TOWN OF GROTON
REQUEST FOR PROPOSALS
18-39
EXTERIOR POST & PANEL SIGN
AND
ELECTRONIC MESSAGE CENTER
May 2018
TOWN OF GROTON
RFP 18-39 EXTERIOR POST & PANEL SIGN
AND ELECTRONIC MESSAGE CENTER
The Town of Groton is accepting Sealed Proposals from qualified vendors to design, furnish, and install a permanent EXTERIOR POST & PANEL SIGNAGE AND ELECTRONIC MESSAGE CENTER for the Town of Groton. Sealed proposals will be received no later than 2:30 pm, May 25, 2018 at the Town of Groton Purchasing Department, 45 Fort Hill Rd, Groton, CT 06340. Proposals will not be accepted after the above date and time.
A bid packet may be downloaded from the Town of Groton website at www.groton-ct.gov.
A Pre-Proposal Meeting is scheduled for 10:00 am, May 11, 2018 at 102 Newtown Road (Route 117), Groton, CT 06340. An Addendum listing all Q&A, clarifications, etc. will be posted on the Town of Groton’s website on or about May 18, 2018. It is always the vendor’s responsibility to check the Town’s website for any/all addenda.
The Town of Groton reserves the right to reject any or all bids based on past performance and to waive technicalities and informalities and re-advertise. All Minority, Woman and Small Businesses are strongly encouraged to apply. Only responsive proposals that are determined to meet the requirements and criteria set forth by the Town of Groton will be considered.
TOWN OF GROTON
PURCHASING DEPARTMENT
“GENERAL INSTRUCTION TO BIDDER”
1. The following instructions are to be considered an integral part of this proposal. Proposals MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the bid form must initial any changes or corrections made to this proposal.
2. The person, firm or corporation making the proposal shall submit their bid in a sealed envelope. The envelope must be complete with the vendor’s company name, bid title, bid number and bid date. No proposal may be withdrawn or modified in any way after the bid-opening deadline.
3. One (1) marked “Original” and two (2) marked “Copy” of proposal are required unless otherwise stated in the documents.
4. If descriptive literature is attached to the bid, bidder’s name must appear on all sheets.
5. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidder’s responsibility to seek clarification during the Pre-Bid Meeting or the question period of time stated herein. IT SHALL BE THE BIDDER’S RESPONSIBILITY TO CHECK THE TOWN’S WEB SITE (www.groton-ct.gov) FOR ANY/ALL ADDENDA. Answer(s) to all questions will be listed in an Addendum and posted on the Town’s web site, if applicable.
6. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal.
7. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be of first quality. All interpretations of this specification shall be made upon the basis of this statement.
8. The following bid shall be awarded to one “responsible” bidder on a total lump sum price basis. An award shall be made to one vendor for the total bid. Unit prices and extensions will be verified and total checked. Unit price extension and net total must be shown. Unit price SHALL prevail.
9. In most cases, bids shall be evaluated on the following items, but not necessarily in this order:
A. Price B. Delivery (If Applicable To Scope of Work) C. Adherence to specifications D. Past record of vendors delivery/performance to the Town of Groton
Though delivery will be a large consideration, please be as candid and as accurate with dates as possible.
10. The Town desires delivery of the material or services specified at the earliest possible time after the date of award. Unreasonable delivery proposal may be cause for disqualifying a bid. Each bidder shall state a definite time and avoid using terms “ASAP” or approximately so many days.
11. The bidder or contractor shall provide copies of Workers’ Compensation Insurance with a limit of not less than required by the State of Connecticut or otherwise stated in the bid instructions. Copy of Commercial General Liability Insurance shall be provided.
12. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows, Groton, CT unless otherwise shown.
13. No Federal or State Sales Tax is applicable. The Federal tax identification number is 06-6002010. The Town is tax-exempt.
14. Cash discounts or end of month terms should be shown separately, even if terms are net. The Town of Groton standard terms are net 30.
15. The Town of Groton reserves the right to accept or reject any and all bids, due to past performance, etc. and waive any informality. The Town will accept or reject all bids within 90 days from the date of the bid opening.
THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS CAREFULLY EXAMINED THE INSTRUCTIONS TO BIDDERS, TERMS AND SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL. HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID.
SIGNATURE:__________________________________,DATE:________________
TOWN OF GROTON
SHOW ALL EXCEPTIONS AND COMMENTS BELOW: ______________________________________________________________________
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RFP DOCUMENT REQUIREMENTS & CHECKLIST
PLEASE COMPLETE, SIGN AND SUBMIT THE FOLLOWING BID DOCUMENTS IN
THE ORDER LISTED BELOW.
______ 1. One (1) marked “Original” and two (2) marked “Copy” of response
_______ 2. RFP Document Requirements & Checklist completed, signed and dated
______ 3. License number and documentation (as required by applicable State and local _______ laws)
_______ 4. Exceptions Sheet (if deemed necessary by vendor)
______ 5. List of Subcontractors
_______ 6. References Request pages
_______ 7 All Addenda must be noted on Proposal Page
____________________________________________________________ 8.
Successful bidder acknowledges requirement to provide a certificate of insurance. Has
the vendor previously conducted business with Town of Groton? ____
Has your company ever been debarred from doing business with any federal, state or local agency?___ If yes, please provide details (on back) including agency name, date and reason for debarment.
Vendor or Representative Signature Date
Late responses will not be accepted. Faxed or emailed responses will not be accepted. Town of Groton is not responsible for submissions not properly identified, nor for late or undelivered mail or courier service.
Insurance Requirements
Contractor shall agree to maintain in force at all times during the contract the following minimum
coverages and shall name Town of Groton as an Additional Insured on a primary and non-contributory
basis to all policies, except Workers Compensation. All policies should also include a Waiver of
Subrogation. The Additional Insured Endorsement shall be written on ISO Form 2010 and 2037 or its
equivalent and shall include coverage for Products/Completed Operations after the work is complete.
Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM
Best’s Rating of “A-“ VIII. In addition, all Carriers are subject to approval by Town of Groton.
(Minimum Limits)
General Liability Each Occurrence
General Aggregate
Products/Completed Operations Aggregate
$1,000,000
$2,000,000
$2,000,000
Auto Liability Combined Single Limit Each Accident $1,000,000
If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum
of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive
date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for
the policy in effect during the contract for two (2) years from the completion date.
Workers’ Compensation and WC Statutory Limits
Employers’ Liability EL Each Accident $100,000
EL Disease Each Employee $100,000
EL Disease Policy Limit $500,000
Original, completed Certificates of Insurance must be presented to Town of Groton prior to contract
issuance. Contractor agrees to provide replacement/renewal certificates at least 30 days prior to the
expiration date of the policies. Should any of the above described policies be cancelled, limits reduced or
coverage altered, 30 days written notice must be given to the Town.
IMPORTANT RFP EVENT DATES:
RFP release Week of April 30, 2018
Pre-bid meeting May 11, 2018, 10:00am
Last day for questions May 17, 2018, 12:00pm
Addendum posted on Town website May 18, 2018
Responses Due May 25 2018, 2:30pm
LIST OF SUBCONTRACTORS
I do ______ / do not ______________ propose to subcontract some of the work on this
project. I propose to Subcontract work to the following subcontractors:
SUBCONTRACTOR WORK TO BE % OF THE WORK PERFORMED
Company Name:
PLEASE NOTE: THE TOWN OF GROTON REQUIRES 51% PARTICIPATION BY
THE PRIME CONTRACTOR ON ALL PROJECTS.
REFERENCE REQUEST
REFERENCES: The following references are from current and past government,
educational and/or commercial accounts of similar size and scope. This
list includes a minimum of five (5) references and does not include the
Town of Groton, or any Town of Groton employee as a reference.
REFERENCE # 1:
Name of Entity/Firm:
____________________________________________________
Mailing Address: ____________________________________________________
Town/State/Zip Code: ____________________________________________________
Contact Person Name: ____________________________________________________
Contact Person Telephone
Number:_______________________________________________________
Date When Work Performed:____________________________________________________
Description of Work Performed:__________________________________________________
REFERENCE # 2:
Name of Entity/Firm:
____________________________________________________
Mailing Address: ____________________________________________________
Town/State/Zip Code: ____________________________________________________
Contact Person Name: ____________________________________________________
Contact Person Telephone
Number:_______________________________________________________
Date When Work Performed:____________________________________________________
Description of Work Performed:__________________________________________________
REFERENCE # 3
Name of Entity/Firm: ____________________________________________________
Mailing Address: ____________________________________________________
Town/State/Zip Code:____________________________________________________
Contact Person Name: ____________________________________________________
Contact Person Telephone
Number:_______________________________________________________
Date When Work Performed:____________________________________________________
Description of Work Performed:__________________________________________________
By signing below, I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand that 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 this bid, and certify that I am authorized to sign this bid for the bidder.
(Name of Company)___________________________________________________________________
(Contact Name)______________________________________________________________________
(Phone Number)____________________________(Fax Number)_______________________
(Email Addres)_____________________________________________________________________
(Signature)________________________________(Print Name)________________________
TOWN OF GROTON
RFP 18-39 EXTERIOR POST & PANEL SIGN
AND ELECTRONIC MESSAGE CENTER
PROPOSAL PAGE
DATE:________________________
TO: TOWN OF GROTON
PURCHASING DEPARTMENT
45 FORT HILL RD.
GROTON, CT 06340
FROM: _________________________________________________
Address:________________________________________________
______________________________________________________
Telephone:______________________________________________
Receipt of Addendums________________
$_____________________________LUMP SUM BID or written out as
______________________________________________ Dollars and
______________________________________________ Cents Includes warranty, as stated in Specifications section of RFP document, item
#10.
ESTIMATED DELIVERY/COMPLETION DATE__________________ARO
________________________________________________________ (Bidder Signature)
TOWN OF GROTON
RFP 18-39 EXTERIOR POST & PANEL SIGN
AND ELECTRONIC MESSAGE CENTER
The Town of Groton, Connecticut is requesting proposals from qualified vendors to design,
furnish, and install one (1) permanent dual-face LED EXTERIOR POST & PANEL SIGNAGE
AND ELECTRONIC MESSAGE CENTER to be located at the Groton Senior Center and
Groton Library.
All documents are available through the Town of Groton website at www.groton-ct.gov. Bidders
are solely responsible for ensuring any addenda are downloaded, reviewed, signed, dated, and
included in their proposal.
The job will be awarded to the proposal deemed to be the most favorable to the interests of the Town
of Groton. The Town of Groton reserves the right to waive informalities in or reject any or all
proposals. The Town also reserves the right to negotiate scope and price with the selected preferred
proponent, without obligation to any other proponent. The Town of Groton shall not be obligated in
any manner to any Proponent whatsoever until a written agreement has been duly executed..
Questions regarding the project may be directed to Eileen Cardillo, Purchasing Department, via email
ONLY, to [email protected] until 12:00 pm, May 17, 2018.
Proposals will be accepted until 2:30 p.m. (EST) May 25, 2018.
Proposals must be submitted in a sealed envelope and clearly marked “RFP 18-39 EXTERIOR POST & PANEL SIGN AND ELECTRONIC MESSAGE CENTER”.
TOWN OF GROTON
RFP 18-39 EXTERIOR POST & PANEL SIGN
AND ELECTRONIC MESSAGE CENTER
Introduction
The Town of Groton invites proposals from qualified vendors to design, furnish, and install one
(1) permanent dual-face LED EXTERIOR POST & PANEL SIGNAGE AND ELECTRONIC
MESSAGE CENTER to be located at the Groton Senior Center and Groton Library, on the
State ROW located at 102 Newtown Road (Route 117).
Specifications:
STATEMENT OF WORK
1. SCOPE
The Town of Groton invites proposals from qualified vendors to design, furnish, and install one (1) permanent dual-face LED EXTERIOR POST & PANEL SIGNAGE AND ELECTRONIC MESSAGE CENTER at the Groton Senior Center and Groton Library according to the specifications listed herein. The successful bidder, as Contractor, shall furnish all manpower, trucks or any other equipment necessary to complete the installation of the LED sign. The base bid would be for an electronic message center with posts and a double sided rectangular sign with cut vinyl lettering mounted to high density urethane. The electronic message center and sign cannot exceed 28 square feet. The maximum height of the sign is 8 feet. Logo lettering style and size to be provided by client. The Town of Groton will be responsible for removing the existing sign. The Contractor shall obtain all necessary permits; design, install a double-faced, internally illuminated electronic sign with a programmable LED message display. The firm shall also provide and install all hard-wired equipment and software, programming and training required in order to operate and control the sign. The Town of Groton is responsible for providing wiring to the sign. The LED sign shall be configured in such a manner to make a significant visual impact and be clearly visible and legible when driving north or south on Route 117 at 35 mph. The sign and message board must be easily readable in the sunlight, and be decoratively lit in order to be seen at night.
LOCATION
102 Newtown Road
Groton, CT 06340
3. EMC SIGN SPECIFICATIONS
Proposer shall provide a double-sided LED message display that complies
with the following specifications.
3.1 Full Color Range RGB LED message display, minimum 281 trillion colors,
minimum 10,000 nits, minimum 20 mm. Proposal shall specify capabilities.
3.2 Internal display component hardware (nuts, bolts, screws, standoffs, rivets, fasteners,
etc.) shall be fabricated from stainless steel, aluminum, nylon, or other durable corrosion-
resistant materials suitable for the signage application.
3.3 The electronic message center and sign cannot exceed 28 square feet. The
maximum height of the sign is 8 feet.
3.4 Surface materials in the LED active area such as metal, plastic, or other face
materials must be designed for low sunlight reflectivity.
3.5 All wiring must be housed inside wire ways. Wire ways should be mounted so that
water cannot get into wires resulting in shorts. Wiring shall comply with all federal
(national), state, and local codes.
3.6 The display shall be protected from electrical spikes, transient voltage and
surges.
3.7 The sign shall be thermostatically controlled and be equipped with a cooling system
and rain-tight vents. It shall be ventilated properly and not allow overheating. Intake and
exhaust vents associated with the cooling system shall restrict water from entering the
enclosure. The current sign has experienced repeated overheating which has caused
computer and panel failure.
3.8 The equipment shall be built to withstand exposure to extreme heat, cold, moisture
(including humidity), wind, and corrosion and shall be able to operate in ambient
temperatures typically ranging from 0 to 110 degrees F. All components shall remain
operational under these conditions.
3.9 LED lifetime shall be 100,000 hours to half brightness.
3.10 Panels should have front access for ease of service.
3.11 Prefer that LED panels be universal. Replacement panels to be available
should proposer lose ability to provide them.
4. DISPLAY REQUIREMENTS
4.1 The display areas shall be capable of displaying alphanumeric text, three-
dimensional graphics, animations, multiple font styles and traveling text, including
photos and videos in a wide spectrum of colors.
4.2 Messages must be legible 24 hours per day and in most normally encountered weather
conditions as well as during dawn and dusk hours when sunlight is shining directly on the
display face or when the sun is directly behind (silhouetting) the display.
4.3 All components must be UL rated.
4.4 The display shall display a full range of alphanumeric text and support the storage and
use of a minimum of five (5) English alphanumeric character fonts as well as foreign
language character and the ability for other fonts to be downloaded and saved.
4.5 Minimum modes of operation required are:
Static messages
Flashing messages
Alternating messages
Sequencing messages
Time of day clock/calendar and accurate temperature
Advance messaging scheduling up to three (3) months
1. MESSAGE DISPLAY CONTROLLER
Proposer shall provide and install one (1) message display controller that utilizes wireless data transmission in order that it would be remotely controlled and operated from the Senior Center’s Administrative Office and would be operable when the computer is disconnected, turned off or the power is unavailable. The controller must also meet the following specifications:
5.1 Each controller shall be connected to a light sensor allowing each LED display to
adjust the level of brightness manually or automatically, according to display direction
and lighting conditions.
5.2 The controller shall allow connection to a temperature sensor that provides
accurate site temperatures.
5.3 Controller will have a time of day clock/calendar.
5.4 Active messages, stored messages, message schedules, display configuration,
time, and date shall be stored in non-volatile memory. No external power will be
required to maintain this data.
5.5 The controller should have the timing capability to stop displaying messages at a
certain time of night.
6. POWER SUPPLY
6.1 The LED and all other components of the sign shall operate on a 110
volt AC power source (120/240 VAC single phase.
6.2 The electronic power supply shall be short-circuiting protected.
6.3 The sign must shut down automatically when reaching a certain temperature to
protect against damage, without losing any programming.
6.4 The Contractor shall supply all labor and materials necessary to connect
the sign to a Town of Groton power source provided by the Town.
6.5 The display should have a photocell and dimmer system, which will
automatically dim or brighten the intensity of the display during periods of low
or high light levels.
6.6 The system should permit the operator to have the capability of overriding the
photocell and create either a full brilliance display or dimmer display.
6.7 The sign must have 120 VAC weatherproof duplex outlets for service and
maintenance requirements.
7. LIGHTING
The contractor will be responsible for designing/installing LED light bars to
allow for illumination of the sign.
8. SYSTEM SOFTWARE REQUIREMENTS
Proposals shall include display control software that is compatible with the Town of
Groton existing IP based computers and Windows operating system in order to operate
the sign. System must be compatible with Windows 7 and provide password protection
with user specific access/data entry rights. Software shall include profanity protection
and accessibility to allow changes from any Town network computer. Proposals shall
include descriptive literature and detailed software specifications.
9. Cut Vinyl Sign
The proposer shall provide and install Post and Panel double sided sign. High
performance cut vinyl lettering shall be mounted to a 1” thick high density
urethane (HDU) (primed and painted) with interior frame, fastened between
posts set in concrete footings. The proposal must include the
specifications/plans for the footings approved/certified by an engineer to meet
state building code for wind velocity. The fonts, font size and PMS color to be
determined by Town.
9.1 The electronic message center and sign cannot exceed 28 square feet.
The maximum height of the sign is 8 feet.
9.2 Artwork to be provided by client. Final artwork to be developed and
provided to client for approval
9.3 Installation
10. WARRANTY AND MAINTENANCE
The proposal shall include specific, detailed warranty information as well as any maintenance
program that is available from the proposing firm. Estimated response time for service and repairs
should be included.
11. TESTING AND TRAINING
The Contractor must provide a factory-trained technician to test the operation of the sign to the
satisfaction of the Town of Groton management. The Contractor must also provide the Town of
Groton with a technician to teach appropriate Town staff how to program and operate the sign, plus
trouble shooting procedures should be included. Please describe the types of training programs, on-
site, webinars, off-site training sessions, phone training, etc. that may be available and the costs
related to each of those.
12. PRICE PROPOSAL
Proposers shall submit an itemized proposal to provide a complete, turn-key service to design,
manufacture, install and service an LED and vinyl sign as specified above. This shall include,
but is not limited to, all required permits, materials, labor, supervision, equipment, clean up and
haul away and necessary training.
Proponents are required to satisfy themselves as to existing conditions of the site and make
appropriate allowances when preparing and submitting a proposal. The information provided is
the best available at the time proposals are solicited and proponents shall use the available
information as a basis for any proposal. The proponent shall allow for any conditions deemed
reasonable and appropriate for the performance of the work as outlined in the Request for
Proposal and incorporate such reasonable allowances in their proposal.
A proposal shall be prepared and submitted at the sole expense of the proponent and without
cost to the Town of Groton. All Proposals received by the Town of Groton, Purchasing
Department, become the property of the Town of Groton and as such are subject to the
Municipal Freedom of Information and Protection of Privacy Act.
A proposal, whether or not it has been accepted, and any rights thereunder, shall not be reassigned by the proponent without the prior written consent of the Town of Groton. Any such re-assignment shall not under any circumstances relieve the proponent of any liabilities and obligations under the Proposal.
Form of Proposals
The proposal submission must be legible, written in ink, or typewritten. Proposals containing
changes, erasures, overwriting, white-outs, cross-outs, or strike-outs which are not initialed by the
proponent may not be accepted.
Sealed proposals will be accepted until 2:30 p.m. (EST) May 25, 2018. Proposals
must be labeled and clearly marked “RFP 18-39 EXTERIOR POST & PANEL SIGN
AND ELECTRONIC MESSAGE CENTER.”
Proposals shall not be submitted by e-mail or facsimile.
Proponents may inquire into and clarify any requirements of this RFP. Inquiries will be
accepted via email ONLY, to Eileen Cardillo, Purchasing Department, at ecardillo@groton-
ct.gov until 12:00 pm on May 17, 2018 with subject line “RFP 18-39 EXTERIOR POST &
PANEL SIGN AND ELECTRONIC MESSAGE CENTER.”
It is the proponent’s responsibility to clarify any details prior to submitting a proposal. The
Town of Groton will assume no responsibility for any oral instruction or suggestion.
Please note that proposals are not limited to the above items. Any additional
information pertinent to the proposal should be included.
Omissions and Discrepancies
If a proponent finds discrepancies in, or omissions from, the drawings or other proposal
documents, or if he/she is in doubt as to their meaning, he/she should advise the Town
immediately.
Responses, if not already addressed in the RFP, will be addressed in the form of addendum, if
required. No oral interpretations will be effective to modify any provisions of the Proposal, unless
a written addendum has been issued by the Purchasing Department Administration, prior to the
advertised closing date and time.
Processing of Proposals
The successful proponent(s) will be notified after the Town has reviewed and approved the
proposals. The issuance of this Request for Proposal in no way implies that the Town will
proceed with an order or contract and will not reimburse any proponent for any costs incurred in
preparing and submitting and presenting a proposal.
The successful proponent shall be required to enter into an agreement with the Town, the
execution of which shall be a condition of final and binding acceptance of the preferred proposal,
and such agreement shall incorporate the proponent’s proposal as performance and
implementation criteria.
General Requirements
The proposal must be completed with all the information requested in the Form of
Proposals section.
All pricing proposed must include permits, fees, licenses and other ancillary costs included in
the pricing.
This proposal submission is irrevocable and open for acceptance by the Town of Groton
until ninety (90) days after the closing of this proposal.
Addenda
All responses to questions raised during the RFP period will be posted on the Town
website by means of written addenda.
Not a Tender
This is Request for Proposals (RFP) and not a tender call. No contractual, tort or other legal
obligations are created or imposed on the Town of Groton, or any other individual, officer or
employee of the Town by the Request for Proposal documentation or by submission or
consideration of any proposal by the Town.
Cost of Preparation of a Proposal
Proponents shall be solely responsible for their own expenses in preparation and submission
of a proposal and in subsequent negotiations or clarifications, if any, with the Town.
Evaluation of Proposals
In order to fully explore all available options, creative and imaginative proposals are
encouraged.
Proposals will not be evaluated solely on costs.
Selection of the successful proponent will be determined by the Town in its sole discretion to be
the proposal which is most beneficial to the interests of the Town. All proposals will be
evaluated for completeness and suitability.
We urge all potential contractors to submit supporting documentation as to their
qualifications for performing the scope of work.
Please attach separate sheet listing comments/conditions if so desired.
Please include all proposed equipment specifications showing manufacturer name,
model number, depicting unit size, electrical requirements and other pertinent
information, if applicable.
Provide a life cycle summary of proposed hardware and software, if applicable.
Proposals must remain valid for a period of ninety (90) days after proposal due
date.