COUNTY OF ALAMEDA GENERAL SERVICES AGENCY-PURCHASING ADDENDUM No. 1 to RFQ No For 800 MHz Amplification Project (Santa Rita Jail)

Transcription

1 COUNTY OF ALAMEDA GENERAL SERVICES AGENCY-PURCHASING ADDENDUM No. 1 to RFQ No For 800 MHz Amplification Project (Santa Rita Jail) Specification Clarification/Modification and Recap of the MANDATORY Networking/Proposers Conference and Site Walkthrough Held on October 24, 2007 (Wednesday) NOTICE TO BIDDERS THIS COUNTY OF ALAMEDA, GENERAL SERVICES AGENCY (GSA), RFQ ADDENDUM HAS BEEN ELECTRONICALLY ISSUED TO POTENTIAL BIDDERS VIA . ADDRESSES USED ARE THOSE IN THE COUNTY S SMALL LOCAL EMERGING BUSINESS (SLEB) VENDOR DATABASE OR FROM OTHER SOURCES. IF YOU HAVE REGISTERED OR ARE CERTIFIED AS A SLEB PLEASE ENSURE THAT THE COMPLETE AND ACCURATE ADDRESS IS NOTED AND KEPT UPDATED IN THE SLEB VENDOR DATABASE. THIS RFQ ADDENDUM WILL ALSO BE POSTED ON THE GENERAL SERVICES AGENCY (GSA) CONTRACTING OPPORTUNITIES WEBSITE LOCATED AT The following Sections have been modified to read as shown below. Changes from the version that was originally included with the RFQ are indicated in strikeout for deletions and in bold highlight for additions. Please note that new response due date is November 21, The following Calendar of Events, Section H, page 10 of 24 shall be modified as follows: H CALENDAR OF EVENTS Event Date/Location Request Issued October 5, LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA FAX

2 County of Alameda, General Services Agency Purchasing Page 2 of 5 November 6, 2007 Written Questions BY 12:00 noon on October 15, 2007 Due MANDATORY OCTOBER 24, 2007 AT AT: Santa Rita Jail Mandatory Networking/Bidde rs Conference and Site Walkthrough 10:00AM Addendum Issued October 31November 6, 2007 Response Due NOVEMBER 15 21, 2007 BY 2:00 p.m. Evaluation Period November 21-29, 2007 Board Letter November 30December 20, 2007 Issued Board Award Date December 12, 2007 January 8, 2008 Contract Start January 15, 2008 Date Please note that important changes have been made to Exhibit B (Bid Form). Exhibit B- Revised (Bid Form) included in this Addendum 1 must be submitted with your response.

3 County of Alameda, General Services Agency Purchasing Page 3 of 5 November 6, 2007 Responses to Verbal Questions Q1) Will the winning vendor (Contractor) provide RF propagation and modeling plots for the housing units in the areas? A1) This RFQ requires only those documents and submittals described in the RFQ and outlined in Exhibit M. Q2) The RFQ specifies that RF coverage should be ninety percent (90%) of the floor area at a minimum of -85dbm RF signal in the 800MHz band. What are the testing requirements for that? A2) Coverage will be measured by the vendor using a spectrum analyzer and the measurements will be made on grids of 15 x15. Q3) Will E3 Systems be doing the OTDR [Optical Time Domain Reflectometer] testing and certification of the fiber? A3) Yes. E3 Systems will certify the OTDR of the fiber. Q4) How will the County address the issues of powering and supplying backup power for the amplification units? A4) If it is necessary to supply power to any point in the Jail the County has its own electrical department that can supply power which will run under the generator and the grid. Q5) How long is the generator ramp-time from when the power goes off to when the generator comes on? A5) It depends on what loop the County puts it into; but it is a matter of seconds. Approximately ten to fifteen (10-15) seconds. Q6) Is it the County s preference to go with local power? A6) Yes. The County has sufficient plugs throughout the jail and County Building Maintenance can help bring power to the units. Q7) Regarding Exhibit B, if you are defining low bid as an estimated labor cost and you re expecting one single invoice at the completion of this project? Do you expect to be invoiced for the exact time worked? Or for a specific amount? A7) We expect to be invoiced for the exact time put in by the Contractor as of the date of invoice as well as for any equipment purchased from the vendor under the contract. Bidder is asked to provide a quote based on the estimated quantities. Q8) Are there any thresholds to consider with regards to the estimates in Exhibit B (Bid Form)? A8) In order to compare the responses, the estimates are what the County believes to be appropriate. The attached Exhibit B (Revised) includes new estimates. Please use the Exhibit B (Revised) when submitting a response.

4 County of Alameda, General Services Agency Purchasing Page 4 of 5 November 6, 2007 Q9) The bid references payment being made following a single invoice. If the project was to extend out over the course of months, would the County be amenable to milestone payments or any other type of payment term structure? A9) The County is able to make monthly invoice payments and this will be noted in any contract resulting from this bid. Q10) I assume we need to include the cost of connectors, adequate length of cables, etc.? A10) Please quote only on the items described in Exhibit B (Revised). Cables are noted. Q11) So we have to cover all the areas in the housing buildings? Housing units, visiting areas, hallways, etc.? A11) Yes. Q12) Does the fiber need to go all the way out to the housing control unit? A12) The fiber shall go out all the way to the remote module location. However, the Contractor will not be responsible for laying any of the fiber. Q13) Who should we direct our technical questions too? A13) Please direct all questions to Kelley Smith, Contracts Specialist. Any attempts by the vendor to contact the Sheriff Department or the Communications Department may be cause for disqualification. Q14) Does the entire project represented by this RFQ assume the phase conducted by E3 Systems is complete? A14) No. E3 Systems will allow the Contractor to tell them where the fiber should terminate and E3 Systems will then run fiber to that point. Q15) How long will it take for E3 Systems to complete the fiber installation after the selected vendor establishes the required termination points? A15) E3 Systems may take a couple of weeks. E3 Systems already has all paths established and has completed all links in most cases. Q16) Is there a spec we need on the fiber? A16) 1.5 db or better from start to finish. Q17) Where will the fiber termination and conversion units be located? A17) The fiber termination will be at the control point at each housing unit. The fiber conversion unit will be placed at those locations. Q18) What are the walls in the maximum security pod made of? A18) The I-beams up top are steel. Above the window is dry wall. Below the window is cinder block.

5 County of Alameda, General Services Agency Purchasing Page 5 of 5 November 6, 2007 Q19) What cabling will the Contractor be running on their own? A19) The Contractor will run all cabling from the control point to the antennas. The fiber work will be provided by E3 Systems. Q20) Does Santa Rita Jail have an existing system that is working? A20) Yes, it is on a Radiax. But the Radiax system is on another BDA [Bi-Directional Amplifier] which is not on the 800 MHz band but on the 400 MHz band. Q21) So you don t have the 800MHz yet? A21) The County has an 800 MHz BDA at the head end which terminates on fiber. This covers the OTDR [Optical Time Domain Reflectometer] core area only. Q22) The Bid Form estimates thirty (30) antennas. If each of the RF units is capable of four (4) antennas, and there are eighteen (18) housing units that would lead the vendors to believe the County needs to spec seventy two (72) units? A22) The exact quantities will be determined by the Contractor when the project is eventually coordinated. The quantities indicated are only estimates for evaluation purposes. Q23) So the bid form is just to determine the lowest bidder? A23) Yes. Q24) So the winning bidder will have a contract established with exact quantities based on their system design? A24) Yes. Q25) Will the Contractor have fiber available where they will be placing the equipment? A25) Yes, E3 Systems will be providing the fiber to where the equipment will be located. Q26) Will the Contractor determine where the equipment is going to be installed? A26) After the award, the County will work with the Contractor to determine how many antennas will be needed, where they should be placed, etc. Q27) Is the system on the Sprint network? A27) It is a County 800 MHz network. Q28) Can the vendors have access to the floor plans? A28) The floor plans will be provided (as needed) to the Contractor by the Sheriff s department. Security protocols will apply to the viewing and dissemination of all floor plans.

6 COUNTY OF ALAMEDA Exhibit B (Revised) RFQ No for 800 MHz RADIO AMPLIFICATION PROJECT (SANTA RITA JAIL) BID FORM Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges. UNIT OF ESTIMATED DESCRIPTION MEASURE QUANTITY* Mobile Access 1000 IDEN Each ohm antennas Each ohm cables Per Foot 200 Independent Power Source with UPS Each 20 Design Cost Per Hour Hour 20 Installation Cost Per Hour Hour 1000 Testing and Optimization Cost Per Hour Hour 500 UNIT COST** EXTENDED COST APPLICABLE TAX(8.75%) TOTAL COST *Bidder is being asked to provide a quote based on the estimated quantities stated herein. To determine lowbid, award will be based upon the Total Cost. **It will be assumed that the unit price/hourly rate quoted is correct in the case of a discrepancy between the unit price/hourly rate and an extension. Bidder agrees that the unit price(s) quoted are the maximum they will charge during the term of any contract awarded. FIRM: SIGNATURE: DATE: PRINTED NAME: TITLE:

7 For additional information regarding this bid please visit our website at under Current Contracting Opportunities. Please refer to Goods and Services, RFQ No for the 800MHz Radio Amplification Project (Santa Rita Jail). The following participants attended the Bidders Conferences: Company Name Representative Contact Information Procomm Marketing, Inc. 655 Lewelling Boulevard, #351 San Leandro, CA Ridge Communications Alcosta Boulevard, #175 San Ramon, CA Tri-Power Group 85 Nicholson Lane San Jose, CA Red Cloud 4701 Doyle Street, Suite 16 Emeryville, CA Red Cloud 4701 Doyle Street, Suite 16 Emeryville, CA Ron Seitz Jim Rafter Kevin Persing Kevin Links Keith Lattin Phone: (510) Prime Contractor: N Subcontractor: Y Certified SLEB: Y Phone: (925) jim.rafter@ridgecommunicate.com Prime Contractor: Subcontractor: Certified SLEB: Phone: (408) kevin.persing@tripower.com Prime Contractor: Subcontractor: Certified SLEB: Phone: (510) kevin@redcloudinc.com Prime Contractor: Subcontractor: Certified SLEB: Y Phone: (510) klattin@dtswireless.com Prime Contractor: Subcontractor: Certified SLEB: Y

8 COUNTY OF ALAMEDA, GENERAL SERVICES AGENCY-PURCHASING EXHIBIT A BID ACKNOWLEDGEMENT The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFQ number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFQ. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total. 2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding. 3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFQ, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate. 4. Award: (a) Unless otherwise specified by the bidder or the RFQ gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFQ. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California. 5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order. 6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder s expense. 7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFQ, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check. 9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. 10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order. THE undersigned acknowledges receipt of above referenced RFQ and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFQ and Bid Acknowledgement. Firm: Address: State/Zip By: Date Phone Printed Name Signed Above: Title: