Town of Barnstable. Invitation for Bid. Side Scan Sonar For Marine & Environmental Affairs Division. November 17, 2010

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1 Town of Barnstable Invitation for Bid Side Scan Sonar For Marine & Environmental Affairs Division November 17, 2010 This document and any addenda thereto are issued electronically only. It is the responsibility of every bidder who receives this bid and all associated documents to check the Town of Barnstable Bid & RFP System ( for any addenda or modification to this solicitation, if they intend to respond. The Town of Barnstable accepts no liability to provide accommodation to bidders who submit a response based upon an out of date solicitation document. Bidders may not alter (manually or electronically) the bid language or any bid documents. Unauthorized modifications to the body of the bid, specifications, terms or conditions, or which change the intent of this bid are prohibited and may disqualify a response.

2 NOTICE INVITATION FOR BID TOWN OF BARNSTABLE MARINE AND ENVIRONMENTAL AFFAIRS DIVISION The Purchasing Agent of the Town of Barnstable, on behalf The Marine and Environmental Affairs Division is soliciting bids for the following equipment, in accordance with Chapter 30B M.G.L: EDGETECH MODEL 4125 or KLEIN MODEL 3900 SIDE SCAN SONAR SYSTEM OR APPROVED EQUIVALENT Specifications and bid forms are available on the Town of Barnstable Bid & RFP System at For questions, contact the Purchasing Agent s Office, Procurement & Risk Management, 230 South Street, Hyannis, MA 02601, telephone (508) , preceding the bid opening, between the hours of 7:30 AM and 4:00 PM, Monday through Friday, excluding holidays. All bids must be received by December 20, 2010, by 2:00 pm in the Purchasing Agent s Office, Procurement & Risk Management, 230 South Street, 3 rd Floor, Hyannis, MA Bids received after that time will not be accepted. Bids will be opened and read in the Purchasing Agent s Office, 230 South Street, 3 rd Floor, Hyannis, MA at 2:00 p.m. on December 20, 2010 and is open to the public. All bids must be received prior to the opening. The Town of Barnstable reserves the right to reject any or all bids when it deems to be in the best interest of the Town of Barnstable. Contract award will be made by the Town Manager, Town of Barnstable, within 30 days of the bid opening. 1

3 TOWN OF BARNSTABLE MARINE & ENVIRONMENTAL AFFAIRS DIVISION GENERAL SPECIFICATIONS A. Attention of all bidders is directed to Chapter 30B of the General Laws of the Commonwealth of Massachusetts and to all other applicable sections of the General Laws as most recently amended which govern the award of this contract. B. The bidder shall submit the bid upon forms furnished in the Bid Invitation documents. All bids shall be in ink or typewritten and the bid form must be filled out completely. The price shall, without exception, include all royalties and costs arising from patents, trademarks and copyrights in any way involved in the equipment and accessories supplied. C. All bids shall be signed correctly in ink by the individual or in the case of a firm, partnership or corporation, by a person having the legal authority from said firm, partnership, or corporation to sign the bid. D. All bids shall be submitted to the Town of Barnstable, Purchasing Agent Procurement & Risk Management, 230 South Street, 3 rd Floor, Hyannis, MA 02601, on or before the date and time stated in the "Bid Notice". Each bid shall be in a sealed envelope, clearly marked on the outside of the envelope to indicate the contents, and the name and address of the bidder. E. Bid forms shall be completely filled in. Bids which are incomplete, conditional or obscure, or which contain additions not called for, will be rejected. Use the pages of this document when submitting proposal and submit contract document intact. F. Bidders may correct, modify or withdraw the original bids on or before the date and time stated in the "Bid Notice". Corrections or modifications shall be in sealed envelopes, clearly marked to indicate the contents, with the name and address of the bidder. A bidder who wishes to withdraw a bid must make the request in writing. G. A bidder may withdraw a bid after the public opening of the bid only if a mistake is clearly evident on the face of the bid document, but the intended correct answer is not evident. H. Any bid received after the date and time stated in the "Bid Notice" shall not be opened. Unopened bids will be returned to the bidder. 2

4 I. Bids will be publicly opened and read at the date and time stated in the "Bid Notice". All interested parties are invited to be present. J. No award will be made to any bidder who cannot satisfy the Marine & Environmental Affairs Division (MEAD) that he has sufficient ability and experience in this class of work and sufficient capital and plant to enable him to prosecute and complete the work successfully within the time named. The owner's decision or judgment on these matters shall be final, conclusive and binding. Conditional bids will not be accepted. K. At the time of the opening of bids, each bidder will be presumed to have read and to be thoroughly familiar with contract documents (including all addenda). The failure or omission of any bidder to examine any form, instrument, or document shall in no way relieve any bidder from any obligation in respect of his bid. L. Each bidder shall acknowledge receipt of any and all addendum issued to the invitation for bids by so indicating on the Bid Sheet. Failure to do so shall be cause to reject the bid as being non responsive. M. The contract will be awarded within thirty days after the actual public bid opening date, subject to the availability of funds to the lowest responsive, responsible bidder complying with the conditions set forth in the bid document provided the bid in the opinion of the awarding authority, is reasonable and is in the best interest of the Town of Barnstable to accept it. N. All bids shall be based on delivery of the equipment and its components to the MEAD located on 1189 Phinney s Lane, Centerville, MA (or other designated location in the Town of Barnstable, to be determined prior to delivery). O. Product shall be delivered complete including all options ordered P. New equipment and accessories to be supplied under these bids shall be the manufacturer's latest model and design. The firm/individual shall supply all standard items contained in the manufacturer s published specifications, unless the enclosed specifications call for an optional item to replace the standard item. The manufacturer s published specifications must be included in the bid submitted. All equipment and accessories must meet all Federal, State, and local safety standard, Q. Payment for the equipment will be processed after final acceptance of the equipment. The bidder will submit an original bill or statement. The bidder will receive payment within a 30 day period. R. The bidder's attention is directed to the fact that all applicable State laws, Municipal ordinances, and the rules and regulations of all authorities having jurisdiction over bid/purchase shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. 3

5 S. Each bidder must sign and submit a "Certificate of Non-Collusion" clause and a "State Tax Certification" clause with the bid sheet. (Forms are attached to Bid Sheet). T. If the services are subsequently deemed to be unsatisfactory to the Town and are in violation of the General and/or Detailed Specifications, the MEAD shall notify the said bidder. If mutually agreeable arrangements cannot be achieved between the MEAD and the bidder, the terms of the contract will be immediately terminated. U. In the event of tie bids the Contract will be awarded to the Contractor who has most recently supplied the same service/equipment to the Town. If a tie bid still exists the bidders names will be placed in a container and the name drawn will be awarded the contract. V. Bidder is to supply equipment in turn key condition suitable for its intended operation. All components must function together as an integrated unit. 4

6 BARNSTABLE MARINE & ENVIRONMENTAL AFFAIRS DIVISION EQUIPMENT PROPOSAL DETAILED SPECIFICATION TABLE EDGETECH MODEL 4125 or KLEIN MODEL3900 SIDE SCAN SONAR SYSTEM OR EQUIVALENT PROCUREMENT SPECIFICATIONS INTRODUCTION Side Scan Sonar shall be the Edgetech 4125, Klein 3900 or an acceptable equivalent product manufactured in the USA. Bidders wanting to submit alternative side scan sonar shall submit complete specifications and references for the proposed alternative with their bid submittal. The town shall evaluate the proposed alternative product and inform the bidder if the proposed alternative is acceptable to the Town. The Town will make the sole determination as to whether an alternative is acceptable. GENERAL The basic system shall consist of a towfish, splash proof electronics processor, ruggedized splash proof laptop, tow cables, software, and all related accessories. All units shall be man portable and designed to be operated by a variety of personnel on many different vessels. SONAR TOWFISH Dual frequencies of khz and 900 khz. CHIRP or CW pulse. Vertical beam angle 50 degrees. Range (typical) to 150 meters at khz and 50 meters at 900 khz. Capable of 10 to 150 meter user definable range scales. Stainless steel tow body construction. Standard depth rating of 200 meters. Maximum overall length, 122 cm and maximum body diameter 9.5 cm. Maximum weight in air 29 Kg. Standard sensors include; pitch, roll, heading and depth. Permits operator control of TVG from surface unit for each frequency. SONAR PROCESSOR The sonar processor controls the towfish operation, processes the received sonar data, and outputs the data via a 100bt Ethernet LAN or via wireless to the ruggedized splash proof laptop. The processor shall be capable of accepting NMEA, 0183 data from DGPS or similar position device. The processor must housed in a splash proof transportable case. Shall include a 12 channel WAAS enabled global positioning system and all power and data cables. 5

7 SOFTWARE The minimum software provided shall be capable of controlling the system, displaying sonar, navigation, sensor data, and target, storing data, data playback, and historical comparison of data. The software shall not require passwords, keys, or dongles to operate or copy the files for multiple applications on multiple computers. Operator selectable tuning of manual or automatic for each sonar channel individually. Target files shall be exportable as.txt or.jpg files. Operator selectable sensor displays and separate numerical displays. Ability to set altitude visual and audible alarms for minimum altitudes. Ability to record data in XTF format. For each sonar ping, the sonar data shall be annotated electronically with the following data: date & time, vessel position, towfish position, all sensor values, vessel bearing, towfish (heading) bearing, towfish (heading) altitude, sonar range, vessel speed and errors encountered. The sonar display window shall have tools to permit the operator to measure lengths and height of objects. The interfacing of any other, third party, software to either read or control the sonar system shall be permitted by the manufacturer. Contains provision to capture all or part of a display screen to store, electronically send, or separately process the selected screen area. The file created shall be in a format compatible to Windows printers and viewers. Ability to select colors for sonar and other display screens as well as provide a default color. TOW CABLES (2) Constructed of lightweight Kevlar. One tow cable to be 50 meters, and the second to be 10 meters in length. OTHER REQUIREMENTS The warranty shall be a minimum of 12 months from date of delivery on all equipment, subassemblies shall be field replaceable. All towfish tailfins shall be field replaceable. The software shall be capable of being updated or fixed of any errors by simply downloading new revisions from the suppliers appointed web site and at no cost to the customer. All software upgrades and enhancements shall be included for two years from the date of delivery. Provide a minimum of 1 day of on site equipment training. Product to be manufactured in the USA. Extended warranties of up to three additional years are to be bid as ordered add alternates for the bid, subject to the availability of funding. The base bid shall include the 12 month warranty, alternate 1 shall be an additional price to add 12 month months 6

8 to the base bid for a total of a 24 month warranty, alternate 2 shall be an additional price to add another 12 months for a total of a 36 month warranty, and alternate 3 shall be an additional price to add another 12 months for a total 48 month warranty. The system shall be ready to be used out of the box upon delivery, including all associated cabling. 7

9 REFERENCES Bidders must provide a list of at least 5 customers (preferably Towns) to which similar equipment has been supplied, along with a name of a contact person and phone numbers. 1. Town: Contact: Phone: 2. Town: Contact: Phone: 3. Town: Contact: Phone: 4. Town: Contact: Phone: 5. Town: Contact: Phone: 8

10 TOWN OF BARNSTABLE CERTIFICATE OF NONCOLLUSION The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals. FIRM SIGNATURE ADDRESS NAME (print) TITLE TELEPHONE DATE 9

11 TOWN OF BARNSTABLE STATE TAXES CERTIFICATION CLAUSE I certify under the penalties of perjury that I, to my best knowledge and belief, have filed all state tax returns and paid all state taxes under law. by: * Signature of individual or Corporate Officer Corporate Name (Mandatory) (Mandatory, if applicable) **Social Security # (Voluntary) or Federal Identification # *Approval of a contract or other agreement will not be granted unless this certification clause is signed by the applicant. **Your Social Security Number will be furnished to the Massachusetts Department of Revenue to determine whether you have met tax filing or tax payment obligations. Providers who fail to correct their non-filing or delinquency will not have a contract or other agreement issued, renewed, or extended. This request is made under the authority Mass. G.L. 62C s. 49.A. 10

12 TOWN OF BARNSTABLE MARINE AND ENVIRONMENTAL AFFAIRS DIVISION Bidder Name: Date: BID SHEET Purchase Side Scan Sonar as per attached specifications: Manufacturer/Model # (include detailed specifications) Bid Price for Side Scan Sonar (complete as specified, delivered) Total Bid Price $ Proposed Delivery Date: (within 45 days of award) Ordered Add Alternates: 12 additional month warranty for a total of 24 month warranty $ (add) 12 additional month warranty for a total of 36 month warranty $ (add) 12 additional month warranty for a total of 48 month warranty $ (add) Contract will be awarded to the low, responsive, responsible bidder who submits the lowest Total Bid Price for Base Bid price plus selected alternates. The undersigned agrees that if presented with the notice of acceptance for this contract, he will within five business days execute a contract in accordance with the terms of this bid. Receipt of Addendum Number (s) is hereby acknowledged and reflected in the Bid price (s) shown on previous page. The undersigned agrees to furnish the equipment including all labor and materials required to complete the Contract by supplying a Side Scan Sonar in Turn Key condition in accordance with specifications prepared by the Town of Barnstable entitled Invitation for Bid, Side Scan Sonar for Marine & Environmental Affairs Division, dated November 17, 2010, for the Bid price shown. Bid price includes delivery to the Town of Barnstable (site to be specified by Director of MEAD prior to delivery). The undersigned agrees that if presented with Notice of Acceptance for this Contract, he will within five days, Saturdays, Sundays and legal holidays excluded, execute a Contract in accordance with the terms of this Bid. The Town of Barnstable reserves the right to reject any or all bids and to waive minor informalities as provided under Chapter 30B, M.G.L. 11

13 FIRM: SIGNATURE: ADDRESS: NAME (print) TITLE: TELEPHONE: FAX: All bids must received at the Procurement & Risk Management, 230 South Street, 3 rd Floor, Hyannis MA prior to Please mark envelope " Side Scan Sonar Required attachments to price sheet as follows: (1) Certificate of Non-Collusion (2) State Taxes Certification Clause (3) Complete specifications package of item quoted (4) References (5) Detailed Warranty and Extended Warranty Information (6) Complete the following specification checklist with your bid sheet 12

14 Specification Checklist State Model Number and Manufacturer: GENERAL The basic system shall consist of a towfish, splash proof electronics processor, ruggedized splash proof laptop, tow cables, software, and all related accessories. All units shall be man portable and designed to be operated by a variety of personnel on many different vessels. SONAR TOWFISH Dual frequencies of khz and 900 khz. CHIRP or CW pulse. Vertical beam angle 50 degrees. Range (typical) to 150 meters at khz and 50 meters at 900 khz. Capable of 10 to 150 meter user definable range scales. Stainless steel tow body construction. Standard depth rating of 200 meters. Maximum overall length, 122 cm and maximum body diameter 9.5 cm. Maximum weight in air 29 Kg. Standard sensors include; pitch, roll, heading and depth. Permits operator control of TVG from surface unit for each frequency. SONAR PROCESSOR The sonar processor controls the towfish operation, processes the received sonar data, and outputs the data via a 100bt Ethernet LAN or via wireless to the ruggedized splash proof laptop. The processor shall be capable of accepting NMEA, 0183 data from DGPS or similar position device. The processor must housed in a splash proof transportable case. Shall include a 12 channel WAAS enabled global positioning system and all power and data cables. SOFTWARE The minimum software provided shall be capable of controlling the system, displaying sonar, navigation, sensor data, and target, storing data, data playback, and historical comparison of data. The software shall not require passwords, keys, or dongles to operate or copy the files for multiple applications on multiple computers. Operator selectable tuning of manual or automatic for each sonar channel individually. Target files shall be exportable as.txt or.jpg files. Operator selectable sensor displays and separate numerical displays. Ability to set altitude visual and audible alarms for minimum altitudes. Ability to record data in XTF format. For each sonar ping, the sonar data shall be annotated electronically with the following data: date & time, vessel position, towfish position, all sensor values, 13

15 vessel bearing, towfish (heading) bearing, towfish (heading) altitude, sonar range, vessel speed and errors encountered. The sonar display window shall have tools to permit the operator to measure lengths and height of objects. The interfacing of any other, third party, software to either read or control the sonar system shall be permitted by the manufacturer. Contains provision to capture all or part of a display screen to store, electronically send, or separately process the selected screen area. The file created shall be in a format compatible to Windows printers and viewers. Ability to select colors for sonar and other display screens as well as provide a default color. TOW CABLES (2) Constructed of lightweight Kevlar. One tow cable to be 50 meters, and the second to be 10 meters in length. OTHER REQUIREMENTS The warranty shall be a minimum of 12 months from date of delivery on all equipment, subassemblies shall be field replaceable. All towfish tailfins shall be field replaceable. The software shall be capable of being updated or fixed of any errors by simply downloading new revisions from the suppliers appointed web site and at no cost to the customer. All software upgrades and enhancements shall be included for two years from the date of delivery. Provide a minimum of 1 day of on site equipment training. Product to be manufactured in the USA. Extended warranties of up to three additional years are to be bid as ordered add alternates for the bid, subject to the availability of funding. The base bid shall include the 12 month warranty, alternate 1 shall be an additional price to add 12 month months to the base bid for a total of a 24 month warranty, alternate 2 shall be an additional price to add another 12 months for a total of a 36 month warranty, and alternate 3 shall be an additional price to add another 12 months for a total 48 month warranty. The system shall be ready to be used out of the box upon delivery, including all associated cabling. Authorized Signature: Date: 14

16 Town of Barnstable Office of Town Manager 367 Main Street, Hyannis MA Office: John C. Klimm Fax: Town Manager ACCEPTANCE OF BID is hereby notified that their bid for a Side Scan Sonar, per specification entitled Invitation for Bid, Side Scan Sonar for Marine & Environmental Affairs Division dated November 17, 2010, in the amount of $ submitted on,has been accepted. Please complete the "AGREEMENT BETWEEN CONTRACTOR AND OWNER" and return to the Procurement & Risk Management, 230 South Street, 3 rd Floor, Hyannis, MA John C. Klimm Town Manager 15

17 TOWN OF BARNSTABLE, MASSACHUSETTS AGREEMENT BETWEEN CONTRACTOR AND OWNER CONTRACT THIS AGREEMENT, made this day of December, 2010 by and between the TOWN OF BARNSTABLE, MASSACHUSETTS, hereinafter called the owner, and, with legal address and principal place of business called CONTRACTOR. WITNESSETH: That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the TOWN OF BARNSTABLE, the VENDOR hereby agrees with the TOWN OF BARNSTABLE to provide the following (hereinafter referred to as Product) in accordance with Invitation for Bid dated 11/17/2010 and bid submittal in response thereto, attached hereto and made of this agreement as specified below: Quantity: Unit Price: Total Price: Description: Requirements: Warranty: Delivery: - Vendor agrees to deliver (product description) on (date) Contract Value - $ Force Majeure - The Contract shall be subject to Force Majeure considerations and in the event that either party hereto shall be prevented from the performance of any act required there under by reasons of strikes, lockouts, labor trouble, inability to procure materials, failure of power, fire, winds, Acts of God, riots, insurrections, war or other reason of a like nature not reasonable within the control of the party in performing any obligations shall be excused for the period of non-performance, and the period for the performance of such obligation shall be extended for an equivalent period for no additional cost to the Owner. Continued failure to perform for periods aggregating sixty (60) or more days, even for causes beyond the control of the Vendor, shall be deemed to render performance impossible, and the Owner shall thereafter have the right to terminate this agreement in accordance with the provisions of the section entitled Termination of Contract. Termination of Contract - Subject to the provisions of the section explaining Force Majeure, if the Vendor shall fail to fulfill in a timely and satisfactory manner its obligations under this agreement, or if the Town shall violate any of the covenants, conditions, or stipulations of this agreement, which failure or violation shall continue for seven (7) business days after written notice of such failure or violation is received by the vendor, then the municipality shall thereupon have the right to terminate this agreement by giving written notice to the vendor of such termination and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Governing Law This contract is governed by the laws of the Commonwealth of the State of 16

18 Massachusetts. The Vendor shall indemnify, defend and hold harmless the Owner, its elected or duly appointed officers, directors and employees against liability, losses, damages or expenses (including legal expenses) resulting from any claim based upon negligent or intentional misdeeds or omission of the Contractor/Consultant, its employees or its agents in providing its service to employees of the municipality or their dependants pursuant to the Agreement. Upon delivery of satisfactory product to the TOWN OF BARNSTABLE, the Town agrees to pay the vendor for the total payment not exceed this contract amount of $. Vendor to submit invoice in writing to the Marine & Environmental Affairs Division, Attn: J. Gibbs, 1189 Phinneys Lane, Centerville, MA IN WITNESS WHEREOF, the parties to these present have executed this Contract in the year and day first above mentioned. Approved as to form: By: Ruth J. Weil, Town Attorney VENDOR By: TOWN MANAGER As required by Chapter 693 of the Acts of 1964, this is to certify that the Town of Barnstable, Massachusetts has an appropriation which is adequate to cover the cost of this contract. By: Mark Milne, Finance Director The Certificate shall be signed by the auditor or accountant or other officer having similar duties of the Town of Barnstable, Massachusetts and the official title noted below the signature. 17