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BIDNO.437502PAGE1

REQUEST FOR BIDS AND PROPOSALS

BID REQUEST NO. 4375-02

VoIP RADIO CONSOLE SYSTEM

FOR MACON COUNTYEMERGENCY MANAGEMENT

ISSUEDATE: December23,2011

BID OPENING DATE:JANUARY 11, 2012

3:00 PM LOCAL TIME

ISSUED BY: MACON COUNTY

5 WEST MAIN STREET

FRANKLIN, NC 28734

PHONE: (828) 524-1640LINDSAY MCCONNELL, PURCHASING AGENT

BIDS ARE TO BE SEALED AND MAILED VIA USPS TO THE ABOVE ADDRESS OR DELIVERED TO THEPURCHASING AGENTS OFFICE LOCATED IN THE MACON COUNTY ANNEX BUILDING AT 5 WEST MAIN

STREET, FRANKLIN, NC 28734

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BIDNO.437502PAGE2

MACONCOUNTY,NORTHCAROLINA

FINANCEDEPARTMENT

BidRequestNo.437502 December23,2011

REQUESTFORFORMALBIDSANDPROPOSALSFORVoIPRADIOCONSOLESYSTEMFORMACONCOUNTYEMERGENCYMANAGEMENT

PursuanttoGeneralStatutesofNorthCarolina,Section143129,asamended,sealedbidsandproposals,subjecttotheconditionsandspecificationsherein,areinvitedforfurnishingthefollowingequipment,materials,servicesorrepairwork. AllbidswillbereceivedbytheMaconCountyuntil3:00p.m.localtimeonWednesday,the11thdayofJanuary,2012,atwhichtimetheywillbepubliclyopenedandread.

MAILINGINSTRUCTIONS

1. Biddersubmitacomplete,fullyexecutedbiddocument.2. Ifmailed,bidshouldbeforwardedbycertifiedU.S.PostalService. Pleaseaddress

andmarkyourbidasshownbelow.

3. IfforwardedotherthanbyU.S.PostalService,deliverymustbemadedirectlytoMaconCountyFinanceDepartment,5WestMainStreet,Franklin,NC28734.

NOTE: IFMAILORDELIVERYBYANYOTHERMEANSISDELAYEDBEYONDTHEDATEANDHOURSETFORBIDOPENING,PROPOSALTHUSDELAYEDWILLNOTBECONSIDERED.

MACONCOUNTYPURCHASINGAGENT

ATTN: LINDSAYMCCONNELL

5WESTMAINSTREET

FRANKLIN,NC28734

BID

REQUEST

NO

4375

02

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BIDNO.437502PAGE3

GENERALCONDITIONS

1. Allbidsandproposalsshallbeforfurnishingapparatus,supplies,materials,equipmentand/orworkandservicesinaccordancewiththeapplicableplansandspecificationsprescribedbyMaconCounty. Fromthedateshownuntilthe

date

of

opening

the

bids,

the

plans

and

specifications

of

proposed

work

and/or

a

completedescriptionoftheapparatus,supplies,materials,equipment,and/orworkandserviceswillcontinuetobeonfileintheofficeofLindsayMcConnell,MaconCountyPurchasingAgent,locatedattheMaconCountyAnnexBuilding,5WestMainStreet,Franklin,NC28734,anytimeMondaythroughFriday8:00amuntil4:00pm,exceptholidays,andavailabletoprospectivebidders.

2. Time,inconnectionwithdiscountoffered,willbecomputedfromthedateofdeliveryofthesuppliesormaterialsondeliveryatdestinationwhenfinalinspectionandacceptanceareatthosepoints. Guaranteedmaximumpricemustbeshowninallbids.

3. Incaseofdefaultofthecontractor,theCountymayprocurethearticlesorservicesfromothersourcesandholdthecontractorresponsibleforanyexcesscostoccasionedthereby.

4. PaymentbyCountyduethirtydaysafterdeliveryinMaconCountyandacceptanceunlessotherwisespecificallyprovided,subjecttoanydiscountsallowed.

5. GoverningLaw. ThisInvitationforBidsandanyresultingcontractshallbegovernedbyandinaccordancewiththelawsoftheStateofNorthCarolina. Allactionsrelatinginanywaytothisbidorresultingcontractshallbebroughtin

theGeneral

Court

of

Justice

in

the

County

of

Macon

and

the

State

of

North

Carolina.

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BIDNO.437502PAGE4

SPECIALTERMSANDCONDITIONSFORVoIPRADIOCONSOLESYSTEMFORMACONCOUNTYEMERGENCYMANAGEMENT

1. DETAILEDSPECIFICATIONS: Detailedspecificationsforthisequipmentareincludedasanattachmentwiththebidrequest.BidstobesubmittedinaccordancewiththeattachedspecificationsandtheseSpecial

Terms

and

Conditions,

both

of

which

require

doing

all

that

is

necessary,

proper,orincidentaltothefurnishingoftheequipmentidentifiedherein. AllthingsnotexpresslystatedintheattachedspecificationsorSpecialTermsandConditionsbutinvolvedincarryingthemoutmustbeincludedinthebiddersproposalasthoughtheywerespecificallystated. ItisthesoleresponsibilityoftheBiddertoinsurethattheBiddersproposalreachestheIssuingDepartmentbythedesignatedtimeanddate. Noelectronicorfaxedbidswillbeaccepted.

2. NOTICETOBIDDERS: AllbidsaresubjecttotheprovisionsoftheinstructionstoBidders,SpecialTermsandConditionsspecifictothisRequestforBidsandProposals,theSpecifications,andGeneralContractTermsandConditions. Macon

Countyobjects

to

and

will

not

evaluate

or

consider

any

additional

terms

and

conditionssubmittedwithabidderresponse. Thisappliestoanyresponseappearinginorattachedtothedocumentaspartofthebiddersresponse. DONOTATTACHANYADDITIONALTERMSANDCONDTIONS. Byexecutionanddeliveryofaproposal,thebidderagreesthatanyadditionaltermsandconditions,whethersubmittedpurposelyorinadvertently,shallhavenoforceoreffect. Itshallbethebiddersresponsibilitytoreadthisentiredocument,reviewallenclosuresandattachments,andcomplywithallrequirementsspecifiedherein.

3. ISSUINGDEPARTMENT: ThisbidrequestisissuedbyMaconCounty,5WestMainStreet,Franklin,NorthCarolina28734. Allcorrespondenceandinquiryshouldbe

made

to

Lindsay

McConnell,

Macon

County

Purchasing

Agent.

4. CLARIFICATIONS/INTERPRETATIONS: AnyandallquestionsregardingthisdocumentmustbeaddressedinwritingtotheMaconCountyFinanceDepartment.QuestionsregardingspecificationstobedirectedinwritingtoLindsayMcConnell,PurchasingAgent,MondaythroughFriday,8:00a.m.5:00p.m. Fax(828)[email protected]. Questionswillnotbeacceptedafter10:00a.m.onJanuary11,2012.

5. GENERALREQUIREMENTS: Theequipmentfurnishedshallbenewandunusedandthemanufacturerslatestlistedandpublishedstockmodel,ormodelswhichmeetalltheapplicablerequirementsofthesespecifications.

6. MINORDEVIATIONS/EXCEPTIONSTOSPECIFICATIONS:a. Minordeviationsfromtheprovisionsofthesespecificationsmaybe

consideredtopermitmanufacturerstofollowtheirstandardmanufacturingprocesses;however,allproposedminordeviationsmustbeexplainedinwritingandsubmittedwiththebiddersproposal.

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BIDNO.437502PAGE5

b. Addendum: Ifitbecomesnecessarytoreviseanypartofthebid,awrittenaddendumwillbeprovidedtoallbidders. Biddersshallacknowledgereceiptofanyamendment/addendumbyreturningasignedcopywiththeirproposal. Alladdendaaretobecomeapartofthebiddocumentsandsubsequentcontractaward(s).

7. NONCONFORMINGTERMSANDCONDITIONS: Abidresponsethatincludestermsandconditionsthatdonotconformtothetermsandconditionsinthisbiddocumentissubjecttorejectionasnonresponsive.

8. BIDDERSSUBMITTALS: Biddermustfurnishallinformationrequestedhereinincludingdescriptiveliteratureand/orcompletespecificationscoveringtheproductsoffered. Referencetoliteraturesubmittedwithapreviousbidwillnotsatisfythisprovision. Bidswhichdonotcomplywiththeserequirementswillbesubjecttorejection. AlldocumentssubmittedshouldbearthenameofthebidderandtheBidNumber.

9. EXPENSESINCURREDINPREPARINGBID: MaconCountyacceptsnoresponsibilityforanyexpenseincurredbythebidderinthepreparationandpresentationofabid.Suchexpensesshallbeborneexclusivelybythebidder.

10. CONTRACT/AWARD: PursuanttothelawsgoverningpubliccontractsinNorthCarolina,theCountysRFB#437502,successfulbidders/vendorsresponsetothisRequestforBidsandProposalsandanyaddendathereto,plustheCountysissuanceofaMaconCountyPurchaseOrderfortheproposedgoodsand/orservicesshallconstituteabindingcontract.

11. OPTIONTOPURCHASEADDITIONALREQUIREMENTS: Subjecttothesuccessfulbidders

acceptance,

the

County

reserves

the

option

to

purchase

additional

equipmentasspecifiedhereinatthepricebidandawardedinthisRequestforBidsandProposals.

12. INDEMNIFICATION: Tothefullestextentallowedbytheapplicablelaw,thebidder/vendorcovenantstosave,defend,keepharmless,andindemnifyMaconCountyandallofitsofficers,departments,agencies,agents,andemployeesfromandagainstallclaims,loss,damage,injury,fines,penalties,andcost(includingcourtcostsandattorneysfees,charges,liability,andexposure,however,caused)resultingfrom,arisingoutof,orinanywayconnectedwiththebidders/vendorsperformanceornonperformanceofthetermsandcontract. ThisIndemnificationshallsurvivetheterminationofthecontract.

13. ASSIGNMENT: Duringtheperformanceofthecontract,thebidder/vendorshallnotassign,transfer,convey,sublet,orotherwisedisposeofanyawardoranyorallofitsrights,title,orinteresttherein,withoutthepriorwrittenconsentofMaconCounty.

14. VENDORAPPLICATIONANDPRIVILEGELICENSE: Bidders/vendorsthathavenotpreviouslysubmitted(withinthelast12months)avendorsapplicationand/or

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BIDNO.437502PAGE6

privilegelicenseshoulddownloadanapplicationfromtheCountywebsiteatwww.maconnc.organdsubmitwiththeirbid.

15. Wherereferenceismadetoequipmenttobefurnishedorprovidedbythebidderthesewordsshallbereadtomeansuitablyinstalledoneachpieceofequipment.

16. TAXEXEMPTIONS: MaconCountyisexemptfromFederalExciseTaxbutnotStateandLocalTax. Salestaxshallnotbeincludedinbidprices,butshallbeshownasseparateitems.

17. DELIVERY: DeliveryshallbemadeFOB: MaconCountyEmergencyManagement,104EastMainStreet,Franklin,NorthCarolina28734. Biddershouldgiveminimumseven(7)daysnoticeofdeliveryoftheradioconsoleequipmenttoDavidKey,InterimEmergencyManagementDirector. Telephonenumber(828)3492558.

18. EVALUATIONANDSELECTIONOFBIDS: Theevaluationofvendorbidsshallcenteron

the

match

between

the

stated

specifications

and

other

requirements

included

in

thefinalbidrequestandthevendorsproposalincludingselectionofthelowestresponsiblebidder,withtheconsiderationofpastperformance,servicerecord,andreliability. ThestatutoryprovisionscontrollingpurchasingbylocalgovernmentsinNorthCarolinaGeneralStatutes143includesselectionstandardsforuseinmakingofawards. Theprovisionreads,Allcontractsshallbeawardedtothelowestresponsible,responsivebidder,takingintoconsiderationquality,performance,andthetimespecifiedinthebidsfortheperformanceofthecontract. MaconCountyreservestherighttoacceptorrejectanyorallbidsandproposalsandfurtherspecificallyreservestherighttomaketheawardorawardsinthebestinterestofMaconCounty.

19. Allbidsshallbemadefirmfornolessthansixty(60)days.20.ThisRequestforBidsandProposalsissubjecttotheavailabilityoffundsforthis

Project.

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SpecificationsforVoIPRadioConsoleSystem

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****NOPARTIALBIDSORSUBSTITUTIONSWILLBEACCEPTED****

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NON-COLLUSION AFFIDAVITMACONCOUNTY

BIDREQUESTNO.437502

VoIPRADIOCONSOLESYSTEMFORMACONCOUNTYEMERGENCYMANAGEMENT

Theundersignedaffirmsthattheproposalmadehereinismadewithoutanyconnectionswithanyotherperson,orpersons,makinganyotherproposalfortheaboveitem(s):thatitisinallrespectsfairandwithoutcollusionorfraud:

That______________________________________________(FirmName)isnotconnectedinanyofficialcapacitywithMaconCounty,andthatnoperson,orpersons,actinginsuchacapacityaredirectly,orindirectly,interestedhereinorinanyoftheprofitarisingoranticipatedfromthistransaction.

In

making

this

proposal,

it

is

understood

and

agreed,

that

the

conditions

set

forth

in

the

advertisementforbids,instructionstobidders,termsandconditionsandspecificationstogetherwiththeproposalshallformapartofandbeconstruedwiththecontractunderthesame.

TheacceptanceofthisproposalbyMaconCounty,asevidencedbytheissuanceofaMaconCountyPurchaseOrder,willbeheldtobeamutualagreementastoeachandeveryclauseofthisproposalandtoconstituteacontractbetweenthepartieshereto.

FIRMNAME: __________________________________________________________________

ADDRESS:

____________________________________________________________________

BY:__________________________________________________________________________

TITLE: _______________________________________________________________________

StateofNorthCarolinaCountyof:_______________

Sworntoandsubscribed

beforeme,

this

__________dayof_____________,20______.

_______________________________________ NotaryPublic

Mycommissionexpires:__________________

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OFFICIAL BID QUOTE AND

ACKNOWLEDGMENTFor: VoIPRADIOCONSOLESYSTEMFORMACONCOUNTYEMERGENCYMANAGEMENT(BidRequestNo.437502).

BidFurnishedby:_________________________________________________________

Address: _______________________________________________________________

TelephoneNumber: _________________ CellPhoneNumber:__________________

FaxNumber: _______________________

WewhofurnishthisbidhavecarefullyexaminedtheBidGeneralConditions,theSpecialTermsandConditions,completedtheNonCollusionAffidavit,reviewedtheBidSpecifications,andallAddendawhichwelistbelow,andthereforefurnishthebidproposalasshownbelow.

Addenda(ifnone,stateN/A): #1__________,#2__________,#3__________.

BID:VoIPRADIOCONSOLESYSTEMFORMACONCOUNTYEMERGENCYMANAGEMENT

TotalBid $_________________________

TotalLabor/Installation $_________________________

TotalTax $_________________________

DateoftheBid:____________________________

By:_______________________________________AuthorizedSignature