Request for Proposals Refuse and Recycling RFID Event Capture Systems

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1 P. O. B o x T h o m a s v i l l e, G A F A X w w w. t h o m a s v i l l e. o r g Request for Proposals Refuse and Recycling RFID Event Capture Systems This Request for Proposal (RFP) is issued by the City of Thomasville (hereinafter referred to as the City ). The purpose of this RFP is to establish a contract with a qualified firm for Refuse and Recycling RFID Event Capture Systems. Proposals will be received at the City of Thomasville, Purchasing Department by October 15, 2015 at 10:00 A.M., Eastern Standard Time, in order to be considered. Proposals are for the purchase and installation of a Radio Frequency Identification (RFID) system and proposals may be obtained from the City Purchasing Office between the hours of 8:00 A.M. and 5:00 P.M., Monday through Friday. The Purchasing Department is located at 111 Victoria Place, Thomasville, Georgia Proposals can also be mailed to P.O. Box 1540, Thomasville, Georgia If you wish to submit a proposal, please return it in a sealed mailing container or envelope which is plainly marked on the outside with the notation RFP ENCLOSED RFID & AUTOMATED MATERIALS HANDLING SYSTEM FOR SOLID WASTE due on October 15, 2015 at 10:00 A.M. EST. Oral, telegraphic, facsimile (fax) or proposals will not be accepted. No proposal will be accepted after the opening time. Contact Person, Telephone, Fax Number, and Anthony Choice, Purchasing Administrator, is the point of contact for this RFP. Unauthorized contact regarding the RFP with other City employees may result in the vendor being disqualified. Anthony Choice, Purchasing Administrator Phone: Fax: anthonyc@thomasville.org RFP Schedule of Events This schedule of events represents the City s best estimate of the schedule that will be followed for this RFP. If a component of this schedule such as the deadline for receipt of proposals is delayed, the rest of the schedule will be shifted by the same number of days. The approximate RFP schedule is as follows: RFP issued: September 24, Deadline for questions: October 5, Proposals due: October 15, Review of proposals: October 15-19, Presentations (if necessary): October 20-21, Return Mailing Address and Deadline for Receipt of Proposals Proposers must submit one (1) original hard copy (marked Original ) and four (4) hard copies of the proposal in a sealed envelope or package and one (1) CD or DVD. Proposals should not exceed 50 pages or have extravagant binder covers. One cost proposal is to be submitted in a separate sealed envelope or package, clearly labeled Cost Proposal.

2 Envelopes or packages containing proposals must be clearly addressed as described below to ensure proper delivery and to avoid being opened by the City before the deadline for receipt. Envelopes or packages must be addressed as follows: City of Thomasville Purchasing Office Attention: Anthony Choice Refuse and Recycling RFID Event Capture Systems 111 Victoria Place P.O. Box 1540 Thomasville, GA Proposals must be received by the Purchasing Office at the location specified no later than 10 a.m., Eastern Standard Time, on October 15, Proposals will not be publicly read at the opening. Proposals may not be delivered orally, by facsimile transmission, by other telecommunication, or electronic means. Proposers assume the risk of the method of dispatch chosen. The City assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt by the City. A proposer s failure to submit its proposal prior to the deadline will cause the proposal to be rejected. Late proposals or amendments will not be opened or accepted for evaluation. Questions and Addenda Questions regarding this RFP shall be submitted in writing to Anthony Choice, Purchasing Administrator, at anthonyc@thomasville.org. Answers to questions will be posted to the City s website. The deadline for questions is 2 p.m., Eastern Standard Time, Monday, October 5, If deemed necessary, addenda to the RFP will be issued and will be ed to the proposers. No addenda will be issued after 5 p.m., Wednesday, October 7, Responding firms are prohibited from communicating in any other manner about this project with any other City employee from the date of issuance of this proposal until the final selection, unless otherwise directed by the Purchasing Manager. Other means of communications or contact may disqualify the submitting firm. Scope of Work Introduction This procurement for an integrated RFID solution is being made by the City of Thomasville, Georgia, for the Solid Waste department. Scope of Work Proposals are sought for hardware, software, shipping, installation, training, project management, and ongoing maintenance for an RFID system to include RFID chips in garbage cans and equipment placed in seventeen (17) different vehicles and five (5) handheld devices. The proposal is to be for a turnkey system. While proposals are sought for all components, this RFP differentiates between those components to be included as a base solution and components to be offered as options. System Requirements The vendor of proposed system should be in a position to meet the following critical requirements by the date proposals are due. The vendor should have available for review and be in a position to refer to an operational site or sites to showcase the functionality listed below. Real-time integration with the City s System and must be compatible with Windows 2012 or newer (must be x64 compatible, Microsoft SQL 2012 or newer, must be x64 compatible; VMware compatible, if being housed on site, Windows IIS 7 or newer and must have the ability to import or export to a comma delimited csv file. RFID tags must be able to withstand wear, pressure or damage; and be fully compliant with International Organization for Standardization (ISO) Mode 1, and include both mandatory and optional commands specified in ISO ;

3 Refuse and Recycling RFID Event Capture Systems Systems Specifications Document 1. Refuse and Recycling RFID Event Capture Systems Functional Specifications o The city is interested in a total data capture solution for the city s waste management and recycling collection processes to improve efficiencies and reduce cost in operations. The system will incorporate Rugged Mobile Computers, Passive UHF Gen2 RFID Readers, GPS Technology and Wireless Connectivity. With GPS AND updated data captured by RFID container reads tied to actual customer service; the system will be required to provide the city complete visibility to their daily waste hauling and recycling collection operations. o The capabilities delivered will be required to be customizable to meet the specific data requirements for the city. This document specifies the delivered capabilities, reports and data that will be required by the city. There are multiple expanded capabilities and additional functionality that the city will require as future options to this system. Many of these expanded capabilities are outlined and documented in the last section of this document. 2. System Requirements o Complete visibility of every resident s refuse/recycling collection event by truck, route, resident, cart, location, date and time. o Full compatibility with UHF ISO C and EPC Gen 2 RFID technology. o Full compatibility with rear load semi-automated refuse collection trucks with tippers. o Complete visibility to every container dump identified by unique container identification via RFID read. o Complete visibility to all additional cart dumps per resident. o Complete statistics on truck time per route and pick-up. o Complete visibility to all residents that participate in recycling pick-up by truck, route, resident, cart, location, date and time. o Complete visibility to all trucks in routes by GPS location, by associated resident address of each pick-up on streets, and by associated resident address of each pick-up in alleys. o Complete visibility to unauthorized pick-up events. o Complete visibility to # of hopper cycles per truck, per route, per # of pick-up events. o Complete visibility to carts serviced by cart serial number, by cart address association, by cart GPS location of service. o Complete capability to collect all required information with no driver intervention. o Supplier must have system capability to collect, store and transmit all required information with NO in-cab computer with display. o Supplier may offer optional systems with in-cab computer with display for expanded capabilities. o System must be free of any requirements for the city to install and support any back office software for the collection and delivery of collection data. o System must have capability for a contamination button for recycling collection. o Supplier must have minimum 50 customer locations actively operating with UHF EPC Gen 2 RFID event capture systems on trash trucks with above listed capabilities. o Supplier must have active customers operating for a minimum of 5 years with UHF RFID event capture systems with above listed capabilities. o System capability for full store and forward and/or real time communication of all collected service events. o System compatible with WiFi b/g Wireless Networks and/or Communications via Cellular Data Networks

4 3. Warranties and Service o The delivered systems should have a minimum of 3 years parts warranty on the major computing and RFID reader components of the system. o The delivered systems should have availability of on-site programs for repair and/or replacement of any component for the life of the system. o The delivered systems should have availability of remote monitoring and support. 4. Training o The system provider must provide on-site training as part of the project implementation. 5. Data Base Maintenance and Update Process for Customer and Cart Records o The system provider must provide a secured web interface for customer, address and cart record updates to the hosted systems data base. 6. Expanded Capabilities o The delivered systems must have the capabilities of many expanded functions and associated incremental value. The systems must have the capabilities of additional functions to include (but not limited to) the list below. Asset tracking reports of carts Service Exception Capture and Reporting Container Not Out Blocked Container Damaged Container Contamination Productivity Reports by Truck and by Route Driver Navigation Downloaded Routes to the In-Cab Computer for real-time route confirmation and validation Route Optimization Analysis & Data Feeds Camera Systems and Integration for Exception Reporting and Documentation

5 General Requirements 1. Qualifications of Proposer: The City may make such investigations as they deem necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any Proposal if the evidence submitted by, or investigation of such Proposer fails to satisfy the City that the Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. 2. Obligation of Proposer: Proposers are required to inform themselves fully of the specifications and Proposal documents (including any and all addenda and amendments). The failure or omission of any Proposer to examine any form, instrument or document shall in no way relieve any Proposer from any obligation in respect to their Proposal. 3. Opening Proposals: All Proposals received prior to the opening time are securely kept until the day and the hour stated in the RFP at which time all Proposers names will be called. No Proposals will be opened nor will any be received after the time stated in the RFP. Oral, telegraphic, or facsimile (fax) Proposals will not be considered. 4. Withdrawal of Proposals: Any Proposer may withdraw its companies Proposal in person only, at any time prior to the scheduled time for closing the receipt of Proposals. Withdrawals after the scheduled time for closing the receipt of Proposals will not be permitted for a period of sixty (60) calendar days from the date of receipt and opening of Proposals. 5. Contact: Questions concerning the Proposal specifications must be ed to Anthony Quinn Choice, Purchasing Administrator at anthonyc@thomasville.org. 6. Indemnification: The contractor agrees to protect, defend, indemnify, and hold harmless the City of Thomasville and its council members, officers, employees, legal representatives and agents from and against any and all losses, penalties, damages, settlements, claims, costs, charges and all other expenses and liabilities of every nature and kind including but not limited to attorney fees, and other legal cost, in connection with or in any way arising directly or indirectly out of or resulting from the work agreed to, or the work performed, by Contractor under the terms of any contract or agreement that may arise due to any bidding process or otherwise. Without limiting the foregoing, any and all such claims, suits, or other actions relating to personal injury, death, damage to property, defects in material or workmanship, actual or alleged violations of any applicable Statue, ordinance, administrative order, rule or regulation, or any decree of any court shall be included in the indemnity hereunder. This indemnity and hold harmless covenant is effective, regardless or whether or not such claim, damage, loss or expense is cased in part by a party indemnified hereunder; however, this indemnification and hold harmless covenant shall not apply loss, fine or expense was the negligent act or omission on the part of the City of Thomasville, Georgia, or any other indemnity referenced above. Contractor s obligations under this indemnification and hold harmless covenant also apply with respect to the enforcement of any of said indemnities and hold harmless covenants referenced above, including without limitation any attorney s fees and legal cost related thereto. The provisions of this paragraph are cumulative and in no wise shall diminish the obligations resting upon Contractor under any other provision of the Contract or by operation of law. In claims against any person or entity indemnified above, which claims are made by an employee of the Contractor, a subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, the indemnification obligations and hold harmless obligations stated above and agreed upon shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for the Contractor or a subcontractor under worker s compensation acts, disability benefit act or other employee benefit acts. 7. Insurance: Contractor s and Subcontractor s Insurance: The Contractor shall not commence work under this Contract until he has obtained all the insurance required under this paragraph and such insurance has been approved by the City, nor shall the Contractor allow any subcontractor to commence work on his

6 subcontract until all similar insurance required of the subcontractor has been so obtained and approved. The City of Thomasville requires that they be listed on each of the insurance policies as an additional insured. This inclusion must appear on the certificates that are provided to the Owner before the general or sub-contractors can commence any work for the City of Thomasville. The insurance certificate shall include the following statement: The City of Thomasville, Georgia is included as an additional insured with respect to any claim, demand, suit or action brought against the City of Thomasville and arising from or related to the performance of the contract to which this certificate is attached. A. Comprehensive General Liability The contractor shall procure and shall maintain during the life of the Contract Agreement, such Comprehensive General Liability insurance as shall protect the Owner, Contractor and any Subcontractors or others working on the premises of the Owner in connection with this project, or performing work covered by this contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by anyone directly or indirectly employed or contracted with, by him. The amount of insurance shall not be less than the following: $1,000,000 Bodily injury, including death, each occurrence $500,000 Property Damage, each occurrence $1,000,000 Property Damage, in the aggregate B. Vehicle Liability The contractor shall procure and shall maintain during the life of the Contract Agreement, Comprehensive Automobile (Motor Vehicle) Liability insurance in amounts not less than the following: $500,000 Bodily injury or death to any one person $1,000,000 Bodily injury, each occurrence $300,000 Property damage, each occurrence The insurance shall be the greater of the above shown figures or that as required by the State of Georgia. The insurance shall include coverage for owned, leased, and rented vehicles, as well as equipment, trailers, etc. C. Worker s Compensation The Contractor shall procure and shall maintain during the life of the Contract Agreement, Worker s Compensation insurance for all of his employees to be engaged in work on the project under this Contract. This insurance should be for the amount required by the State of Georgia. a) Comprehensive General Liability The Contractor and any subcontractors shall procure and shall maintain during the life of the Contract Agreement, such Comprehensive General Liability insurance as shall protect the City, Contractor and any subcontractors or others working on the premises of the City in connection with this project, or performing work covered by this contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by anyone directly or indirectly employed or contracted with, by him. The amount of insurance shall not be less than the following: $1,000,000 Bodily injury, including death, each occurrence $ 500,000 Property Damage, each occurrence $1,000,000 Property Damage, in the aggregate b) Vehicle Liability The Contractor or subcontractors shall procure and shall maintain during the life of Contract Agreement, Comprehensive Automobile (Motor Vehicle) Liability Insurance in amounts not less than the following: $ 500,000 Bodily injury or death to any one person $1,000,000 Bodily injury, each occurrence $ 300,000 Property damage, each occurrence The insurance shall be the greater of the above shown figures or that as required by the State of Georgia. The insurance shall include coverage for owned, leased, and rented vehicles, as well as equipment, trailers, etc.

7 c) Worker s Compensation The Contractor or subcontractors shall procure and shall maintain during the life of the Contract Agreement, Worker s Compensation insurance for all of his employees to be engaged in work on the project under this Contract. This insurance should be for the amount required by the State of Georgia. d) Scope of Insurance The insurance required under subparagraph (a) hereof shall provide adequate protection for the Contractor and his subcontractors, respectively, as well as the City, against damage claims which may arise from operations under this Contract, whether such operations be by the insured or by anyone directly or indirectly employed by him. 8. Payments to Contractor: a) All payments will be made once per month by the City within 30 days of invoicing to the Contractor on the basis of a duly certified and approved estimate of the work performed during the preceding calendar month under this contract. The Contractor must submit his estimate not later than the 5th day of the month. The Owner shall retain ten percent (10%) of the amount of each estimate until final completion and acceptance of all work covered by this contract. b) All material and work covered by partial payments made shall thereupon become the sole property of the City, but this provision shall not be construed as relieving the Contractor from the sole responsibility for the care and protection of materials and work upon which payments have been made or the restoration of any damaged work, or as a waiver of the right of the City to require the fulfillment of all of the terms of the contract. 9. Termination by Owner for Convenience: Owner may, at any time, terminate the Contract for Owner s convenience and without cause. Upon receipt of written notice from Owner of such termination for Owner s convenience, Contractor shall cease operations as directed by Owner in the notice, take actions necessary, or that Owner may direct, for the protection and preservation of the work, (and except for the Work directed to be performed prior to the effective date of termination stated in the notice) terminate all existing subcontracts and purchase orders and enter into no further subcontracts and purchase orders. In case of such termination for Owner s convenience, Contractor shall be entitled to receive payment for Work executed, and direct costs proven as having been incurred directly by Contractor prior to the date of termination. Contractor will not be authorized to receive any overhead or profit or other cost of expense related to any part of the Work not executed as of the time of the notice of termination for convenience of Owner. 10. Termination by Owner for Cause: Owner may terminate the Contract for cause, by notification in writing to Contractor, stating such cause. When Owner terminates the Contract for cause, Contractor shall not be entitled to receive further payment until the Work is completed by others. If the unpaid balance of the Contract sum exceeds costs of finishing the Work, including compensation for any services, expenses and damages incurred by Owner and not expressly waived, such excess shall be paid to Contractor. If such costs and damages exceed the unpaid balance, Contractor shall pay the difference to Owner. The amount to be paid to Contractor or Owner, as the case may be, shall be in the discretion of Owner, which shall be reasonably exercised. Cost Proposal Proposer shall submit a detailed cost proposal with a breakdown of the cost of the equipment and labor needed to complete the project as described in the proposal. Firms will be required to hold pricing firm for 90 days. Contract Award It is the City s intent to enter into a contract with a firm who best demonstrates the ability to provide and install an RFID/Automated Materials Handling System (or Solution) for the City of Thomasville s Solid Waste department. After review of the proposals, if the City decides to not enter into a contract, the City will notify all firms.

8 Proposal Format and Content Submittal Requirements In addition to detailed methodology and pricing, as outlined in in the proposal, the submittal must contain the following information: 1. Cover Letter. Provide name and address of the proposer and project contact person with address, telephone number, and address. Acknowledge receipt of any addenda if applicable. Summarize your understanding of the project. Provide a statement indicating your ability to provide timely installation services, equipment, and meet the requirements of this RFP. Acknowledge your acceptance of the requirements of this RFP and list any exceptions. Provide a one-page summary of the benefits the City would receive from selecting your firm. The cover letter must be signed by a duly authorized official of the proposer. Consortiums, joint ventures, or teams submitting proposals must establish contractual responsibility rests solely with one company or one legal entity. Each submittal should indicate the entity responsible for execution on behalf of the proposal team. 2. Project Team Experience Qualifications Provide résumés or a listing of information for each person in your firm participating in this project. State the educational background of each individual, years of experience, length of employment with your firm, and experience providing the RFID and Automated Materials Handling System. 3. References. Proposer shall provide a list with contact information of agencies that have recently installed your RFID and Automated Materials Handling System. 4. Experiences. Each proposer shall supply three (3) recent examples of similar projects where a firm has installed a RFID and Automated Materials Handling System in multiple libraries. Selection Criteria Upon receipt of the proposals, an evaluation team will determine the best proposal deemed most qualified based on the following criteria: The evaluation team will rely on the qualitative information contained and presented in the proposals, the reference checks made, and the ability to meet the needs of the City. Selection criteria will be based on: Capability of the firm to meet the requirements Qualifications and experience of the firm: Evaluation Criteria (100-Point Potential Score) Qualifications and experience of key project and operational support personnel: Technical solution and approach to the project: Project cost: o Cost evaluation will be calculated as follows: Price of Lowest Cost Proposal 20 pts. 20 pts. 15 pts. 20 pts. 25 pts. Price of Proposal Being Rated x Total Points Available for Cost = Awarded Points Upon review of the proposals, the City will score the proposals and may short list and interview the highest ranking firms. Upon completion of the interviews, the highest ranking firm may be asked to enter into contract negotiations with the City of Thomasville. If an agreement cannot be reached with the highest ranked firm, the City may move to the next highest ranked firm. The same process will be repeated with the other ranked firms if no such agreement can be reached. The City of Thomasville reserves the right to not select a firm as part of this process if an agreement cannot be reached or for any other reason. Cost Proposal. The Cost Proposal Form affixed hereto as Attachment E must be completed in its entirety and returned in a Separate and Sealed Envelope with Proponents proposal. The Cost Proposal Form will

9 become a part of the Agreement following negotiations, if any, pursuant to any award. The City may solicit Best and Final Offers, and discussions may be conducted with responsible proponents who submit proposals determined reasonably susceptible to being selected for award. CONTENTS OF TECHNICAL PROPOSAL The Proposal shall include responses to all of the information requested in this RFP. Brevity and specificity are encouraged. Concise presentation of pertinent information and organization of the submittal will be part of the evaluation. The City prefers a well-planned, straightforward business presentation with brief explanations. Proposals with verbose or disorganized responses will be judged accordingly. The Proposal format described herein may not fully capture the particulars of all the information requested by the RFP. Should there be any doubt as to where to place any information, use best judgment. The following is a more detailed description of the requirements of certain portions of the Technical Proposal. The Technical Proposal shall be tabbed and organized as follows, excluding the Required Form Submittals. Technical and Management Approach. Outline the proposed technical approach to a RFID and AMH system. Proponent should explain its approach in terms of organization, process, tools and techniques, staff and quality assurance/quality control. Description for Proponent s proposed solution should include, but not limited to the following: Design consultation options. Tagging software and processes. Assistance in the transition to RFID technology. On-going support and maintenance, hands-on-training, and new technology. Integration with the City s existing automated system using the Session Initiation Protocol 2 (SIP), National Information Standards Organization Circulation Interchange (NCIP) or BIC City Communications Framework (BLCF) protocol. A list of other systems that your proposed system is compatible with. Describe the portable handheld reader feature for one full watt of power, an integrated bar code scanner and a simple method of inputting information. Describe the portable handheld reader built-in diagnostics for troubleshooting. State the total number of AMH systems installed over the past five years, and the total number of installations performed. Special Conditions The City of Thomasville reserves the right to reject any and all proposals, to waive formalities, and to select the proposal and developer(s) that in the City s sole discretion are in the best interests of the City of Thomasville, Georgia. The City reserves the right to: a) Amend, modify, or withdraw this RFP. b) Revise any requirements under this RFP. c) Require supplemental statements of information from any responding party. d) Extend the deadline for submission of responses hereto. e) Negotiate or hold discussions with any bidder to correct insufficient responses that do not completely conform to the instructions contained herein. f) Waive any nonconformity with this RFP. g) Cancel, in whole or in part, this RFP if the City deems it is in its best interest to do so. h) Request additional information or clarification of information provided in the response without changing the terms of the RFP. i) Waive any portion of the selection process in order to accelerate the selection and

10 negotiation with the top-ranked firm. j) Not award a contract as a part of or result of this RFP process. The City may exercise the foregoing rights at any time without notice and without liability to any bidder, or any other party, for expenses incurred in the preparation of responses hereto or otherwise. APPENDIX A Proposed system must have the capability to export data with location based fields that can be utilized by a GIS system (i.e. ArcMap 10.2, QGIS) for mapping and analytic via X,Y plotting or geocoding addresses. It is preferred that latitude and longitude (x,y) fields be populated for each record having an identified location. If applicable, explain in detail the proposed system's capability for direct connection to a GIS system for the purpose of mapping an analytics. For any proposed hardware that uses GPS chip technology provide clear documentation on how the location data is to be collected (bread crumbs, single point), what data is collected (location, telemetry), purpose for data collected and ability to export location data to be used in a GIS system (ESRI ArcMap 10.2, QGIS) Inventory Accounting - includes special coding for outside cities, owned/leased, shared containers, sold containers, special events, container location, etc. Ability to update inventory based on movement (work order activity) Includes 96 gallon containers, 300 gallon, 4yd, 6yd, 8yd dumpsters, 20yd, 30yd, 40yd Roll Off Containers, Recycle containers, funeral cans, rain out cans?. Outside cities tie inventory to City code by container id, not necessarily physical location, A/C #, Etc. Shared Containers - Primary account for location with sub accounts Work Order System create work order, ability to update inventory Interface with City Billing - ability to download billing information for all Solid Waste customers includes current customers (residential & commercial whether in city or county), new accounts, final billed accounts affected by Solid Waste transactions. Ability to interface our services based on City billing cycles, ability to identify rental situations Ability to handle credits/refund situations to customers. Ability to update rate information as needed for all service types Way to identify commercial customers who choose to use other vendors for refuse disposal Routing is not mandatory but it is preferred. Please indicate if your system offers any routing capability. Reporting - Container ID, Account #, Billing Address, Location Address, Billing cycle, Billing code, Charge amount, Day(s) of week service, Route code, etc.