ADVERTISEMENT FOR BID

Transcription

1 ADVERTISEMENT FOR BID The Yurok Tribe is soliciting proposals for radio communication equipment from qualified vendors in response to this solicitation package. The Yurok Tribe hereby invites you to submit a proposal. All separate sealed bids will be received by the Yurok Tribe, until the hour of 5 p.m., June 30th, 2015 at which time they will be publicly opened and read aloud in the conference room of the Yurok Tribe Main Office, 190 Klamath Blvd., Klamath, California, for: YUROK TRIBE P25 Radio Communication Equipment Upgrades The work consists of the furnishing of all labor, equipment, and supervision for the delivery of, installation of, integration of, testing of and materials to be installed at three (3) sites and consist of three (3) channels per site. The system must be APCO P25 compliant. The solicitation is for the antenna systems, Antenna Combining and Multicouplers, and Technical Labor to fully implement this system. The project sites include: Requa 1, McKinnon Hill, and School House Peak radio sites located in Humboldt and Del Norte Counties, California. (Attachment: Exhibit A) A conditional or qualified bid will not be accepted if it modified the Plans or Specifications or method of work. The intent is to award the entire job to the Contractor. A mandatory pre-bid conference will be held at 10:00 a.m. on June 17th, 2015 at the Yurok Tribe Klamath Office. After a short meeting, a site visit will be held. Please submit any questions regarding the Request for Proposal (RFP) to Tim Sanderson, Public Safety Officer, Yurok Tribal Police Department, Klamath, CA at (707) or at tsanderson@yuroktribe.nsn.us. All Tribal personnel are specifically directed not to hold meetings, conferences or technical discussions with prospective contractors. Any interpretation or changes in the RFP will be mad only in writing in the form of an Addendum to the RFP and be furnished to all parties receiving an FP. Process and Timeline AD-1

2 Contract Documents for bidding this project can be obtained at Yurok Tribe Main Office, 190 Klamath Blvd., Klamath, California, Each proposal must be submitted on the prescribed form and accomplished by a certified check made payable to the Yurok Tribe, or a Bid Bond in the amount of not less than 10 percent of the bid amount. The successful bidder must submit to the Tribe complete, executed copies of all required documents within eight (8) working days of receiving written notice of award of the project. Bidder s security of any successful bidder that fails to do so will be forfeited to the Tribe. Such required documents include, but are not limited to, a Payment Bond in an amount of at least (100) percent of the amount payable by the terms of the project contract, and a Performance Bond in an amount of at least (100) percent of the amount payable by the terms of the contract. All project bonds must be executed by an admitted surety insurer in accordance with applicable law and acceptable to the Tribe. This project is funded by a Department of Homeland Security - FEMA Grant. Either state or federal wage rates (whichever is higher) will be considered to be the prevailing wage rates. The general prevailing wage rates applicable to the work are included in Section C of the General Conditions. Contractor will be required to comply with any changes in these wage rates as they are updated by the Federal government at no cost to the Owner. The Yurok Tribe reserves the right to postpone the date and time for the opening of proposals at any time prior to the date and time announced in the advertisement in accordance with applicable law. The Yurok Tribe reserves the right to reject any and all bids or to waive any defects or irregularity in bidding in accordance with applicable law. All bids will remain valid for 60 days after the bid opening. Except as permitted by law and subject to all applicable remedies, including forfeiture of bidder s security, bidders may not withdraw their bid during the 60 day period after the bid opening. DATE: June 1, 2015 Yurok Tribe, Klamath, California AD-2

3 SECTION 1: INTRODUCTION 1.1 Purpose and Scope The purpose of the Request for Proposal (RFP) is to solicit proposals from vendors for the selection of a communications system provider for Yurok Tribe, in the State of California. Yurok Tribe is currently looking for proposals for professional services which describe and demonstrate the prospective radio systems contractor as: a. A vendor with a track record of developing and maintaining existing productive relationships with manufactures of equipment currently or soon to be utilized by Yurok Tribe. Show the ability to build on what Yurok Tribe operates, not call for unwarranted replacements. b. A vendor with demonstrable skills and a history of maintaining, implementing and servicing communications system infrastructure equipment. As well, it is also important to detail how the vendor will upgrade the equipment and knowledge of its employees to meet the needs of future technologies, when required. c. A vendor who has test equipment that is capable of testing existing and future equipment. d. A vendor who has experienced and qualified tower climbers who are capable of installing, maintaining and working with antennas and transmission systems on various types of tower structures. e. A vendor who offers continuity of service; that is one who is available 365 days a year, 7 days a week, 24 hours per day, including weekends and holidays, for emergency Warranty service when required. f. A vendor who provides and maintains detailed, comprehensive and timely written documentation of all services performed, and who provides consistent, reliable, and proactive customer support. 1.2 Evaluation Process. The evaluators will consider how well the vendor's proposed solutions meet the current and future needs of the Yurok Tribe, its professional user agencies and our citizens as described in the vendor's response to each requirement and form. It is important that the responses be clear, concise and complete so that the evaluators can adequately understand all aspects of the proposal in a succinct fashion. The evaluation process is not designed to simply award the contract to the lowest cost vendor. Rather, it is intended to help Yurok Tribe to select the right vendor with the best combination of professional attributes, experience and relevant skill-sets, including that of price, based on the evaluation factors. The Tribe reserves the right to require that a subset of finalists make a presentation to the evaluation team for consideration. This presentation shall be provided at no cost to the Tribe. AD-3

4 This RFP provides general and technical information as well as the required format for responses. Your submitted response will be the primary source of information used for vendor evaluation and selection. Please include all required and appropriate information with your proposal. No other source of information submitted, written or verbal will be considered part of your proposal. At the completion of the RFP process, the Yurok Tribe will complete contract negotiations with the chosen vendor to provide a complete radio system, representing, but not limited to solutions that best meet the Yurok Tribes criteria in flexibility, cost, vendor qualifications and references. 1.3 Non-Disclosure Agreement (NDA) Because the Installation of complex communications equipment requires a detailed understanding of the system architecture, for proposal purposes, all information and data furnished to the vendor by the Yurok Tribe and all other documents to which the vendor's employees have access during the term of the contract, shall be treated as confidential to Yurok Tribe. Any oral or written disclosure to an unauthorized `individuals is prohibited. 1.4 RFP Submission Please submit one original and copies of the proposal, in its entirety, to the contact and address below no later than Thursday, May 30, 2015 at 5:00 pm (local time). Yurok Tribe. Attn: Tim Sanderson, Klamath, ca 1.5 Proposal Validity Period Submission of the proposal will signify the vendor's agreement that its proposal and the content thereof are valid for 90 days following the submission deadline and will become part of the contract that is negotiated between Trinity County and the successful vendor. 1.6 Vendor Communications Upon release of this RFP, all vendor communications concerning the overall RFP should be directed to: Tim Sanderson, Klamath, California. 1.7 Right of Selection/Rejection -Waiver of Informalities or Irregularities Yurok tribe reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of Yurok tribe. Selection of a vendor proposal shall not be construed as an award of contract, but as commencement of contract negotiation, including but not limited to the contract price proposed. AD-4

5 1.8 RFP Revisions. Yurok Tribe reserves the right to change the schedule or issue amendments to the RFP at any time. Yurok Tribe also reserves the right to cancel or reissue the RFP at any time. Amendments or a notice of cancellation will be mailed to any vendor that has requested a proposal. 1.9 Commitments. All quotes should be submitted initially on the most complete basis and with the most favorable financial terms available. The selected vendor's proposal may, at Yurok Tribe s option, be made part of the final purchase contract and all representations in the vendor's proposal may be considered commitments to supply the services as described Payment Terms and Conditions The proposal must contain a fee schedule that includes line items for equipment, software, professional services, warranties, project management, installation, and travel costs as applicable Licensing and Permits The vendor shall maintain the appropriate licenses throughout the life of this Contract. Contractor shall also obtain any and all permits which might be required by the work to be performed herein Insurance Requirements The vendor shall maintain a commercial general liability insurance policy in the amount of$1,000,000. Where the services to be provided under this contract involve or require the use of any type of vehicle by vendor in order to perform said services, vendor shall also provide comprehensive business or commercial automobile liability coverage including non-owned and hired automobile liability in the amount of $300,000. Said policies shall remain in force through the life of the contract and shall be payable on a "per occurrence" basis unless Yurok Tribe specifically consents to a "claims made" basis. The Yurok Tribe shall be named as an Additional Insured on all of the policies. The certificate holder and additional insured should read as follows: Yurok Tribe PO Box xx Klamath, Ca The insurer shall supply a Certificate of Insurance and endorsements signed by the insurer evidencing such insurance to Yurok Tribe prior to commencement of work, and said certificate and endorsement shall provide for 30 day advance notice to Yurok Tribe of any termination or reduction in coverage Worker's Compensation The vendor acknowledges that it is aware of the provisions of the Labor Code of the State AD-5

6 of California which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code and it certifies that it will comply with such provisions before commencing the performance of the work of the Contract. A copy of the certificates evidencing such insurance shall be provided to Yurok Tribe prior to commencement of work. SECTION 2: GENERAL PROVISIONS Secure Facilities All Yurok Tribe sites are secure facilities; therefore, the Contractor is required to strictly abide by all policies and procedures related to site entry and site security. These procedures include notification to Yurok tribe upon site entry and departure, securing doors, gates, and fences upon departure from sites, and general practices to keep the security of public safety operations. Notifications may be made via telephone or positive radio contact with the dispatch center. Deviations from these policies and procedures may be considered justification for cancellation of the contract Contractor Supplied Items The Contractor shall be required to maintain or have available, at their own expense, and for their use equipment, software, tools, test equipment, parts, and supplies necessary to perform installation and diagnostic services "on-time" as specified in the invitation to bid Shipping Costs The contractor shall be responsible for all shipping costs for parts and equipment necessary to maintain the communications system as defined herein. Yurok Tribe shall not be required to ship to and from the service location or third party repair facilities Inclement Weather Contractor shall be adequately prepared for inclement weather such that response time requirements are reasonably maintained for Warranty repair Severity Levels The Contractor shall provide unscheduled, on-call corrective service as required to correct or provide a remedy to the issues or problem following notification that the equipment is inoperative. The Contractor shall provide continuous efforts required until equipment is fully restored to normal operation. Response time is to be requested by Yurok tribe and linked to severity levels. Severity Level l: Major system failure. Failure of any law enforcement or FIRE/EMS channel qualifies as a Severity Level 1 outage. Response is 24 hours a day, seven days a week, 365 days a year to include all holidays and weekends. AD-6

7 Contractor must respond within thirty (30) minutes by telephone to Yurok tribe and provide on-site visit within six hours of notification of a major system failure. Severity Level 2: Single console position outage or single repeater is out of service. Response on-site within six hours of notification of service, Monday through Friday, 8:00am to 5:00pm excluding legal holidays. Repair time shall not permit system downtime in excess of one day after an on-site response has been affected provided that the appropriate operational customer owned spares are on site. If a service call arises and there is an appropriate spare, the service technician will use the spare to restore system operation. Operational means that the spare part is in full working order. Severity Level 3: General maintenance problems that are not in Level 1 or Level 2. Response on-site is two day of notification of service, Monday through Friday, 8:00 am to 5:00pm excluding legal holidays. Contractor shall provide off-site repair within 5 working days Maximum Response Time The Contractor shall provide fully equipped Warranty Repair Technician within Two (2) hours driving time from all Yurok tribe sites Overtime Charges Yurok tribe shall not be responsible to pay overtime charges that the Contractor incurs during the performance of installation and warranty repairs under the agreement Contractor's Travel Expenses Yurok Tribe shall not be responsible to pay travel expenses that the Contractor incurs, such as mileage or trip charges, during the performance of installation and Warranty repairs under the agreement Vendor Capability The contractor represents that they are capable of performing the services contracted for, that it is the usual business of the vendor to provide such services, and that the vendor has been performing similar services as its usual business for a minimum of five years Expertise and Training The contractor's technicians shall guarantee requisite technical expertise, and shall provide its employees with sufficient training to maintain their expertise on all equipment Yurok Tribe operates. This includes repeaters and base stations, radio dispatch consoles, paging equipment and terminals, and ancillary equipment. The vendor shall provide Yurok Tribe with evidence of such expertise and training such as Federal Communications Commission (FCC) licenses or training completion certificates Ancillary Technical Support Contractor shall demonstrate the capability to obtain factory technical support, and provide equipment technical experts to troubleshoot system issues by remote diagnostics, AD-7

8 simulations, and proven troubleshooting techniques. Technicians shall be trained to analyze, isolate, and correct problems to restore system failures quickly. The contractor shall also be willing to work supportively with technology and engineering consultants chosen by Yurok Tribe to provide designated planning and strategic systems evolution support Adequate Staffing Contractor will relieve qualified repair personnel of other duties when Yurok tribe requests repair services for Severity Level 1 & 2 issues as outlined in Section The failure of the contractor to have their business properly staffed shall not be adequate excuse for failure to promptly respond to Yurok Tribe Warranty repair requests Unsuitable Technicians Yurok Tribe retains the right to deem any repair personnel deemed unsuitable by not meeting the requirements stated in section This technician will not be allowed to repair or service Trinity County equipment and shall be replaced by the vendor with other qualified and acceptable technicians Equipment Documentation, Software, and Other Aids All equipment documentation, software, manuals, diagnostic routines, and other aids necessary to perform installation and Warranty Repairs under this agreement shall be furnished by the contractor whose property it shall remain Single Point of Contact The Contractor shall provide a Single Point of Contact (SPOC) for placing all service calls on equipment under the contract for Warranty Repairs Materials, Parts, and Labor The Contractor shall furnish all materials, parts, and labor in connection with the agreement. All parts and materials shall be installed according to the manufacturer's specifications Fully Guarantee All parts, and components used shall fully guarantee consistent with the manufactures warranty, and workmanship shall be for a two years from the date of work completed Preserving Documentation The Contractor will preserve and keep current any documents provided by Yurok Tribe such as wiring diagrams, circuit documentation, etc., in a manner that is readily retrievable and useful for timely and effective systems maintenance Approval Subcontractor shall not be permitted to perform work under any resulting award unless approved by Yurok tribe in advance. AD-8

9 Contractor's Transportation The Contractor shall supply their own transportation to the sites via conventional fourwheel-drive (4WD) vehicles or similar capability. The Contractor is duly notified that site access can be difficult in winter months or when weather conditions are harsh. Alternate access to the sites such as snowmobile or Sno-Cat will likely be required to access some of the sites and shall be the responsibility of the Contractor. Yurok Tribe shall not supply the Contractor with vehicles to access the sites during foul weather. Allowances will be made during times of inclement weather to provide sufficient time for personnel to safely reach the site Third Parties The Contractor is responsible to make notifications or contact, and work with third party agencies that may provide services or equipment to support the Yurok tribe system. SECTION 3: RESPONSE FORMAT AND CONTENTS Organize proposals with separately tabbed sections corresponding to the following format. Number each page consecutively. Provide a concise response to each point. References may then be made for further clarification. Wherever a table or spreadsheet is provided, please title the section and utilize the table/spreadsheet. 3.1 Title Page a. Title page b. Customer name c. Contractor name, address, telephone number and d. Contact's name, signature, title and date 3.2 Section 1 -Vendor Overview Provide a maximum three-paragraph description for each category subsections below, or where specified, utilize the table or spreadsheet. This is intended for general overview and should highlight the reasons your product, service or company are best suited for Trinity County Company Service(s) Proposed Staff Biographies Historical Background Financial Status SECTION 4: PROPOSAL SELECTION AND AWARD PROCESS 4.1 Proposal Selection The Yurok Tribe anticipates entering into a contract with the Vendor who submits the proposal judged by the County to be most advantageous to the Yurok Tribe s interest. The Vendor understands that this RFP does not constitute an offer or a contract with the AD-9

10 Vendor. An offer or contract shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the Yurok tribe and executed by all parties. All terms and conditions of this RFP, any addenda, Vendor s submissions and negotiated terms, are incorporated into the contract by reference as set forth herein. 4.2 Preliminary Evaluation The proposals will first be reviewed to determine if requirements in Section 3.0 and 5.0 are met at proposal opening. These requirements are considered mandatory, and failure to meet these requirements will result in the proposal being rejected. In the event that all Vendors do not meet one or more of these mandatory requirements, the Yurok tribe reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP. 4.3 Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. Top-scoring proposals may then become candidates for presentations and demonstrations in Klamath, California before the evaluation committee. The committee and agency staff may review references and incorporate the reference review into scoring the proposals. It should be expected that references will be contacted. The committee will then select the best proposal. 4.4 Right to Reject Proposals and Negotiate Contract Terms Yurok Tribe reserves the right to reject any or all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. The County reserves the right to cancel the RFP or portions thereof without penalty. The Yurok Tribe reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals. 4.5 Scoring Criteria The proposals will be scored using the following criteria: Description Percent 1. General Requirements 15% 2. Technical Requirements 40% a. Response to Section 2.0 (Scope of Services Required) b. Radio Systems Experience c. Presentation of Material d. Technical Certification 3. Examination of References 20% 4. Cost/Best Value to the County 25% Total Score 100 points AD-10

11 4.6 Selection of the Most Qualified Vendor / Cost Negotiations Selection of the most qualified Vendor for this project will be based on the criteria established in this RFP, and whose proposal is the most advantageous to Yurok Tribe. Upon the selection of the most qualified Vendor and an agreement for price is reached, then a contract will be awarded. Yurok Tribe will initiate contract negotiations. If Yurok Tribe is not able to negotiate an acceptable contract with the selected Vendor, Yurok Tribe will end said negotiations and initiate negotiations with the Vendor ranked second as a result of the proposal evaluation process. If negotiations with the second Vendor fail, Yurok Tribe reserves the right to either initiate contract negotiations with the Vendor ranked third or to cease all negotiations and reject all proposals. 4.7 Notification of Intent to Award As a courtesy, the Yurok Tribe may send a notification of award memo to responding Vendors at the time of the award. SECTION 5: GENERAL PROPOSAL REQUIREMENTS 5.1 Organization Capabilities The Vendor is to describe the firm s experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results. 5.2 Staff Qualifications The Vendor will provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project. These resumes should relate well to the description of the firm s project experience in the subsection 5.1 above. The approximate percentage of an individual staff person s regular time that will be devoted to this project should also be described. The Vendor should feel free to supplement their proposals if necessary by subcontracting with other firms that may provide a specific skill or area of expertise not possessed by the primary Vendor. 5.3 Vendor References Vendors must include in their proposals a minimum of three organizations, including points of contact (name, address, and telephone number), that can be used as references for work performed in the area of the service required; and scope of work completed for those organizations. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. By submitting this list, Vendor grants permission to Yurok Tribe to independently contact the references. The results of the references will be provided to the evaluation team and used in scoring the written proposals. AD-11

12 Company Name Contact Telephone System(s) & Number of Sites SECTION 6: TECHNICAL REQUIREMENTS 6.1 Section 2.0 Scope of Services Required Each of the services requested and issues outlined in Exhibit A of this RFP, Scope of Services Required, shall be considered part of the technical requirements of this project. The Vendor shall respond in detail as to how each of these services will be provided or issues addressed. 6.2 Radio Systems Experience The Vendor shall clearly present its radio frequency engineering capabilities and similar experience in providing the services requested. Similar services provided to other public entities or governmental agencies should be highlighted. A copy of all technical certifications shall be provided. SECTION 7: COST PROPOSAL Cost proposals shall address any and all costs to be incurred during the project. Costs shall be quoted with respect to individual sections listed in exhibit A. 7.3 Fixed Price Period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 90 days starting on the due date for proposals. AD-12