CITY OF MILTON INVITATION TO BID (THIS IS NOT AN ORDER)

CITY OF MILTON INVITATION TO BID (THIS IS NOT AN ORDER) Bid Number: 13-CM01 Due Date and Time: March 12th, 2013 Local Time: 2:00pm Project Name: City of Milton Outdoor Warning Siren System ISSUING DEPARTMENT INFORMATION Issue Date: February 11th, 2013 City of Milton Public Works Department 13000 Deerfield Pkwy, Suite 107G Milton, Ga. 30004 Number of Pages: 15 Phone: 678-242-2500 Fax: 678-242-2499 Website: www.cityofmiltonga.us INSTRUCTIONS TO BIDDERS Return Submittal to: City of Milton Attn: Rick Pearce, Purchasing Office 13000 Deerfield Pkwy Suite 107G Milton, Ga. 30004 Mark Face of Envelope/Package: Bid Number: 13-CM01 Name of Company or Firm Special Instructions: Deadline for Written Questions February 19th, 2013 Email questions to Rick Pearce at rick.pearce@cityofmiltonga.us IMPORTANT: SEE STANDARD TERMS AND CONDITIONS BIDDERS MUST COMPLETE THE FOLLOWING Bidder Name/Address: Authorized Bidder Signatory: Bidder Phone Number: Bidder Federal I.D. Number: (Please print name and sign in ink) Bidder FAX Number: Bidder E-mail Address: BIDDERS MUST RETURN THIS COVER SHEET WITH BID RESPONSE

2 ITB 13-CM01 Table of Contents Topic Page Invitation to Bid 3 Response to Bid Letter 4 Bidding Instructions 5 Scope of Work 6 Schedule 9 Bid Submittal Form 10 List of Subcontractors 11 Addenda Acknowledgement 12 Disclosure Form 13 Appendix A 14

3 ITB 13-CM01 CITY OF MILTON Purchasing Division Invitation to Bid Number: 13-CM01 City of Milton Outdoor Warning Siren System The City of Milton is accepting sealed bids from qualified firms for an Outdoor Warning Siren System. All bidders must comply with all general and special requirements of the bid information and instructions enclosed herein. Sealed bids will be received no later than 2:00 PM Local Time on March 12, 2013. Sealed bids shall be submitted to: City of Milton Attn: Rick Pearce, Purchasing Office 13000 Deerfield Pkwy Suite 107G Milton, Ga. 30004. At approximately 2:05 PM Local Time on March 12th, 2013 bids will be publicly opened and the bidder s name and total bid amount will be read aloud at: City of Milton Courthouse 13000 Deerfield Parkway Suite 107E Milton, GA 30004. Bids received after the above time or in any other location will not be accepted. Bids shall be presented in a sealed envelope with the bid number (13-CM01) and the name of the company or firm submitting clearly marked on the outside of the envelope. ONE (1) ORIGINAL (PAPER) MUST BE SUBMITTED. Bids will not be accepted verbally, by fax, or email. Questions must be in writing. For questions, please email Rick Pearce at rick.pearce@cityofmiltonga.us. Deadline for questions is February 19, 2013 at 5:00pm. Official answers to questions and potential changes to the ITB (Addendums) will be posted at the same web locations as the ITB on or about February 21, 2013. Any other form of interpretation, correction, or change to this ITB will not be binding upon the City. It is the bidder s responsibility to check the websites for potential updates. Please refer to Bid (13-CM01) when requesting information. To bid on the City of Milton Outdoor Warning Siren System, the offeror must supply two (2) like kind references with the response. The City of Milton reserves the right to reject any or all bids and to waive technicalities and informalities, and to make award in the best interest of the City of Milton.

4 ITB 13-CM01 City of Milton ITB# 13-CM01 RESPONSE TO BID LETTER (Bidder to sign and return with bid) We propose to furnish and deliver any and all of the deliverables and services named in the Invitation to Bid (ITB) 13-CM01 City of Milton Outdoor Warning Siren System. It is understood and agreed that we have read the City s specifications shown or referenced in the ITB and that this bid response is made in accordance with the provisions of such specifications. By our written signature on this bid response, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all bids, waive technicalities, and informalities, and to make an award in the best interest of the city. BID RESPONSE SIGNATURE AND CERTIFICATION I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the bid response and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect. Authorized SignatureDate Print/Type Name Print/Type Company Name Here

5 ITB 13-CM01 BIDDING INSTRUCTIONS FAILURE TO RETURN THE FOLLOWING BID DOCUMENTS COULD RESULT IN THE BID BEING DEEMED NON-RESPONSIVE AND BEING REJECTED: 1. Filled out and signed Invitation to Bid (Page 1) 2. Response to Bid Letter (Page 4) 3. Bid Submittal Form (Page 10) 4. List of Subcontractors (Page 11) 5. Applicable Addenda Acknowledgement (Page 12) 6. Disclosure Form (Page 13) 7. Reference sheet. Use your own form. 8. Informational Pricing( Item I page 7) -Optional INFORMATION AND INSTRUCTIONS The purpose of this solicitation is to enter into a fixed price contract with one firm for the purchase, installation, and maintenance of the City of Milton Outdoor Warning Siren System (13-CM01). No specification expressed or implied shall be construed as any type of restrictive specification that would limit competition. EVALUATION The City intends to evaluate the ITB on the lowest, best, responsible, and responsive vendor. COST OF PREPARING A PROPOSAL The costs for developing and delivering responses to this ITB and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the bidder. The City is not liable for any expense incurred by the bidder in the preparation and presentation of their proposal. All materials submitted in response to this ITB become the property of the City of Milton

6 ITB 13-CM01 SCOPE OF WORK The City of Milton is seeking bids for the following emergency weather warning related project: A. The City of Milton seeks to add an outdoor warning siren system to its public warning capabilities. Phase I of the project involves the turn-key installation of five (5) Federal Signal outdoor public alert siren systems that will integrate into an already established Federal Signal system located in Alpharetta. B. The City has identified five potential sites for placement of Phase I of the outdoor public alert siren assembly. The preliminary sites are: 1. Fire Station #43 at 750 Hickory Flat Road, Milton, GA 30004 2. Bell Memorial Park at 15245 Bell Park Road Milton, GA 30004 3. The south east corner of the intersection of Hwy 372 (Birmingham Hwy) and Providence Rd. This will soon be reconfigured to contain a traffic circle and the city is acquiring land for that purpose. 4. Fire Stat #41 at 12670 Arnold Mill Rd (GA 140) Milton, GA 30075 5. Fire Headquarters at 13690 Hwy 9 Milton, GA 30004 C. The winning Bidder, in consultation with the City, will finalize the sites. As part of this consultation, the bidder should be prepared to conduct a GIS-based scientific propagation study using nationally recognized standards and guidelines including a community noise survey of outdoor ambient noise levels. While it is understood that many of the proposed sites may be able to be utilized, the continued use of a site should be evaluated given the planned equipment and specifications, propagation data, etc. The City reserves the right to make the final decision if there is a disagreement with the winning Bidder. D. The propagated sound must be 10 db greater than the loudest community background noise and the chosen equipment must be able to project 120 db of sound at least 100 feet from the device in all directions. E. Phase II of the project will include additional sirens at a later date. This will be bid in a subsequent ITB. However, the winning bidder for the current project shall include consideration of the future coverage (Phase II) in their installation of Phase I. F. The Milton sirens will be activated by the City of Alpharetta s dispatch center using Federal Signal s Federal Commander Software and the Alpharetta 800 MHz radio system (or any 700/800 MHz P25 digital or analog radio system). The City of Milton will provide the radios for each of the sirens. The City will be responsible for programming the radios and shipping them to the winning bidder for installation in the siren controllers. G. The proposed system must comply with all applicable government regulatory specifications, particularly FEMA Outdoor Warning System guidelines, as well as the

7 ITB 13-CM01 relevant OSHA regulations, and ANSI standards referenced therein. H. The Total Fixed Price will include preventive maintenance for a period of five (5) years, with an allowance of a 2% cost increase annually (see appendix A for preventative maintenance requirements). Additional service responsibilities include: 1. Emergency repair/maintenance response to critical system failure must be less than 2 hours. In the case of critical system failure, repair must be conducted as diligently as practicable until the system is fully operational. A 24-hour emergency repair contact number shall be provided to the City for emergency purposes. 2. All other non-emergency maintenance or warranty issues will be handled as second day response. 3. Expenses beyond the scope of the bid must be approved by the City s designee prior to any additional work. 4. Any preventative maintenance will be conducted in such a manner that takes full advantage of any product warranties on all components of the system. I. In addition to the basic system, the City is requesting pricing on system enhancements that may be included at a later date (these items will not be considered in the evaluation of the bid. It is for information to the City only). Bidders are asked to provide informational pricing on a separate sheet for the following: J. Warranty 1. A central control unit (CCU) to serve as a backup activation point for the Milton/Alpharetta system. The backup activation point shall provide the means to monitor the status of each Milton siren, to activate the sirens and to service the sirens. The City will provide the radio for any additional CCU which shall also include a power supply, antenna and cable provided by the bidder with all equipment to control the sirens. The informational pricing shall include the cost of installation at the backup site. 2. An informational price for all hazards alerting management system to be installed at the primary and backup activation points. The system shall provide emergency managers and public safety officials at the primary (Alpharetta) activation point and the backup (Milton) activation point to: i. monitor live weather data from NOAA, ii. receive weather alerts from NOAA via common alerting protocol, and iii. activate Federal Signal sirens within the NOAA hazard warning polygon. The winning bidder must warrant the electromechanical siren equipment from the date of the installation for a period of not less than two (2) years for defects in electrical

8 ITB 13-CM01 components, and mechanical components when adequately maintained in accordance with instructions. The winning bidder must warrant the entire siren head (unit on top of pole) for a period of 5 years from the date of installation. K. Installation Each siren shall be installed on a galvanized steel metal pole designed specifically for siren installation with all wires and cable run within the pole. The siren head shall be mounted at a height of 40-45. Each pole shall be painted black. The bidder shall provide all installation and grounding hardware including a service disconnect. Upon completion of the installation, the siren system manufacturer or their representative shall perform both site and system optimization. L. Schematics Complete wiring diagrams, schematics, and technical reports (propagation studies, etc.) must be included with the operational and installation instructions that will be given to the City of Milton.

9 ITB 13-CM01 SCHEDULE OF EVENTS FOR REFERENCE ONLY - DO NOT SUBMIT WITH BID RESPONSE Event: Date: Release of ITB 2/11/2013 Deadline for Written Questions 2/19/2013 @ 5:00 PM *Submit via E-Mail to Rick Pearce of Purchasing Office City of Milton Addendum (on or about) 2/21/2013 (Official answers to questions and potential changes to ITB. Addendum will be posted at the same web locations as the ITB) Bids due Bids are due to: 3/12/2013 @ 2:00PM City of Milton Attn: Rick Pearce, Purchasing Office 13000 Deerfield Pkwy Suite-107G Milton, Ga. 30004

10 ITB 13-CM01 BID SUBMITTAL FORM MUST BE RETURNED WITH BID City of Milton Outdoor Warning Siren System The undersigned, as bidder, declares and represents that it has examined and informed himself/herself fully in regard to all conditions pertaining to the place where the work is to be performed, including those conditions affecting the cost of the work and the delivery, handling and storage of materials and equipment. The bidder has examined and read the Bidding Document and has satisfied himself/herself that the Bidding Document is an adequate and acceptable reflection of the work which is required to be performed and that the bidder is willing and able to perform all of the work necessary. The bidder further certifies that no additional information is required to complete the work encompassed by this bid within the cost and schedule established and agreed upon within this bidding document. Hereby proposes and agrees, if this bid for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the ITB and the bid documents to be performed or furnished by bidder for the for the total contract price of: Total Fixed Price (Lump Sum) $** Print Dollar Amount** **Include a detailed breakdown of your fixed cost on a separate sheet of paper. Please include all specification of all products represented in the Total Fixed Price. Please provide you rate per hour if additional work is requested. (Not part of the evaluation) Authorized SignatureDate Print/Type Name Print/Type Company Name Here

11 ITB 13-CM01 LIST OF SUBCONTRACTORS BIDDERS MUST RETURN THIS SHEET WITH BID RESPONSE I do /do not, propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors: Company Name:

12 ITB 13-CM01 ADDENDA ACKNOWLEDGEMENT BIDDERS MUST RETURN THIS SHEET WITH BID RESPONSE Bidder acknowledges receipt of the following addenda: Addendum No. Date viewed Bidder further declares that the full name and resident address of Bidder s Principal is as follows: Signed, sealed, and dated this day of Bidder Mailing Address: Bidder (Seal) Company Name By: Title: By: Title:

13 ITB 13-CM01 DISCLOSURE FORM BIDDERS MUST RETURN THIS SHEET WITH BID RESPONSE This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees. Please complete this form and return as part of your Bid package when it is submitted. Name of Bidder Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.) List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official. Amount/Value _ Description Please list any family member that is currently (or has been employed within the last 9 months) by the City of Milton and your relation:

14 ITB 13-CM01 APPENDIX A PREVENTATIVE MAINTENANCE 1. Preventive maintenance tasks will be performed at least twice a year and include the following items at a minimum: 2. Visually inspect PAS device support and interfacing components: a. Grounding systems and junctions; i. AC service, disconnect, fuses and breakers; ii. Utility pole (general condition and plumb); iii. Mounting devices; iv. Conduits and weather seals; v. Optical/electrical cables, wires, connections, and junctions; vi. AC surge protection; and vii. Cabinets, housings and coated surfaces, including such miscellaneous items as control cabinet desiccant bag, Z-Rust, debris, emergency shutoff switch, and cabinet lock. viii. High-current relays/contactors 3. Radio frequency (RF) equipment inspections will include the following: a. RF output b. Antenna System Reflected Power c. Compute VSWR (voltage standing wave ratio) d. Antenna mechanical stability and alignment e. Antenna cable mounting f. Transmitter frequency g. Transmitter modulation level h. Receiver sensitivity i. Critical operating levels/voltages between radio equipment input/output and the RTU input/output j. Battery voltage to the radio during transmit mode 4. Test and adjust or replace as appropriate: a. Controller and status-monitoring devices; b. Radio communications integrity (for radio-controlled PAS devices); c. Antenna system (for radio-controlled PAS devices); d. Current sensors; e. Individual speaker-driver impedance (electronic devices); f. Inspect and test electrical power systems: i. Back-up power supplies; ii. Transformer rectifier; iii. DC chargers, regulator settings, and limiting circuits; iv. Batteries;

15 ITB 13-CM01 v. Solar charging panels (if chosen for device). 5. Inspect and test activation, control, monitoring, and test system: a. Physical inspection of control components, wiring, connections, and any other aspect that has the potential to negatively impact said equipment operation; 6. Electronic inspection of computers and PAS activation consoles, including file and other program management and any other aspect that has the potential to negatively impact equipment operation;