Atlanta Regional Commission Homeland Security and Recovery Group Urban Area Security Initiative of Atlanta, Georgia REQUEST FOR PROPOSAL Multi-Jurisdictional, Multi-Helicopter Modification and Completion, Airborne and Ground Digital Downlink System Upgrade and Modification Specifications 07/21/2017 - Final INTRODUCTION This regional project is intended to provide sharable video from existing aerial assets to all authorized law enforcement agencies across the Atlanta UASI footprint including the City of Atlanta, Clayton County, Cobb County, DeKalb County, Fulton County and Gwinnett County. Through this project various pieces of equipment will be purchased, installed and integrated on helicopter systems and at several ground stations with the intent that will make video sharable and available to all authorized users via desktop computers, laptops and handheld devices using the existing connectivity infrastructure. The expectations are that the successful bidder will provide one‐stop/full service/turnkey job to implement and maintain various upgrades and full integration of all equipment, services and products to the existing systems outlined within this RFP. Bids will be considered based on the modification and completion cost and according to compliance with specifications and other criteria, all described herein. 1. Description of Helicopters and Receivers/Servers. A. The modification and completion of one (1) Airbus/Eurocopter AS350B2 helicopter (S/N 3807 ‐ N90DK) operated by DeKalb County, Georgia; one (1) Bell 206L3 helicopter (S/N 51389 ‐ N296CC), operated by Clayton County, Georgia; one (1) MD 530F helicopter (S/N 0604FF – N1605K) operated by Gwinnett County, Georgia; and one (1) MD500E helicopter (S/N 0557E – N369PD) operated by the City of Atlanta. B. The modification and updating of three (3) existing Fixed Downlink Receiver Sites and their servers. Current site locations are: 1. DeKalb County Sites: a. Tower Receiver Site located at: 701 Camp Rd, Decatur, GA 30032. b. Server Located at: 1950 West Exchange Place, Tucker, GA 30084. 2. City of Atlanta proposed Sites: a. Tower Receiver Site 1 located at: 133 Peachtree St NW, Atlanta, GA (Georgia Pacific Building). Multi‐Jurisdictional Multi‐Helicopter Modification and Completion, Airborne and Ground Digital Downlink System Upgrade and Modification Specifications b. Tower Receive Site 2 located at: 3201 Roswell Rd NE, Atlanta, GA 30305 (Atlanta Fire Station #21). c. Server located at: City of Atlanta Communications Center, 180 Peachtree St, Atlanta, GA 30303. 2. Fiscal Agent and Operating Agency. Throughout this document there will be references to The Atlanta Regional Commission – Urban Area Security Initiative (“ARC UASI”) and the Operating Agency or its designees. The ARC UASI will be the fiscal agent and is the overall responsible party for this project. The ARC UASI will provide the funding and shall be designated as the payor. The project is to be funded by Grant Award Number: EMW‐2015‐SS‐00065‐S01, Grant Name: FY2015 DHS HSGP, Urban Area Security Initiative (UASI) and the Catalog of Federal Domestic Assistance (CFDA) Number: 97.067. All work shall be completed within five (5) months of the Notice of Award and issuance of Purchase Order (PO). The Operating Agency is the entity that owns or operates the helicopters and/or original equipment to be upgraded, installed, configured, modified, warrantied and inspected. Both the ARC UASI and the Operating Agency may identify and name an individual or group of individuals to oversee their interest in the project. These “designees” shall be identified and named to the vendor after award and prior to the start of the project. Future references to ARC UASI and the Operating Agency include such designees. 3. Instructions. Vendors/Bidders responding to this proposal should adhere to the following additional instructions: A. Submit eight (8) hard copies and one (1) copy in digital format, either in Microsoft Word, Excel or PDF format, no later than 5:00 pm EST on Thursday, August 31, 2017. B. Proposals must be submitted to the following address: Atlanta Regional Commission ATTN: Greg Mason Homeland Security & Recovery Group International Tower 229 Peachtree Street NE Suite 100 Atlanta, Georgia 30303 Page 2 Multi‐Jurisdictional Multi‐Helicopter Modification and Completion, Airborne and Ground Digital Downlink System Upgrade and Modification Specifications C. Proposals shall not exceed a total of 40 pages (8.5 x 11), inclusive of resumes and firm experience. Covers, end sheets and an introductory letter shall not count against this maximum. Font size shall be a minimum of 10 point in all cases. D. Vendors shall provide a quotation on each piece of equipment required to meet the specifications of this RFP. Group quotations of similar equipment will not be accepted (Example: “Avionics,” with one listed price, will not be accepted). An example of the Mandatory Price Sheet can be found at the end of this document referenced as Exhibit B. Bidders may create their own form in Word or Excel as long as it follows the example provided. E. In addition to the individual price list referenced in item D, responders to this RFP must also provide a roll‐up of the proposed budget using the attached PDF form called Exhibit A. F. The successful firm or team of firms should be prepared to begin work immediately and complete work within the time frame specified in this document. G. Proposals must include the following information: 1. Name of lead firm and any sub‐consultants. 2. Listing of key project personnel and their qualifications. 3. Point of contact (name, title, phone number, mailing address, and email address) at lead firm. 4. Description of experience on similar projects including a list of at least 5 references with current contact information. 5. Geographic location of the consultant’s office performing the work. 6. Any other pertinent information. ARC reserves the right to award a contract based on this RFP to a bidder based on initial proposals received without formal interviews and to award all or part of this project to one or more firms. If interviews are necessary, the short‐listed firms will be invited to participate in an interview process with an evaluation committee. To further assist prospective bidders successfully propose on this project, ARC will host a vendor/bidders conference on Wednesday, August 9, 2017 from 2:00 to 3:30 PM in the I. Emerson Bryan Conference Room at Atlanta Page 3 Multi‐Jurisdictional Multi‐Helicopter Modification and Completion, Airborne and Ground Digital Downlink System Upgrade and Modification Specifications Regional Commission, International Tower, 229 Peachtree Street NE, Suite 100, Atlanta, Georgia 30303. 4. Best Value. Selection of a vendor will be based on “Best Value” to the ARC UASI and the Operating Agency. The ARC UASI and the Operating Agency shall solely determine the “Best Value” through evaluation of each vendor proposal per the criteria described below. 5. Evaluation Criteria. The following are evaluation criteria. While negotiations may be held, vendors are advised to submit their most competitive Cost and Technical Responses. A. Qualifications and Experience: 35% 1. Qualifications (including financial). 2. FAA Licensure/Certifications. 3. Relevant Experience/Number of Aircrafts/Similar Projects Completed. 4. References. B. Cost: 30% C. Technical Response Requirements: 25% 1. Security/Encryption/Encoding ability. 2. Video Feed technology, including broadcast technology, data compression, streaming, transmission, interoperability, interface System Maintenance/Technical Response. D. Proximity to Operating Agency Location: 10% 6. Certification. The helicopter(s) to be modified must be able to obtain standard airworthiness certificates, issued by the Federal Aviation Administration, when accepted by the Operating Agency after modification and completion. All installed equipment and accessories must have Federal Aviation Administration approval and have no negative impact on the standard airworthiness certificate. 7. Airworthiness Directives. All current airworthiness directives must be complied with at the time of Operating Agency acceptance. Any anticipated airworthiness directives must be listed within the proposal response, to include the costs associated with their compliance. Any recurring Page 4 Multi‐Jurisdictional Multi‐Helicopter Modification and Completion, Airborne and Ground Digital Downlink System Upgrade and Modification Specifications airworthiness directives shall be noted as to the efforts ongoing by the manufacturer or vendor to provide a remedy. 8. Scope of Work. The items listed under section 9. Vendor Modification and Completion Requirements and Standards shall be provided by the vendor unless that item is specifically listed as provided by the Operating Agency as customer furnished equipment. Customer furnished equipment items shall be quoted as to installation only. 9. Experience, Qualifications and Location. A. Vendors or sub‐contractors shall have documented previous experience with complex law enforcement helicopter modifications similar to this project. The complex completions must have included the installation of communications systems with multiple mission transceivers (excluding those transceivers used for air traffic control communications), gyro stabilized camera systems which included infrared and video cameras, and custom cockpit panel layouts. Vendors or sub‐contractors must have completed at least five (5) such complex completions to helicopters