard-wired equipment and software,
programming and training required in order to operate and control the sign
from the administrative offices of City Hall. The LED sign shall be
configured in such a manner to make a significant visual impact and be
clearly visible and legible when driving north or south on College Park Main
Street at 35 mph. The sign and message board must be easily readable in the
sunlight, and be decoratively lit in order to be seen at night.
2. LOCATION
College Park City Hall
3667 Main Street
College Park, Georgia 30337
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3. SIGN SPECIFICATIONS
Proposer shall provide a double-sided LED message display that complies
with the following specifications.
3.1 Full Color Range RGB LED message display, minimum 281 trillion
colors, minimum 10,000 nits, minimum 20 mm. Proposal shall specify
capabilities.
3.2 Internal display component hardware (nuts, bolts, screws, standoffs,
rivets, fasteners, etc.) shall be fabricated from stainless steel, aluminum,
nylon, or other durable corrosion-resistant materials suitable for the signage
application.
3.3 The approximate measurements are: Height: 48”-51” Width 94”-96”
3.4 Surface materials in the LED active area such as metal, plastic, or other
face materials must be designed for low sunlight reflectivity.
3.5 All wiring must be housed inside wire ways. Wire ways should be
mounted so that water cannot get into wires resulting in shorts. Wiring shall
comply with all federal (national), state, and local codes.
3.6 The display shall be protected from electrical spikes, transient voltage
and surges.
3.7 The sign shall be thermostatically controlled and be equipped with a
cooling system and rain-tight vents. It shall be ventilated properly and not
allow overheating. Intake and exhaust vents associated with the cooling
system shall restrict water from entering the enclosure. The current sign has
experienced repeated overheating which has caused computer and panel
failure.
3.8 The equipment shall be built to withstand exposure to extreme heat, cold,
moisture (including humidity), wind, and corrosion and shall be able to
operate in ambient temperatures typically ranging from 0 to 110 degrees F.
All components shall remain operational under these conditions.
3.9 LED lifetime shall be 100,000 hours to half brightness.
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3.10 Panels should have front access for ease of service.
3.11 Prefer that LED panels be universal. Replacement panels to be
available should proposer lose ability to provide them.
4. DISPLAY REQUIREMENTS
4.1 The display areas shall be capable of displaying alphanumeric text,
three-dimensional graphics, animations, multiple font styles and traveling
text, including photos and videos in a wide spectrum of colors.
4.2 Messages must be legible 24 hours per day and in most normally
encountered weather conditions as well as during dawn and dusk hours when
sunlight is shining directly on the display face or when the sun is directly
behind (silhouetting) the display.
4.3 All components must be UL rated.
4.4 The display shall display a full range of alphanumeric text and support
the storage and use of a minimum of five (5) English alphanumeric character
fonts as well as foreign language character and the ability for other fonts to
be downloaded and saved.
4.5 Minimum modes of operation required are:
nce messaging scheduling up to three (3) months
5. MESSAGE DISPLAY CONTROLLER
Proposer shall provide and install one (1) message display controller that utilizes
wireless data transmission in order that it would be remotely controlled and
operated from the Recreation Center’s Administrative Office and would be
operable when the computer is disconnected, turned off or the power is
unavailable. The controller must also meet the following specifications:
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5.1 Each controller shall be connected to a light sensor allowing each LED
display to adjust the level of brightness manually or automatically, according
to display direction and lighting conditions.
5.2 The controller shall allow connection to a temperature sensor that
provides accurate site temperatures.
5.3 Controller will have a time of day clock/calendar.
5.4 Active messages, stored messages, message schedules, display
configuration, time, and date shall be stored in non-volatile memory. No
external power will be required to maintain this data.
6. POWER SUPPLY
6.1 The LED and all other components of the sign shall operate on a 110
volt AC power source (120/240 VAC single phase.
6.2 The electronic power supply shall be short-circuiting protected.
6.3 The sign must shut down automatically when reaching a certain
temperature to protect against damage, without losing any programming.
6.4 The Contractor shall supply all labor and materials necessary to connect
the sign to a City of College Park power source provided by the City.
6.5 The display should have a photocell and dimmer system, which will
automatically dim or brighten the intensity of the display during periods of
low or high light levels.
6.6 The system should permit the operator to have the capability of
overriding the photocell and create either a full brilliance display or dimmer
display.
6.7 The sign must have 120 VAC weatherproof duplex outlets for service
and maintenance requirements.
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7. SYSTEM SOFTWARE REQUIREMENTS
Proposals shall include display control software that is compatible with the City of
College Park Park’s existing IP based computers and Windows operating system
located in the Public Information Officer’s office in order to operate the sign.
System must be compatible with Windows 7 and provide password protection with
user specific access/data entry rights. Software shall include profanity protection
and accessibility to allow changes from any City network computer. Connection to
the display hardware from the system software must be directly connected to a
CAT5/CAT5e RJ45 compliant cable or standard based fiber. Wireless connections
shall not be the sole connection source. Proposals shall include descriptive
literature and detailed software specifications.
8. WARRANTY AND MAINTENANCE
The proposal shall include specific, detailed warranty information as well as any
maintenance program that is available from the proposing firm. Estimated response
time for service and repairs should be included.
9. TESTING AND TRAINING
The Contractor must provide a factory-trained technician to test the operation of
the sign to the satisfaction of the City of College Park management. The
Contractor must also provide the City of College Park with a technician to teach
appropriate City staff how to program and operate the sign, plus trouble shooting
procedures should be included. Please describe the types of training programs, onsite, webinars, off-site training sessions, phone training, etc. that may be available
and the costs related to each of those.
10. PRICE PROPOSAL
Proposers shall submit an itemized proposal to provide a complete, turn-key
service to manufacture, install and service an LED Sign as specified above. This
shall include, but is not limited to, all required permits, materials, labor,
supervision, equipment, clean up and haul away and necessary training.
Proponents are required to satisfy themselves as to existing conditions of the site
and make appropriate allowances when preparing and submitting a proposal. The
information provided is the best available at the time proposals are solicited and
proponents shall use the available information as a basis for any proposal. The
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proponent shall allow for any conditions deemed reasonable and appropriate for
the performance of the work as outlined in the Request for Proposal and
incorporate such reasonable allowances in their proposal.
A proposal shall be prepared and submitted at the sole expense of the proponent
and without cost to the City of College Park. All Proposals received by the City of
College Park, Barbara Gregory, Purchasing Department, become the property of
the City of College Park and as such are subject to the Municipal Freedom of
Information and Protection of Privacy Act.
A proposal, whether or not it has been accepted, and any rights thereunder, shall
not be reassigned by the proponent without the prior written consent of the City of
College Park. Any such re-assignment shall not under any circumstances relieve
the proponent of any liabilities and obligations under the Proposal.
Form of Proposals
The proposal submission must be legible, written in ink, or typewritten. Proposals
containing changes, erasures, overwriting, white-outs, cross-outs, or strike-outs
which are not initialed by the proponent may not be accepted.
Proposals will be accepted until 3:00 p.m. (local time) August 5, 2015.
Proposals must be labeled using the yellow envelope and clearly marked “RFPPIO-080515- LED Signage.”
Proposals shall not be submitted by e-mail or facsimile.
Proponents may inquire into and clarify any requirements of this RFP. Inquiries
will be accepted via email ONLY, to Barbara Gregory, Purchasing Department, at
[email protected] until 4:00pm on July 22, 2015 with subject line
“RFP-PIO-080515-LED SIGNAGE.”
It is the proponent’s responsibility to clarify any details prior to submitting a
proposal. The City of College Park will assume no responsibility for any oral
instruction or suggestion.
__________________________________________________________________
Please note that proposals are not limited to the above items. Any additional
information pertinent to the proposal should be included.
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Omissions and Discrepancies
If a proponent finds discrepancies in, or omissions from, the drawings or other
proposal documents, or if he/she is in doubt as to their meaning, he/she should
advise the City immediately.
Responses, if not already addressed in the RFP, will be addressed in the form of
addendum, if required. No oral interpretations will be effective to modify any
provisions of the Proposal, unless a written addendum has been issued by the
Purchasing Department Administration, prior to the advertised closing date and
time.
Processing of Proposals
On receipt by the Purchasing Department Administration of the properly sealed
envelopes delivered by or on behalf of a proponent, envelopes will be marked as to
the time and date of receipt and the envelope will be retained unopened until the
opening of proposals.
City staff may clarify any aspect of a proposal with the proponent at any time after
the proposal has been opened. Any such clarification will not alter the proposal and
will not be constituted as a negotiation or renegotiation of the proposal. The City of
College Park is not required to clarify any part of a proposal. Proposals must
contain sufficient detail to support the project being proposed. Incomplete
submissions may not be considered. Any clarification of a proposal by a proponent
shall not be effective until confirmation has been delivered in writing. In
conducting clarification/discussion with proponents, there shall be no disclosure of
any information derived from proposals submitted by competing proponents.
The City of College Park may make all necessary corrections to any proposal
which is in error through addition or extension, the corrected value prevailing.
The successful proponent(s) will be notified after the City has reviewed and
approved the proposals. The issuance of this Request for Proposal in no way
implies that the City will proceed with an order or contract and will not reimburse
any proponent for any costs incurred in preparing and submitting and presenting a
proposal.
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The successful proponent shall be required to enter into an agreement with the
City, the execution of which shall be a condition of final and binding acceptance of
the preferred proposal, and such agreement shall incorporate the proponent’s
proposal as performance and implementation criteria.
General Requirements
The proposal must be completed with all the information requested in the Form of
Proposals section.
All pricing proposed must include permits, fees, licenses and other ancillary costs
included in the pricing.
This proposal submission is irrevocable and open for acceptance by the City of
College Park until sixty (60) days after the closing of this proposal.
Addenda
All responses to questions raised during the RFP period will be posted on the City
website by means of written addenda.
Not a Tender
This is Request for Proposals (RFP) and not a tender call. No contractual, tort or
other legal obligations are created or imposed on the City of College Park, or any
other individual, officer or employee of the City by the Request for Proposal
documentation or by submission or consideration of any proposal by the City.
Cost of Preparation of a Proposal
Proponents shall be solely responsible for their own expenses in preparation and
submission of a proposal and in subsequent negotiations or clarifications, if any,
with the City.
Evaluation of Proposals
In order to fully explore all available options, creative and imaginative proposals
are encouraged.
Proposals will not be evaluated solely on costs.
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Selection of the successful proponent will be determined by the City in its sole
discretion to be the proposal which is most beneficial to the interests of the City.
All proposals will be evaluated for completeness and suitability.
We urge all potential contractors to submit supporting documentation as to their
qualifications for performing the scope of work.
Please attach separate sheet listing comments/conditions if so desired.
Please include all proposed equipment specifications showing manufacturer name,
model number, depicting unit size, electrical requirements and other pertinent
information, if applicable.
Provide a life cycle summary of proposed hardware and software, if applicable.
Proposals must remain valid for a period of sixty (60) days after 08.05.15.
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APPENDIX “A” – Photos
Proposed location for new sign
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CITY HALL SIGN BASE SPECIFICATIONS
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