2019-FD102 Records Management System

Agency: Gordon County
State: Georgia
Type of Government: State & Local
Caegory:
  • 65 - Medical, Dental, and Veterinary Equipment and Supplies
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
  • R - Professional, Administrative and Management Support Services
Posted Date: Jan 23, 2019
Due Date: Feb 20, 2019
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Posted |

The Gordon County Board of Commissioners will be accepting sealed written bids from qualified vendors for a Records Management System (RMS) as outlined in the specification in the document below.

Bid Document:
2019-FD102 RMS

Question #1
Shelley Seeley
Marketing Development | ESO
Could give me an idea of the number of annual calls your agency responds to, and what percentage of those calls are EMS calls?
See attached Summary Incident Report
Summary_by_Incident_Type (2018)

Attachment Preview

Request for Bid
Fire Department
Records Management System (RMS)
Contact Information:
Gordon County
Attn: Purchasing Director
201 North Wall Street
Calhoun, Georgia 30701
mvaughn@gordoncounty.org
RMS
1
TABLE OF CONTENTS
1.0 Overview............................................................................................................................................ 3
1.1 Submission ....................................................................................................3
1.2 Communication with Gordon County ............................................................4
1.3 Award............................................................................................................4
1.4 Terms and Conditions....................................................................................5
1.5 General Proposer information ........................................................................ 7
1.6 Current Services ............................................................................................8
2.0 Tentative Calendar of Events .............................................................................................................. 9
3.0 Specifications and Scope .................................................................................................................. 10
3.1 Minimum Scope of Work ............................................................................ 10
3.2 System Requirements .................................................................................. 12
4.0 Evaluation........................................................................................................................................ 20
5.0 Proposal Response Requirements...................................................................................................... 21
6.0 Cost Summary Sheet ....................................................................................................................... 22
7.0 Additional Vendor Supplied Information ....................................................................................... 23
8.0 Installation and conversion schedule and work plan sheet ................................................................. 28
9.0 Forms ............................................................................................................................................... 29
9.1 Acceptance of Terms of this Agreement ...................................................... 29
9.2 Non-Collusion Affidavit of Prime Proposer ......................................................... 30
Records Management System
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1.0 Overview
The Gordon County Board of Commissioners will be accepting sealed written bids from qualified
vendors for a Records Management System (RMS) as outlined in the specification in this
document.
The Gordon County Fire/Rescue Department is an "All Risk" emergency services
provider organized under the code of the State of Georgia and is governed by a
five member Board of Commissioners who are elected at-large to serve a four-year
term. The fire department is located in the northwest portion of Georgia.
While the county experiences an increase in the housing and construction markets,
the fire department is experiencing no growth. Administrators are working diligently
to mitigate increased service demands and the other dynamics that come with
municipal growth. The Insurance Services Offices has rated the fire department
and assessed a Public Protection Classification rating of 04/4Y.
The fire department staffs four strategically located fire stations with 50 career
personnel, as well as part-time per call firefighters, with the seven remaining un-
manned stations stood up by an approximate cumulative total of 30 part-time per
call firefighters. In addition, the county has no immediate plans for additional fire
stations or additional or full-time personnel.
The fire department’s fleet includes 14 Fire Engines (4 licensed as BLS Engines),
3 Water Tenders, several specialty apparatus, and numerous staff vehicles. The
department has developed into a proactive fire & emergency response
organization that covers nearly 356 square miles and over 57,000 residents.
1.1 Submission
If you choose to submit a bid for this product, the County requires the vendor to submit two (3)
sealed original printed proposals (e-mail or faxes not accepted) and one (1) electronic copy of the
bid/proposal (cd or usb drive). Your sealed bid must be marked, “RMS System” and delivered to
the Gordon County Administration Building at 201 N. Wall Street, Calhoun, Georgia 30701 no later
than 2:00 p.m. on 02/20/2019. The receiving time at the Gordon County Administration Building
201 N. Wall Street – Calhoun, GA 30701 will be the governing time for acceptability of the
Proposal.
The Proposal response shall be in the form defined in 5.0 Proposal Response Requirements.
Any response received after the deadline date and time shall be returned unopened. Incomplete
responses may not be considered if the omissions are determined to be significant. All Proposals
will be publicly opened and Proposal cost read at that time and place. You are invited to attend the
opening. The submitted Proposal vendors will be posted online at www.gordoncounty.org the day
after the proposal opening.
The Gordon County Board of Commissioners reserves the right to accept, or reject, any and all
Proposals received and/or disregard informalities in the Proposals received. If additional
information is needed, contact Martin Vaughn, Gordon County Purchasing Director
mvaughn@gordoncounty.org
Records Management System
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1.2 Communication with Gordon County
All Communications regarding this Proposal shall be communicated through Gordon County
Purchasing. Telephone inquiries will not be accepted. Any questions regarding this Proposal
should be submitted to Martin Vaughn via e-mail – mvaughn@gordoncounty.org. Your inquiry shall
be titled “RMS System”, your company name and telephone number must be on all
correspondence. Information obtained from any other source is not official and should not be
relied upon.
1.3 Award
While the County is entertaining a bid, it will not be bound to award the bid.
The County may contact and evaluate the vendor’s and any subcontractor’s references; contact
any vendor to clarify response; contact any current or past users of a vendors or subcontractors
services.
The County will not be obligated to accept the lowest offer but will make an award in the best
interest of the County after all factors have been evaluated.
The County will be the sole judge of the successful offer. The County reserves the right to
negotiate with any and all vendors. Vendors are advised that it is possible that an award may be
made without discussion or any contact concerning the Proposal received. Accordingly, Proposals
should contain the most favorable terms from a price and technical standpoint, which the vendor
can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity
to clarify, discuss or revise your proposal.
Records Management System
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1.4 Terms and Conditions
The successful vendor shall submit the following items within ten calendar days of written notification from
the county of the proposal award:
Written certification that the Vendor operates a drug-free workplace in accordance with O.C.G.A. 50-
24-1 through 50-24-6 (form provided by county).
There are no expressed or implied obligations for Gordon County to reimburse responding companies for any
expenses incurred in preparing proposals in response to this Proposal.
The county reserves the right to request clarifications regarding information submitted as well as request
additional information from one or more parties submitting qualifications.
By submitting qualifications, a party certifies that it has fully read and understood this Proposal, has reviewed the
attached documents (if any), and has full knowledge of the nature, scope, quantity and quality of the work to
be performed; the requirements of the products and services to be provided and the conditions under which
the services are to be performed. Failure to do so will not relieve the successful proposing company of their
obligation to enter into a contract and to completely perform the contract in strict accordance with this Proposal.
No proposals may be withdrawn or revoked for a period of 30 days after date of proposal opening.
Ownership of all data, materials, and documentation prepared for and submitted in response to this Proposal shall
belong exclusively to Gordon County and will be considered a public record and subject to public inspection in
accordance with the Georgia Open Record Act, O.C.G.A. 50-18-70 et. seq. unless otherwise provided by law.
The Gordon County Board of Commissioners reserves the right to reject any or all proposals, call for new
proposals, to waive any informalities in a proposals, and to select the qualified parties. The Gordon County
Board of Commissioners reserves the right to accept, reject, and/or negotiate any and all proposals or parts of
proposals deemed by the Board to be in the best interest of citizens of Gordon County.
This Proposal shall be governed in all respects by the laws of the State of Georgia and the successful proposing
parties shall comply with all applicable federal, state, and local laws and regulations.
By submitting their qualifications, all proposing parties certify that their proposals are made without collusion or
fraud and that they have not offered or received any kickbacks or inducements from any other person or party in
connection with their proposals, and that they have not conferred on any Gordon County employee having official
responsibility for this procurement transaction of any payment, loan, subscription, advance, deposit of money,
services, or anything of value of more than nominal value, present or promise, unless consideration of substantially
equal or greater value was exchanged.
The proposing parties specifically certify in submitting their proposals that they are not in violation of O.C.G.A. 16-
10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions
with state or political subdivisions.
By submitting their qualifications, all proposing companies certify that they are not currently debarred from
submitting bids or proposals on contracts by any agency of the State of Georgia and/or the federal government,
nor are they an agent of any person or entity that is currently debarred from submitting Proposals on contracts by
any agency of the State of Georgia or the federal government.
Because bids awarded to “local” vendors contribute to the Gordon County tax base and promote the
local economy, the Gordon County Board of Commissioners has determined that, under certain
circumstances, such “local” vendors shall be provided an additional privilege when bidding against non-
local vendors.
If a “local” vendor’s bid shall meet all specifications and is not more than four percent (4%) more than
Records Management System
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