STATE OF CALIFORNIA California Department of Corrections and Rehabilitation California Prison Health Care Services BID NO.

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1 INVITATION FOR BID Notice to Prospective Bidders Date: September 29, 2009 You are invited to review and respond to this Public Works Invitation for Bid (IFB), entitled: IFB Number: B09-005HDSP IFB Title: INSTALLATION OF NEW RESPONDER 4000 NURSING CALL SYSTEM The (CDCR)/ (CPHCS) are currently seeking bids to install their new Responder 4000 Nursing Call System, at the High Desert State Prison located in Susanville, California. To submit a bid, the bidder must comply with all the requirements contained in this IFB. Failure to comply with any of the requirements may result in rejection of your bid. By submitting a bid, your firm agrees to the terms and conditions stated in this IFB and your proposed contract. Note that all agreements entered into with the State of California will include, by reference, General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded on the internet site at If you do not have internet access, a hard copy can be provided by contacting the person listed below. If you have any questions regarding this IFB the contact person for this bid is: Sheila White, Acquisition Analyst sheila.white@cdcr.ca.gov (916) Doris Brengettsey Contract Administrator Administrative Support Services 1

2 Table of Contents Section Page A) Scope of Work... 3 B) Bidder Minimum Qualifications... 4 C) Bid Terms and Conditions... 4 D) Submission of Bid... 8 E) Bid Evaluation and Award... 9 F) Preference Programs... 9 G) DVBE Incentive... 9 H) Disposition of bids I) Bid Schedule J) Mandatory Pre-Bid Conference K) Bid Submission Requirements L) Bidder Certification M) Preference Designation...13 N) Bid Rate O) Bidder References P) Sample Contract (cover sheet) Under Separate Cover: Std. 840 Form Digest of Laws Form Clearance Form 2

3 A) Scope of Work Contractor shall provide all equipment, materials, labor, transportation, licenses, direct and indirect expenses necessary to install one Rauland-Borg Responder 4000 Nurse Call System at the High Desert State Prison located in Susanville, California. This new system will replace the existing PLC-based Nurse Call System. There shall be a Mandatory Pre-Bid Walk-through and attendance will be necessary in order to bid on this contract. Contractor is to install the following equipment to replace the existing PLC-based Nurse Call System. The new Rauland-Borg Responder 4000 Nurse Call System shall be installed at High Desert State Prison as follows. The equipment will include the following room types: 1. Five (5) outside locations will receive a Staff station (HSS401) which will need a surface mount 3- gang box (ACC1119) mounted over the existing 2-gang box. 2. One (1) ER desk location will receive one master nurse call console (R4K4020) and the other ER desk location will receive a 36-point enunciator (R4KANN). 3. Seven (7) ER rooms each will receive a 4-LED 6-point dome light (CLA244) and the existing pushfir-help button will be replaced with a high-security push-for-help station (HSS433). 4. Three (3) ER rooms each will receive a 4-LED 6-point dome light (CLA244), the existing push-forhelp button will be replaced with a high-security push-for-help station (HSS433), and the existing Code Blue station will remain but be wired directly to the dome light. 5. One (1) day room will receive one (1) Staff Station (HSS401) with new surface back box (ACC1119) wired to a new dome light (CLA244). 6. Twenty-two (22) patient rooms each will receive a Staff/Patient Station (HSS401) with new surface back box (ACC1119), one 4-LED 6-point dome light (CLA244), the existing toilet stations and Staff Emergency station will wire directly to the new dome light. The cancel button outside the room will also be wired directly to the dome light. 7. Ten (10) patient rooms each will receive a Staff/Patient Station (HSS401) with a new surface back box (ACC1119), one 4-LED 6-point dome light (CLA244), one 6-point domeless controller (DCV100), the existing toilet stations, shower stations, and Staff Emergency station will wire directly to the dome light. The cancel button outside the room will also be wired directly to the dome light. 8. The Nurse Call station will receive two (2) master nurse call consoles (RAK4020) with 36-point annunciator (R4KANN). 9. Two (2) day rooms will each receive a 4-LED 6-point dome light (CLA244), a Staff Station (HSS401) in new 3-gang surface back can (ACC1119), the existing push-for-help station will wire directly to the dome light, and the existing cancel switch will wire directly to the dome light. 3

4 10. Four (4) DCA200 domeless audio controllers will be installed and programmed to interface with existing overhead paging system, into four different zones. 11. Head-end equipment (R4KNIM) will include hardware for three audio paths, paging equipment (R4KPA25), three active telephone ports (R4KPLI), power supplies (R4KPR400), battery backup (R4KBK400), and back can (NC2828) to mount all the equipment. 12. Contractor s bid shall include a Polycom DECT KIRK analog wireless phone system. The kit includes a four port server, 4 DECT wireless phones, charging stations, power supplies and 3 KIRK repeater stations for coverage throughout facility. 13. Training of Nursing and Maintenance staff shall also be included on the operations of the systems. This includes software to run programming software and diagnostics. High Desert State Prison (HDSP) will provide a compatible computer to run the software, preferably a Laptop for portability. 14. Contractor shall provide an option for a module and software (R4KSPIP) to run reports on activity of the Responder 4000 system. HDSP will provide a compatible CPU to run software and reports. Each R4KNIM has one audio path which connects to one port on the R4KPLI. This means only one conversation can occur on each R4KNIM at a time. The nursing staff must be able to call into the patient rooms with their wireless phone to communicate with the patient, without entering the room. Therefore, four (4) R4KNIMs with two (2) R4KPLIs for four (4)phones lines must be included. Nurse Call System Requirements from HDSP: Must have access to the cells without patients All existing buttons have to be normally open and operating properly No alterations to existing paging system Existing Conduit Storage of equipment and tools on-site No additional equipment B) Minimum Bidder Requirements At the time of bid submission and throughout the term of any Agreement awarded under this IFB, the bidder/contractor must have the appropriate valid license(s) required by the California State Contractor's Board for the type of work performed. The license requirement for the project described in this IFB is a C10 - Electrical Contractor, or C-7 - Low Voltage Systems Contractor. C) Bid Terms and Conditions 1) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected. 2) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement. 4

5 3) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California. 4) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification. An unsigned bid may be rejected. 5) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered. 6) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline. 7) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package. 8) The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement. 9) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements. 10) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications. 11) The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State s General Terms and Conditions (GTC) are not negotiable. 12) No oral understanding or agreement shall be binding on either party. 13) If an award is made the Agreement will include by reference the General Terms and Conditions. The General Terms and Conditions are viewable on the following website address: 14) Please carefully review this IFB and note that bids that do not include all the requirements shall be deemed non-responsive. 15) If an award is made and the Contractor fails to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor. 16) All rates bid under this IFB are valid for one hundred twenty (120) calendar days after the bid submission deadline. 5

6 Public Works Definitions: STATE OF CALIFORNIA 1) Acceptance: The point in time when all the provisions and requirements of this Agreement are complete as certified by the State Representative. 2) Amendment: A written modification of this Agreement, such as a time extension, and signed by Contractor and the State. 3) Field Order: A written order directed to Contractor by the State Representative directing an incidental change or making a clarification in the work specifications or Agreement. The Field Order is only in force and effect when signed by the Contractor and the State Representative. 4) Project Change Order: A written order for additional work or time extension agreed upon by both the Contractor and the State Representative. 5) Project Work Schedule: A schedule furnished by the Contractor displaying the schedule for various milestones and total completion of the work. 6) Punch List: A list prepared as a result of the final inspection conducted by the State indicating items to be completed, corrected, and/or replaced by the Contractor with regard to the work as specified in this Agreement. 7) Schedule of Values: A statement furnished by the Contractor to the State displaying the various costs associated with the elements of the work. 8) State's Representative: The person designated by the State to oversee and manage this Agreement, the completion of work and is the only person the Contractor may take direction from on behalf of the State. Instructions from other State employees or consultants without approval of the State Representative are of no force or effect under this Agreement. Public Works General Conditions If an Agreement is awarded as a result of this IFB, the bidder awarded the Agreement shall comply with all of the following General Conditions: BONDS 1) Payment Bond: When the Agreement amount exceeds five thousand dollars ($5,000) the Contractor shall furnish a Payment Bond in an amount equal to one hundred percent (100%) of the Agreement amount prior to the commencement of work. The Contractor shall utilize state form Std. 807, as supplied by the State, to fulfill this requirement. 2) Performance Bond: When the Agreement amount exceeds five thousand dollars ($5,000) and the performance of work is scheduled for longer than sixty (60) calendar days, the Contractor shall furnish a Performance Bond in an amount equal to one hundred percent (100%) of the Agreement amount guaranteeing faithful performance of work. The Performance Bond must be accepted by the State prior to the commencement of work. Performance Bonds may be prepared on standard bonding company forms. 6

7 3) Bond Provisions: The Bonds must be issued by a corporate surety authorized to transact surety bonds in the State of California. Bonds must remain in full force and effect for the duration of this Agreement. INSURANCE 1) Commercial General Liability: The Contractor shall procure commercial general liability insurance covering bodily injury, property damage, and personal injury with limits not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate. 2) Motor Vehicle Liability: Contractor shall maintain motor vehicle liability insurance with limits not less than one million dollars ($1,000,000) per accident. Such insurance shall cover liability for all vehicles used by the contractor, either owned or hired, for the prosecution of work under this Agreement. 3) Workers' Compensation Insurance: Contractor shall maintain statutory workers' compensation insurance for all Contractors' employees engaged in the performance of work under this Agreement. Contractor shall meet all requirements as stated in the California Labor Code, Section a) Insurance Certificates: Commercial general liability and motor vehicle liability certificates and evidence of builders' risk/installation floater insurance shall be presented in a form acceptable to the State prior to the commencement of work. Commercial general liability certifications shall contain an endorsement naming the State of California, its officers, agents, employees, and servants as additional insured, but only with respect to the work performed for the State of California under this Agreement. The insurance certificate shall contain a minimum of thirty (30)-notice to the State prior to any cancellation, non-renewal, or modification of insurance coverage. CONTRACTOR REQUIREMENTS 1) Access: Contractor shall not prosecute work in a manner resulting in any unnecessary interference regarding access to facilities by staff and the public. Contractor shall perform the on-site work in such a manner to minimize any interference or inconvenience. 2) For each phase and type of work the Contractor shall employ journey level personnel. Any person deemed incompetent or disorderly by the State shall be promptly removed from the site by Contractor and not re-employed under this Agreement. 3) Contractor shall comply with all California Labor Code sections and California Code of Regulation sections regarding the use of apprentices. 4) Nothing contained in this Agreement shall create any contractual relationship between the State and any subcontractors. Contractor is not relieved of its responsibilities or obligations by using subcontractors. All subcontractors shall comply with the terms and conditions of this Agreement and it is the responsibility of the Contractor to ensure subcontractor compliance. 7

8 5) Prevailing Wage: Contractor shall comply with California Labor Code Sections 1770 et seq. and California Code of Regulations, Title 8, Section et seq. which requires payment of prevailing wages for all applicable classes of labor used under this Agreement. 6) Authorized Representative: Contractor shall have a representative authorized to make decisions and oversee work on the work site at all times. 7) All parts, materials and workmanship shall have minimum warranty of one (1) year. Manufacturer and subcontractor warranties shall be signed and countersigned by Contractor. All warranties must be delivered to the State's Representative prior to request for final payment. 8) Prior to acceptance, Contractor shall provide to the State's Representative a set of As-Built Plans in computer-aided format and acceptable to the State. The plan shall clearly and legibly show the location, as constructed of all elements, features, components and utilities. DOCUMENTS 1) Field Order: A Field Order shall be issued by the State Representative or may be requested by Contractor to clarify work specifications or to agree upon an incidental change. Contractor shall not proceed with any work under question until a Field Order is signed by both the State Representative and Contractor. 2) Project Change Order: The purpose of a Project Change Order is to allow the contractor to continue working on the project while a formal modification to the Agreement is in process. D) Submission of Bid When circumstances require a modification to the work such as unforeseen circumstances requiring additional work or eliminating work, or a weather delay a Change Order will be completed by the State Representative and Contractor. The rates for necessary unforeseen circumstances will be negotiated by Contractor and the State Representative. Contractor shall not proceed with any modified work plans or schedule without prior written approval by the State Representative in the form of a Project Change Order. Verbal agreements are of no force and effect. The Project Change Order will be followed with a formal amendment to the Agreement for the purpose(s) stipulated in the Project Change Order. 1) All bids must be submitted under sealed cover and sent to CPHCS by date and time expressed in this IFB. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "DO NOT OPEN", as shown in the following example: "SEALED BID DO NOT OPEN" 2) Bids not submitted under sealed cover may be rejected. A minimum of TWO copies of the bid shall be submitted. 3) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm. 8

9 4) You may mail bids to the following address: / Non-Medical Support Contracts Attention: SHEILA WHITE PO Box 4038, Ste. 524 I Sacramento, CA OR You may hand-deliver or overnight bids to the physical address: E) Bid Evaluation and Award / Non-Medical Support Contracts 524 I Street Sacramento, CA ) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB. 2) The State will evaluate each bid to determine its responsiveness to the published requirements. 3) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected. 4) Award if made, will be to the lowest responsive and responsible bidder. F) Preference Programs 1) In accordance with Government Code Section , et seq. and California Code of Regulations, Title 2, Section 1896, et seq., a five (5) percent preference will be granted to a bidder properly certified as a California Small Business, Microbusiness, or Non-Small Business with a Small Business subcontracting for a minimal of 25% of the bid amount. A five (5) percent preference will be granted to a bidder certified as a Non-Profit Veteran Service Agency in accordance with the Military and Veterans Code Section Applications must be on file at the office of Small Business and disabled Veteran Business enterprise Certification by 5:00 p.m. on bid opening day. 2) Additional preference programs exist for business enterprise zones and military base closure areas. For information regarding these programs please see the following web site addresses. Target Area Contract Preference Act (TACPA) - Local Agency Military Base Recovery Area (LAMBRA) Act - Enterprise Zone Act (EZA) - 9

10 G) Disabled Veteran Business Enterprise Incentive Program This IFB offers an incentive for bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. However, the Good Faith Effort is no longer an option to meet that goal. All bidders must complete the DVBE requirements of this IFB to be deemed a responsive bidder. The DVBE requirements are contained in the Std. 840, Documentation of Disabled Veteran Business Enterprise Program Requirements which is an attachment to this IFB. H) Disposition of Bids 1) Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. I) Bid Schedule Event Date Time IFB available 10/01/09 1:00 pm Clearance Information to be sent by 10/20/09 9:00 am in order to attend Mandatory Walk-through Question Submission Deadline To be answered during walk-through only Mandatory Pre-bid Walk-through 10/29/09 9:00 am Bid Submission Deadline 11/05/09 2:00 pm Bid Opening 11/05/09 3:00 pm Notice of Intent to Award 11/06/09 3:00 pm Proposed Award Date 11/13/09 3:00 pm J) Mandatory Pre-Bid Conference/Walkthrough 1) A Mandatory Pre-Bid Walk-through is scheduled for the purpose of viewing the work site and discussing any concerns regarding this IFB. For clearance to attend, you must contact Cindy Gatie, Health Care Budget Analyst, via telephone or , prior to 10/20/09, 9:00 am in order to submit your security clearance information. Her telephone number is: (530) , Ext and her address is: Cindy.Gatie@cdcr.ca.gov. Please bring any questions for discussion to the Pre- Bid Mandatory Walk-through on 10/29/09. They will be answered during the walk-through only. 2) The location time for the Mandatory Pre-Bid Walk-through is as follows: Location: High Desert State Prison, Administrative Building - Front Foyer, Rice Canyon Rd., Susanville, CA Date: October 29, 2009 Time: 9:00 am 10

11 3) In the event a potential prime contractor is unable to attend the Mandatory Pre-Bid Conference, an authorized representative may attend on their behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a potential prime contractor at the Mandatory Pre-Bid Conference. 4) No bid will be accepted unless the bidder or an authorized representative attended the Mandatory Pre-Bid Walk-through. 5) Contractors who need assistance due to a physical impairment, a reasonable accommodation will be provided by the CDCR/CPHCS upon request for the Mandatory Pre-Bid Walk-through The Contractor must call Cindy Gatie at (530) extension 5457 no later than the fifth working day prior to the scheduled date and time of the Mandatory Pre-Bid Conference to arrange for a reasonable accommodation. K) Bid Submission Requirements and Checklist A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. For your bid to be responsive, all documents indicated in this checklist must be submitted by the Bid Submission Deadline indicated in this IFB. Bidder Certification Copy of Contractor s License from California State Contractor's Board A Project Work Schedule displaying the milestones and total completion of the work A listing of all certified and non-certified subcontractors to be utilized during the course of this job. Preference Designation Bid Rate inserted on N) Bid Rate, Page 14. Copy of Contractor's Business License Disabled Veteran Business Enterprise Participation Forms Std. 840 Disabled Veteran Business Enterprise Participation Summary Three References where similar or comparable electrical work has been performed and completed. (CPHCS will check) A summary of at least three years of experience as an Electrical Contractor (or equivalent as asked for in this IFB). Please note: Payment Bonds, Performance Bonds, Insurance Certificates, Payee Data Record, etc. will all be required within one week after award of the contract. 11

12 L) Bidder Certification 1) Our all-inclusive bid is submitted as detailed in the N) Bid Rate, Page 14. 2) I have read and understand the DVBE participation requirements and have included documentation demonstrating that I have met the participation goals (if applicable). 3) The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification. An Unsigned Bid Certification May Be Cause for Rejection Company Name Telephone Number Address Fax Number Name Title Signature Date 12

13 M) Preference Designation STATE OF CALIFORNIA Bidder requests the following preference and/or incentive: Small Business Microbusiness Nonprofit Veteran Services Agency TACPA LAMBRA EZA Non-Small Business subcontracting with Small business* * This preference requires identifying the Small Business subcontractors. Please complete the information in the following table. Subcontractor #1 Name of Subcontractor Company Address Contact person Telephone Description of Work or Materials Percentage of bid amount Subcontractor #2 Name of Subcontractor Company Address Contact person Telephone Description of Work or Materials Percentage of bid amount 13

14 Subcontractor #3 Name of Subcontractor Company Address Contact person Telephone Description of Work or Materials Percentage of bid amount TOTAL SUBCONTRACTED WORK WITH A CERTIFIED SMALL BUSINESS $ Percentage of total bid % 14

15 N) Bid Rate Our all inclusive bid, including all personnel, material, equipment, supplies, transportation, applicable licenses and permit/bond costs, and taxes for the Scope of Work described in this IFB is: One-time lump sum $ 15

16 O) Bidder References Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive. List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract. Reference 1 Name of Company Address Contact person Telephone Description of Work Reference 2 Name of Company Address Contact person Telephone Description of Work Reference 3 Name of Company Address Contact person Telephone Description of Work 16

17 STANDARD AGREEMENT STD 213 (Rev 06/03) P) Sample Contract (cover page) AGREEMENT NUMBER C HDSP REGISTRATION NUMBER To Be Determined 1. This Agreement is entered into between the State Agency and the Contractor named below: STATE AGENCY'S NAME CONTRACTOR'S NAME To Be Determined 2. The term of this Upon Approval through December 31, 2010 Agreement is: 3. The maximum amount $ Amount of Contract of this Agreement is: (Amount spelled out) 4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a part of the Agreement. Exhibit A Scope of Work 4 page(s) Exhibit B Budget Detail and Payment Provisions 2 page(s) Exhibit C* General Terms and Conditions GTC 307 Check mark one item below as Exhibit D: Exhibit - D Special Terms and Conditions (Attached hereto as part of this agreement) 2 page(s) Exhibit - D* Special Terms and Conditions Exhibit E Additional Provisions 1 page(s) Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto. IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto. CONTRACTOR CONTRACTOR S NAME (if other than an individual, state whether a corporation, partnership, etc.) To Be Determined BY (Authorized Signature)? PRINTED NAME AND TITLE OF PERSON SIGNING DATE SIGNED(Do not type) California Department of General Services Use Only ADDRESS STATE OF CALIFORNIA AGENCY NAME BY (Authorized Signature)? PRINTED NAME AND TITLE OF PERSON SIGNING Doris Brengettsey, Staff Services Manager II ADDRESS P.O. Box 4038 Administrative Support Services/Office of Procurement Services Sacramento, CA DATE SIGNED(Do not type) Exempt per:

18 B09-005HDSP INSTALLATION OF NEW RESPONDER 4000 NURSING CALL SYSTEM