RFP - D/B Public Safety Communications Tower

RFP Questions Due Friday, August 11, 2023 @ 9:00am EST RFP Questions Response Tuesday, August 15, 2023 Questions should be directed in writing to the Town Administrator, townadministrator@hennikernh.gov no later than Friday, August 11, 2023 at 9:00am EST. General Requirements Vendors making proposals must respond in writing to all requirements of this Request for Proposal (RFP). Responses should reflect detailed considerations of the issues and opportunities presented by this specific project. Any additional information or tasks that are felt to be relevant by the responding firm should be included together with the submittal requirements. No late, email or facsimile proposals will be accepted. Costs incurred for the preparation of a proposal in response to this RFP shall be the sole responsibility of the vendor submitting the proposal. The Town of Henniker reserves the right to select or reject any vendor that it deems to be in the best interest to accomplish the project specified. The Town reserves the right to accept the proposal on one or more items of a proposal, on all items of a proposal or any combination of items. The Town reserves the right to discontinue the selection process at any time prior to the awarding of a contract. The Town reserves the right to waive defects and informalities of the proposals. The vendor selected may be required to execute an Agreement for Services. Vendors shall submit any exceptions to the bid specifications and / or Agreement terms. Project Requirements This project is funded by a State Homeland Security Program (SHSP) Grant and bidders shall meet Contract Provisions and comply with federal laws, including the federal procurement standards. TOWER CONSTUCTION SCOPE OF WORK The PROJECT SCOPE consists of work at a communication tower site on the summit of Craney Hill in Henniker, NH. The project consists of the procurement and construction of a new 120-foot self-support tower, fueled backup generator system, chain link fenced compound and other general site improvements including the relocation, fit up and connection o town owned 10' x 20' equipment shelter. The towershall be constructed to meet the minimum tower loading for equipment currently installed on a fire tower and telephone pole existing tower at the site. The tower should be fully equipped, including cable management, stand-off mounts and ice bridge, to accommodate the appendages listed above at the elevation and offsets shown. These systems are to be installed by the successful bidder. The tower equipment shall include all structural hardware required to construct and install the facility per the manufacturer's specifications. The selected firm will provide the Manufacturer's product specifications electronically and descriptive documentation with at minimum elevation drawings of the proposed communications tower as an attachment to the proposal. Work at the tower site shall include but not be limited to clearing of site, surveying and engineering of site, stamped drawings for tower and foundation, tower foundation, tower, safety cable system, required pipe (sp) clamps, pipe ends, installation materials, welding supplies, required standoff assemblies, ground bars and required ground hardware, ground wire and ground rods, installation of RF and cabling components and 10' x 20 equipment shelter, concrete generator pad, utility coordination for new service and trench utility construction per Eversource requirements. Each site will require specific measures which shall include the following or alternative of equivalent function. o Perimeter Security Fencing 6' high fence and one drive through gate. Information Available The Town of Henniker is planning to upgrade its public safety communications system. The Town of Henniker population is estimated at approximately 5,671 residents and approximately 2,287 housing units. The Town is approximately 44 square miles and is within Merrimack County. The Town of Henniker public safety communications system serves as the primary means of communication for the Henniker Police Department, Henniker Fire and Rescue Department, Henniker Highway Department, and others. Additionally, the microwave system will be used as a data backhaul for other Town services. The public safety communications system will be required to function well into the future and handle the department's anticipated growth needs. Timeline The tasks shall be completed by June 30, 2024. Submittal Requirements As part of their response to this Request for Proposals vendors shall: o Provide information on current workload and describe how the firm would accommodate this project. o Outline the schedule to be implemented to meet the expected project requirements and construction. o Describe the methods the firm will use to maintain the implemented schedule. The items listed below shall be submitted with each submission in the order shown. Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by a submitter to include all listed items may result in their submission being rejected. Tab I - Cover Letter Provide a cover letter indicating your firm's understanding of the requirements relating to this submission. The letter must be brief and formal from the submitter that provides information regarding the firm's interest in and ability to perform the requirements of this RFP. A person who is authorized by the organization to enter into an agreement with the Town of Henniker will sign the letter. Please include all contact information. Tab 2 - Acceptance of Conditions Indicate any exceptions to the agreement sample, specifications, terms and conditions of this RFP, including the Scope of Services. Tab 3 - Company Background o Years in business under present name. o Any business name changes and the reason for the change. o Name and address of each office location. o Ownership structure (Corporation / Partnership). o Names and titles of officersin the company. o Company trade organizations / associations / affiliations. Tab 4 - Qualifications o Describe firm qualifications, experience and project understanding. o Provide resumes for key personnel that will be assigned to this project. o Demonstrate the firm's qualifications and experience in public safety communications and microwave system tower construction projects. Tab 5 - Firm Resources o Describe the firm's personnel resources available. If a sole proprietor, indicate so. o Describe key personnel to be assigned from within the firm and any key outside sub-consulting firms for this project. o Demonstration ofsuccessful management systems for the planning, organizing and monitoring of similar construction projects. o Include a Project Team and Organization Chart of all individuals who will be assigned to work on this project. Also, list any proposed sub- consultants and their intended scope of work. Tab 6 - References o Provide references (with contact name and telephone number) of similar projects for which your company has, in whole or in part, provided services. Tab 7 - List of Ongoing and Completed Projects o Provide a list of similar projects in which your company is currently involved, or has been involved. o Please list project description and status. o Total dollar volume of work completed during each of the past three (3) years. Tab 8 - Customer Support o Describe the firm's physical availability to the Town of Henniker in terms of communication, meetings and fieldwork. Tab 9 - Financial o Proposed itemized cost breakdown for services as defined within this RFP for the tower. o Performance Bonds at 100% of contract and labor/ material bonds at 100% of the contract will be required of vendor awarded the contract. o Is your firm currently involved in, or are you anticipating, any litigation, arbitration or mediation If so, please explain. Tab 10 - Other o Other information, qualifications and/or exceptions that the Inspection Services firm may consider appropriate to the selection process. Insurance The successful vendor will be required to submit a certificate of insurance showing minimum General Liability limits of $1,000,000.00 per occurrence and $2,000,000 aggregate, Professional Liability, automobile coverage and workers compensation participation. Thirty- day notice is required for cancellation of policy and Town of Henniker shall be listed as additional insured. Licenses and Permits All State of NH, local & federal codes, permits and licensing requirements must be met by anyone performing work on Town property. Vendor will be required to obtain permits prior to commencing any work. Local permit fees will be waived by Town. Copies of such permits and licenses will be forwarded to the Purchasing Agent for the file prior to work commencing. 1. BID ACCEPTANCE AND REJECTIONS: The Town of Henniker reserves the right to accept any bid, and to reject any or all bids; to award the bid to other than the low bidder if deemed "bid most advantageous to the Town"; to accept the bid on one or more items of a proposal, on all items of a proposal or any combination of items of a proposal and to waive any defects in bids. 2. FINAL BID PRICE: Terms and FOB point are always part of the bid. FOB POINT IS ALWAYS TO BE HENNIKER, NH UNLESS OTHERWISE INDICATED BY THE BIDDER. IT IS THE BIDDER'S RESPONSIBILITY TO SO DESIGNATE A FOB POINT OTHER THAN HENNIKER. If the bidder has any special payment or delivery clauses which could affect the final delivery price of an item up for bid that too shall be made part of the bid. 3. LATE PROPOSALS/BIDS: Any bids received after specified date and time will not be considered, nor will late bids be opened. 4. PAYMENT TERMS: It is the custom of the Town of Henniker to pay its bills within 20 - 30 working days following delivery of, and receipt for, all items covered by the purchase order. In submitting bids under these specifications, bidders should take into account all discounts, both trade and time, allowed in accordance with the above payment policy. 5. BRAND NAMES: When the item is offered of a brand that is not known for use and/or reputation and financial stability is not well and favorably known to these officials, bids on such unknown brand may be rejected because of this lack of knowledge alone. Prospective bidders with such unknown brand should give information concerning it to the Town Purchasing Agent so that it may be checked into for bids for the coming year. The bidder will state in the proposal the brand name and any guarantees of the material he/she proposes to furnish. The brand name is to be for the material that meets all specifications. 6. SUBCONTRACTORS: Where a project involves utilizing subcontractors, and the project is completed satisfactorily, the Town of Henniker reserves the right to request proof of payment to subcontractors by the general contractor prior to making final payment to the general contractor. 7. PROPER DOCUMENTATION: Any respondent to a bid request should sign off on and return to the Purchasing Department the original Bid Documentation Package which explains the scope of the bid request. Said signature, in the spaces provided, indicates receipt of, familiarity with and understanding of, and acceptance of the specifications provided, except as otherwise noted by the respondent. 8. BID RESULTS: The Purchasing Office will NOT respond to phone inquiries for Bid Results, other than to identify the apparent low bidder and his total bid price quotation. Individuals or company representatives may secure a comprehensive bid analysis of a particular bid request by either attending a bid opening (which is open to all interested parties); by coming to Town Hall after a bid opening and asking to look through the file; by visiting our website or by sending a written request for the bid analysis along with a self-addressed stamped envelope.

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