Request for Proposal (RFP) Imperial Valley Emergency Communications Authority (IVECA)

Transcription

1 Request for Proposal (RFP) Imperial Valley Emergency Communications Authority (IVECA) Public-Safety Answering Point (PSAP) Consolidation Feasibility Study RFP # Response Deadline: December 9, :00 p.m. PST Submit All Proposals To: Imperial Valley Emergency Communications Authority ATTN: Jeff Green PO Box 1026 Imperial, CA

2 Table of Contents Background... 3 Consultant 4 Timeline 4 Contract Term 4 RFP Questions 4 Proposal Submittal Requirements 5 Proposal Content Requirements 5 Cover Letter 6 Agency Description/Capability 6 Staff Qualifications 6 Project Description 6 Feasibility Study Requirements 7 On-Site Agency Visit 10 Status Reports 11 Final Report 11 Labor and Materials 11 Cost Proposal Summary 12 Proposal Selection Process 12 Proposal Award 12 Financial Verification. 12 Proprietary Information 13 Independent Contractor Status 13 Miscellaneous Venue and Jurisdiction 13 Non-discrimination 13 Hold Harmless 13 Conflict of Interest 14 Rights of IVECA 14 Negotiation of Contract 14 Failure to Perform Adequately 14 Payment Structure 14 Governing Law 14 Insurance Requirements 14 Attachment A Cost Proposal Sheet 17 Attachment B Reference Data Sheet 18 Attachment C Designation of Confidential/Proprietary Information 19 Attachment D Addendum Acknowledgement 21 Attachment E RFP Scoring Criteria 22 RFP # IVECA Page 2

3 1. Background Imperial Valley Emergency Communications Authority ( IVECA ) is issuing this Request for Proposals ( RFP ). IVECA is seeking proposals from a firm or team ( the Consultant ) to conduct and prepare a Public Safety Answering Point ( PSAP ) Consolidation Feasibility Study in accordance with the requirements set forth in sections of this RFP. For the purpose of this study, PSAP includes the publicly owned and operated facilities commonly referred to as Dispatch Centers, E911 Centers, or Communications Centers. This RFP is managed by IVECA, a Joint Powers Authority overseeing and facilitating public safety communications within Imperial County. IVECA is acting as a fiscal agent for the public safety agencies within Imperial County s emergency communication system. Currently there are four dispatch centers in the Imperial County. These four dispatch centers are operated by three police departments and the County Sheriff s Office. They provide dispatch services to six police departments, the County Sheriff s department, nine fire departments and one animal control department. Each dispatch center coordinates Emergency Medical Services (EMS) for their respective areas of service. The future of IVECA is to coordinate and support shared information and communications technologies to: Enhance the safety of law enforcement, fire, rescue, emergency medical, and emergency management personnel and the citizens they serve; Expand cost effective benefits to its members and other agencies; Create and maintain a plan for the expanding needs of the public safety agencies in the region that fosters partnerships with surrounding entities; Facilitate the expansion of IVECA Public Safety Dispatch Center services to other community and private sector entities. The current systems provided by the multiple public safety agencies varies and include computer aided dispatch ( CAD ) systems, automatic vehicle location services (example: El Centro Police Department), reporting tools, connection to mobile data computers installed in law enforcement vehicles (example: Imperial County Sheriff s Office) query tools to retrieve data on criminals from state and national databases and local records management systems. One of the goals of this consolidation is to standardize equipment and procedures and to bring all first responders into a common public safety radio and data communication system. 2. Consultant RFP # IVECA Page 3

4 The consultant must be independent and not engaged in or associated with the business of construction, selling, servicing, or renting computer-assisted dispatch ( CAD ) hardware or software, voice or data radio communications equipment. Consultants must clearly certify the independence of the Consultant as part of the proposal response. Proposals without this certification shall be considered nonresponsive and will be rejected. 3. Timeline Release of the RFP.. September 14, 2015 Deadline for questions November 13, 2015 Deadline for response to questions... November 20, 2015 Proposal Due Date... December 9, 2015 Begin review of proposals. December 14, 2015 Oral presentations by selected consultant (if required). January 21, 2015 Consultant Evaluation Complete.. February 4, 2016 Award is announced. February 25, 2016 Protests. February 29-March 7, 2016 Contract negations commence.. March 8, 2016 Contract execution date April 11, Contract Term The contract shall be effective on the contract execution date and shall expire when all phases of the contract are completed but no later than 90 days from the contract execution date. 5. RFP Questions Proposers may submit written questions regarding this RFP. All questions must be ed and received by November 13, 2015 no later than 4:00 pm PST. Questions asked after 4:00 pm PST on November 13, 2015 will not be considered. questions to jgreen@iveca800.org. The subject line shall be: RFP # Questions for IVECA PSAP Consolidation Feasibility Study. Phone calls and faxed questions will not be accepted. Answers to all written questions concerning this RFP will be posted on the IVECA website: on November 20, 2015 no later than 4:00 p.m. PST. It is the responsibility of all interested proposers to access the website for this information. 6. Proposal Submittal Requirements All proposals must be typed in English and are limited to fifty (50) pages (with 1 RFP # IVECA Page 4

5 margins) for the narrative section of the proposal. This page limit does not include exhibits or attachments. Use 12-point font, single spacing and numbered pages. The proposal must be submitted in the name of the agency or person who will contract with IVECA to do the study. All proposals must be signed. One (1) written original, three (3) written copies, and one (1) digital copy of the proposal are due in hand on December 9, 2015 by 2:00 p.m. PST. Proposals must be received by the due date and time. Proposals not received by the above due date and time will be rejected. Postmark dated packages will not be accepted after the due date and time. Once received, all original and copies of the proposal become property of IVECA and will not be returned. Copies will be destroyed at the completion of the project; originals will be retained per applicable records retention laws. Delivery Address for Hand Delivery, USPS, UPS, DHL, Fed X, etc.: Imperial Valley Emergency Communications Authority 602 West H Street Suite 122 Brawley, CA All proposals shall be clearly marked RFP # IVECA PSAP Consolidation Feasibility Study RFP Response Time Sensitive Material on the outside of the proposal package. IVECA reserves the right to reject any and all proposals and to elect not to enter into any contract for the services described in the scope of work. IVECA also reserves the right to request clarification of information from the proposer. 7. Proposal Content Requirements All proposals must include all information requested in the same order as set forth below. All exhibits that are required to be completed and submitted are attached to this RFP. Exhibits and additional required documents to be attached to the proposal must be attached to the proposal under Attachments. 1. Cover Letter 2. Agency Description/Capability 3. Staff Qualifications 4. Project Description 5. Feasibility Study Requirements 6. Cost Summary 7. Attachments 8. Cover Letter. The cover letter must include the full name and address of your firm, including the RFP # IVECA Page 5

6 name, address and telephone number of the person in your firm who has the primary responsibility for developing this proposal and/or to whom technical questions can be addressed. 9. Agency Description/Capability Provide a description and history of your organization/agency. Include a description of your firm s overall experience in handling projects similar in character or scope to this project. A list of references of similar projects from at least three (3) different projects, including the customer s name, address, project value, telephone number, and contact person shall be included in the proposal. Use the References Data Sheet provided as Attachment B. IVECA may contact the references listed. 10. Staff Qualifications Identify each member of the firm s staff who would be assigned to work on this project and the role they would perform. Attach a resume stating the background and qualifications of all staff. 11. Project Description The following must be addressed in the project description Provide an explanation of your understanding of the tasks believed to be necessary to accomplish the objectives outlined in the RFP Discuss the overall approach that will be use with this project Demonstrate a working knowledge of current state-of-the-art design practices and operations of PSAPs Illustrate the firm s experience with public sector consolidation feasibility studies Describe the firm s knowledge of applicable environmental regulations, archeological survey requirements, regulating agency license application and approval process, applicable electrical and building codes Include a proposed project schedule and identify all assumptions and constraints on which the project schedule is based. Prepare an estimate of hours for the project. RFP # IVECA Page 6

7 12. Feasibility Study Requirements The Feasibility Study shall include, at a minimum, the following elements: 12.1 Benchmarking of current conditions. a) Current organizational structures and governance. b) Staffing levels. c) Compensation. d) 911 and administrative call volumes. e) Call processing statistics. f) Training and QA (Quality Assurance) practices. g) Budget overviews. h) Technology in use. i) Facilities. j) Stakeholder perspectives. k) Non-dispatch tasks performed by employees Political Feasibility a) Stakeholders, both individuals and groups, shall be surveyed and interviewed to determine if consolidation efforts are likely to be successful Technological Feasibility Examine and identify any technological roadblocks to consolidation. This shall include, at a minimum: a) CAD (computer assisted dispatch). b) RMS (records management system). c) Voice and data radio. d) 911 answering equipment (including new generation E911). e) Logging recorders. f) Technological connectivity of the telephone network. g) Voice and data radio infrastructure. h) Connections to local, state, and federal computer systems and crime information databases. i) Integration of legacy public safety radio systems Facility Options a) Identify facility options to meet current operational needs, as well as future operational needs based on local growth predictions. RFP # IVECA Page 7

8 b) Provide a cost for renovation of an existing facility and compare t o t h e cost o f constructing a new facility. This cost estimate is for preliminary planning purposes only, it is understood that an in-depth analysis will require an architect and/or engineer independent from this study. c) Identify backup and redundant facilities and equipment available in the event of a primary facility failure Projected Call Volume/Workload Project the workload for the consolidated PSAP for the purpose of establishing initial staffing levels, including: a) Processing incoming 911 calls. b) Incoming and outgoing administrative calls. c) Events dispatched to participating agencies. Projections shall be made for five and ten-year post-consolidation. d) Projected volume of police/fire/ems radio traffic. Projections shall consider population trends and other known factors that affect 911 call volumes as well as public safety radio traffic Projected Staffing Levels Using industry standards, estimate the number and type of staff that will be required to operate the consolidated PSAP. This should consider factors that impact staffing such as call for service volume and shift relief in a twenty-four hour/seven day per week dispatch center environment Projected Cost Estimates Cost estimates shall include: a) Personnel costs (salary and benefits). b) A comparison of current and post-consolidation personnel costs. c) Technological costs, to include CAD, RMS, 911 answering equipment, radio consoles, and cost associated with procurement and maintenance of required systems. Wherever practical, the use of existing equipment shall be considered. d) A comparison of current and post-consolidation maintenance costs. e) Facility construction costs, to include capital costs associated with new facilities. f) Identification of one-time project costs. RFP # IVECA Page 8

9 i. Human Capital Management Costs (training, selection, payroll, etc.) ii. Risk Financing & Risk Control (workers compensation, error & omissions, general liability, etc.) g) Ten-year projections of operations costs that will identify what cost savings are achievable Non-Dispatch Tasks Identify any non-dispatch tasks that are currently performed that cannot or should not be performed post-consolidation. Consider: a) Walk-in complaints. b) Jail duties. c) Releasing impounded animals or vehicles. d) Management of key holder or contact files. e) Entering records, tickets, permits, or local government licenses. f) Functioning as a switchboard or receptionist for other government operations Consolidation Models Discuss the various consolidation models (full, partial, co-location, and hybrid) and make a recommendation based on the findings of the study and the history of others Governance Options Identify a recommended and alternate governance structure(s) Funding Mechanisms Identify various funding mechanisms to support the consolidated PSAP. The funding mechanisms that are identified must be allowable under current California laws and rules. Identification of public/private grant funds available for any aspect of this project should be included Organizational Structure Recommend a new organizational structure for the consolidated PSAP. Include: RFP # IVECA Page 9

10 a) Administrative; b) Management; c) Supervisory; d) Technical support; e) Quality assurance; f) Training; g) Clerical/secretarial needs; h) Facility support needs; i) Contractual Obligations/Risk Mitigation (joint employment issues) Human Resources Identify and include recommendations on: a) Pay scale disparities; b) Employee benefits packages; c) Paid time off disparities; d) Seniority issues; e) Job titles and job descriptions; f) Retirement packages; g) Union contracts; h) Automatic employment or re-hire of existing employees. 13 On-site Agency Visits This study will require on-site agency visits in addition to agency interviews. These visits must include, but are not limited to, the following locations: Imperial County Sheriff s Department 328 Applestill El Centro, Ca City of Calexico Police Department 420 East 5 th Calexico, Ca City of El Centro Police Department 150 North 11th El Centro, Ca City of Brawley Police Department 351 Main Street Brawley, Ca RFP # IVECA Page 10

11 14 Status Reports The successful bidder shall provide a minimum of two (2) written and two (2) oral status reports. These reports shall be presented at a regular meeting of the IVECA Board of Directors. The reports will provide the IVECA Board of Directors the current status of the Consolidation Feasibility Study. a) The first status report shall be provided within thirty (30) day after the contract is executed. b) Subsequent reports shall be provided every thirty (30) days thereafter. 15 Final Report The successful bidder shall present a final report in two forms, a formal written report and an oral presentation. Twelve (12) exact copies of the formal written report and one (1) digital exact copy shall be submitted. The written report shall include, but is not limited to the following: a) Executive Summary. b) Commentary on the present system. c) Recommendation on how IVECA should proceed with any consolidation efforts, with consideration given to all of the elements contained in Section 10, Feasibility Study Requirements. d) The oral presentation shall include visuals and must be a synopsis of the formal written report. IVECA may require the oral presentation be provided on at least four separate occasions during a two-day period, including daytime and evening presentations. 16 Labor and Materials Unless otherwise provided in this RFP, the consultant shall provide and pay for all facilities, products, labor, materials, tools, delivery, transportation, food, lodging, and other services necessary to perform the work required under any contract executed pursuant to this RFP. IVECA will not accept any charges from the selected consultant toward the provisions of these services. RFP # IVECA Page 11

12 17 Cost Proposal Summary The cost proposal shall be submitted separately in a sealed envelope using the Cost Proposal Worksheet in Attachment A. 18 Proposal Selection Process Accepted proposals will be reviewed by a Proposal Evaluation Committee and scored against the criteria stated in Attachment E. This scoring will determine the ranking of consultants based upon their written proposals and references. If the Proposal Evaluation Committee determines that it is in the best interests of IVECA to require presentations, it will invite the highest-ranking vendors to make such presentations. IVECA may require the presentations be in person, by teleconference, or videoconference. The final ranking will be based upon the total scores including the presentations. Proposals will be evaluated based upon a weighted point system as identified in Attachment E. Rejection of proposals: IVECA reserves the right to accept or reject any or all proposals and to waive any informality in proposals. 19 Proposal Award The award will be granted in one of two ways. The award may be granted to the highest scoring and responsive candidate. Alternatively, the top scoring proposals may require the candidate to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked again. The Evaluation Team will make a recommendation to IVECA Board of Directors, who shall determine the award of contract, and may or may not award the contract to the recommended consultant. All decisions of IVECA Board of Directors are final. 20 Financial Verification Consultant verification prior to award: Consultant s financial solvency may be verified through financial background checks via Dun & Bradstreet or other means prior to contract award. IVECA reserves the right to reject proposals based on information obtained through these background checks if it is deemed to be in the best interest of IVECA and its member agencies. RFP # IVECA Page 12

13 21 Proprietary Information All restrictions on the use of data contained within a proposal and all confidential information must be clearly identified in the proposal and identified on the attached Designation of Confidential and Proprietary Information form found at Attachment C. Proprietary information submitted in a proposal will be handled in accordance with applicable California State Statutes. No vendor will be provided with financial and/or competitive vendor information on this proposal until after the award of contract has been made. To the extent possible, it is the intention of IVECA to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure in the opinion of legal counsel. At that time, all proposals will be available for review in accordance with the California Open Records Laws. IVECA, or any member agencies, will not be held liable for any claims arising from disclosure required under California Open Records Laws. 22 Independent Contractor Status The selected consultant shall function as an independent contractor and will be responsible for any federal or state taxes applicable to this contract and for complying with the requirements of all federal and state laws pertaining to income tax withholding, unemployment insurance and other insurance applicable and necessary for its employees. Employees of the consultant will not be eligible for any Federal Social Security, State Worker s Compensation, Unemployment Insurance or Retirement System/Pension benefits under this contract except for the benefits provided by the consultant. 23 Miscellaneous A. Venue and Jurisdiction: This contract shall be subject to the laws of the State of California and venue shall lie in the courts of Imperial County. B. Non-Discrimination: In connection with the performance of work under this contract, the consultant agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, physical disability, sex, physical condition, developmental disability, sexual orientation, or national origin. All work shall conform to all applicable industry, federal, state, and local laws, statutes, codes, ordinances, and standards. C. Hold Harmless: Consultant hereby agrees to release, indemnify, defend and hold harmless IVECA and all member agencies, their officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable RFP # IVECA Page 13

14 attorneys fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, resulting from or arising out of the performance under this contract by the consultant, its officers, officials, employees, agents, or assigns. IVECA and all member agencies do not waive, and specifically reserves, their right to assert any and all affirmative defenses and limitations of liability as specifically set forth in California State Statutes. D. Conflict of Interest. Consultant covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services. Consultant further covenants that, in the performance of this contract, it will not employ sub-consultants, contractors or persons having such an interest. E. Rights of IVECA. This RFP does not commit IVECA to enter into a contract, nor does it obligate IVECA to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. IVECA reserves the right to: Make the selection based on its sole discretion; Reject any and all proposals; Issue subsequent Requests for Proposals; Postpone opening for its own convenience; Remedy technical errors in the Request for Proposals process; Approve or disapprove the use of particular sub-consultants; Negotiate with any, all or none, of the Proposers; Accept other than the lowest offer; Waive informalities and irregularities in the Proposals and/or Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with IVECA. A contract shall not be binding or valid with IVECA unless and until it is approved by IVECA s board and executed by authorized representatives of IVECA and of the Proposer. F. Failure to Perform Adequately. In the event that the Consultant defaults in any obligation of contractor under this contract, or the Consultant defaults in the performance of any of the terms and conditions of this contract, IVECA may, at its option, declare this contract to be in default and, at any time thereafter, may do one or more of the following: RFP # IVECA Page 14

15 a) Enforce performance of the contract by the Consultant; b) Terminate this contract; or c) Perform the obligations of the Consultant, whereupon the Consultant shall reimburse IVECA for any amounts paid or expenses incurred by IVECA, or pay IVECA any expenses and/or damages incurred by IVECA in the performance of such obligations, together with interest at the maximum rate of interest allowed by law on demand by IVECA. IVECA at its option may deduct any sum due to IVECA from sums to be paid by IVECA to contractor. The above remedies are in addition to any other remedies at law or equity IVECA may have. The Consultant shall pay or reimburse IVECA for all of IVECA s costs and expenses, including reasonable attorneys fees incurred in enforcing its rights hereunder. G. Payment Structure. The method of payment to the successful bidder shall be on a per task basis with a maximum not to exceed fee as set by the Consultant in the proposal or as negotiated between the Consultant and IVECA as being the maximum cost to perform all work. Upon completion of the project the Consultant shall submit a detailed invoice to IVECA describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the consultant s billing rates, said invoice shall not exceed the not to exceed fee previously set. IVECA will generally process and pay invoices within thirty (30) days of receipt. H. Insurance Requirements: a) Consultant shall provide, and maintain at its own expense, during the term of this contract, the following insurance policies covering its operations hereunder, which are minimum requirements. Such insurance shall be provided on a primary basis by insurer(s) finally solvent and authorized to conduct business in the State of California. 1) Worker s Compensation Insurance and Employers Liability. a. State statutory requirements worker s compensation limits - Employers Liability, $500,000 each employee, $500,000 each accident, & $500,000 policy limit. 2) Comprehensive General Liability a. Products and Completed Operations; b. Personal Injury and Advertising Liability RFP # IVECA Page 15

16 c. Independent Consultants/Protective 1. Limits of insurance - $1,000,000 Combined Single Limit. 3) Business Automobile Liability a. Business Automobile Liability covering all owned, hired, and non-owned vehicles. Limits of insurance - $1,000,000 Combined Single Limit. 4) Excess/Umbrella Liability a. Limit of Insurance $1,000,000 per occurrence. b) The consultant shall not commence work under this contract until all insurance required under this paragraph is obtained and such insurance has been approved by a representative of IVECA, nor shall any consultant allow subcontractors to commence work on their subcontract until similar insurance requirements have been procured and approved by a representative of IVECA. Notwithstanding any provisions of this paragraph, and for purposes of this contract, the consultant acknowledges that its potential liability is not limited to the amounts of insurance coverage it maintains nor to the limits required herein. c) Additional Insured. The consultant agrees that the Comprehensive General Liability and Business Automobile Liability Insurance policies shall be endorsed to name IVECA, as well as all member agencies, as an additional insured and certificate holder with respect to: liability arising out of activities performed by or on behalf of the consultant; products and completed operations of the consultant; premises owned, occupied or used by the consultant; or automobiles owned, leased, hired or borrowed by the consultant. The coverage shall contain no special limitations on the scope of protection to IVECA and all member agencies. d) Adjustments to Insurance Coverage. The limits of liability as set forth herein shall be periodically reviewed and adjustments made so as to provide insurance coverage in keeping with increases in the Consumer Price Index and what is deemed to be prudent and reasonable by IVECA or its representatives. In the event that IVECA determines that the limits need to be adjusted at some time after the initial term of the contract, IVECA shall give notice to the consultant in writing of the new limits and the consultant shall make such adjustments to its insurance coverage within 60 days of such notice. RFP # IVECA Page 16

17 e) Subcontractors. Subcontractors of the consultant shall also be in compliance with these requirements, including but not limited to, the submittal of a Certificate of Insurance that meets the same requirements outlined for the consultant. f) Waiver of Subrogation. Insurers shall waive all subrogation rights against IVECA, as well as a l l m e m b e r agencies, on all required insurance policies. g) Cancellation Notice. IVECA will be given thirty (30) days notice in advance of cancellation, non-renewal, or material change in coverage. h) Proof of Insurance. A valid certificate of Insurance shall be issued to IVECA and its member agencies prior to commencement of work and meeting the requirements listed to avoid any interruption of normal business services and transactions. Certificates must bear the signature of the insurer s authorized representative. The insurance certificate must be issued by companies licensed to do business in the State of California or signed by an agent licensed in the State of California and authorized to sign said certificate. The certificates of insurance shall include reference to the contract name or RFP name in the description section of the certificate. The certificate of insurance shall be delivered to IVECA at the address below prior to the execution of the contract. Imperial Valley Emergency Communications Authority ATTN: Jeff Green PO Box 1026 Imperial, Ca RFP # IVECA Page 17

18 Attachment A Cost Proposal Imperial Valley Emergency Communications Authority PSAP Consolidation Feasibility Study Consultant Services Company Name: Date submitted: Submitted by: Title: Signature: Please provide Overall Costs and an estimated number of hours to complete this project: Total Proposal Cost: Estimated hours: RFP # IVECA Page 18

19 Attachment B Reference Data Sheet Imperial Valley Emergency Communications Authority PSAP Consolidation Feasibility Study Consultant Services Provide a current list of comparable references for which your company is providing or has recently provided consulting services for similar projects, both in scope and size per Section 2. Include dates, a specific contact person, title, and telephone number. The references provided should be for services provided from the office that would be servicing this contract. Company Name: Project: Address: Telephone: Contact Person: Company Name: Project: Address: Telephone: Contact Person: Company Name: Project: Address: Telephone: Contact Person: Company Name: Project: Address: Telephone: Contact Person: Company Name: Project: Address: Telephone: Contact Person: Company Name: Project: Address: Telephone: Contact Person: RFP # IVECA Page 19

20 Attachment C Designation of Confidential and Proprietary Information Imperial Valley Emergency Communications Authority PSAP Consolidation Feasibility Study Consultant Services The attached material submitted in response to IVECA PSAP Consolidation Feasibility Study Consultant Services includes proprietary and confidential information which qualifies as a trade secret, as provided in California State Statutes, or is otherwise material that can be kept confidential under the California Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval. Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential. Blanket labeling of confidential/proprietary information in headers/footers of documents will not be considered as confidential/proprietary. Information cannot be kept confidential unless it is a trade secret. Trade secret is defined in California Civil Code Section (d) as follows: Trade secret means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances. We request the following pages not be released: SECTION # PAGE # TOPIC IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS RFP # IVECA Page 20

21 INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD IVECA, AS WELL AS ALL MEMBER AGENCIES, HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE CONSORTIUM S AGREEING TO WITHHOLD THE MATERIALS. Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. IVECA considers other markings of confidentiality/proprietary in the bid/proposal document to be insufficient. The undersigned agrees to hold IVECA, as well as all member agencies, harmless for any damages arising out of the release of any materials unless they are specifically identified above. Company Name: Authorized Representative: Signature Authorized Representative: Print Date: RFP # IVECA Page 21

22 Attachment D Addendum Acknowledgement Imperial Valley Emergency Communications Authority PSAP Consolidation Feasibility Study Consultant Services The undersigned acknowledges receipt of the following addendum: ADDENDUM # SIGNATURE The undersigned agrees with the following statement: I have examined and carefully prepared the Bid/RFP/quote from the plans and specifications and have checked the same in detail before submitting the Bid/RFP/quote to Imperial Valley Emergency Communications Authority. Attached is my listing of subcontractors along with their respective trades if applicable. Company Name: Authorized Representative: Signature Authorized Representative: Print If this Bid/RFP/quote is assigned a project number all vendors are responsible to check for addendums, posted on the web site at Dispatch/ for this project prior to the due date. No notification will be sent when addendums are posted unless there is an addendum within three business days of the Bid/RFP/quote due date. All consultants receiving initial notification of project and those who register with Imperial Valley Emergency Communications Authority will be notified, by an authorized agent of Imperial Valley Emergency Communications Authority, of all addendums issued within three business days prior to the due date. If Bid/RFP/quote has already been submitted, vendor is required to acknowledge receipt of addendum via prior to the due date. Vendor must submit new Bid/RFP/quote if addendum affects costs. Consultants that do not have Internet access are responsible to contact the Imperial Valley Emergency Communications Authority Project Manager at to ensure receipt of addendums issued. Bids/RFP/quote s that do not acknowledge addendums may be rejected. All proposals and bids submitted will be sealed. Envelopes are to be clearly marked with required information. Sealed Bids/RFP/quotes that are opened by mistake due to inadequate markings on the outside may be rejected and returned to the consultant. RFP # IVECA Page 22

23 Attachment E RFP Scoring Criteria Imperial Valley Emergency Communications Authority PSAP Consolidation Feasibility Study Consultant Services This scoring criteria is subject to the approval of Imperial Valley Emergency Communications Authority SPECIFICATIONS POINTS 1. Overall Approach to the Project 5 2. Qualifications of Firm and Staff Experience Project Schedule Scope of Work Cost References 5 TOTAL POINTS 100 RFP # IVECA Page 23