INSTRUCTION FOR COMPLETING COMPETITIVE SOLICITATION ACKNOWLEDGEMENT FORMS The Competitive Solicitation Acknowledgement Form must be completely filled in. This may be done on line then printed or you may print then fill in with pen or typewriter. PLEASE NOTE: IF THIS IS NOT COMPLETED IT MAY BE GROUNDS FOR REJECTING YOUR SOLICITATION. NOTICE TO RESPONDERS: Responders must E-Mail or Fax Verification of Receipt of Competitive Solicitation. E- Mail Mary Ward at mward@admin.fsu.edu or Fax Attention: Mary Ward, (850) 644-8921.
Florida State University Office of Telecommunications Campus Access & Security Services (CASS) Bid for Intra-building Card Access, CCTV, and Security Infrastructure Installation Services Invitation to Bid ITB 5276-A
TABLE OF CONTENTS 1.0 Introduction 2.0 Scope of work 3.0 Definitions 4.0 Calendar of Events 5.0 Terms and Conditions of Bid Opening 6.0 Contract Conditions 7.0 General Conditions 8.0 Bidders Qualifications 9.0 Performance Investigations 10.0 Pricing, Billing and Payment Information 11.0 Method of Evaluation 12.0 Bid Response Instructions 13.0 Pricing and Sample Installation Note to all bidders AND bid reporting services: Questions regarding this bid must be submitted in writing to James C. Johnson, mailto: jcjohnson@admin.fsu.edu or fax 850-644-8921. Please do not telephone with questions. Questions must arrive no later than 3:00 p.m. on August 7, 2008. Responses will be issued on or around August 11, 2008, in the form of an addendum placed on FSU Purchasing Department Website (www.purchasing.fsu.edu). Bid results will not be available by phone, email, or by fax. To receive a copy of the bid tabulation you must provide a self-addressed stamped envelope. 1.0 Introduction Florida State University (FSU) is a public, fully accredited co-educational institution of the Florida Board of Education, Division of Colleges and Universities. 2
FSU's main campus is located on 418 acres in Tallahassee, and a smaller campus is located in Panama City. Other FSU facilities are located in Leon, Franklin and Sarasota counties. In addition to the main campus in Tallahassee, Florida the FSU office of Telecommunications provides services to off campus student housing at Heritage Grove, 333 Ocala Road Tallahassee Florida 32304, in the City of Tallahassee, in Leon County, State of Florida. The University s Fall 2008 student enrollment is, at this point in time, estimated to be approximately 40,000. FSU has approximately 6,500 faculty and staff employees. The Office of Telecommunications (OTC) has the responsibility to provide all communications services for university properties including but not limited to the installation of infrastructure for voice, video, data, CATV, Card Access Control, Security, CCTV, and 802.11 wireless. 2.0 Scope of Work The Florida State University Office of Telecommunications is inviting bids from qualified contractors for the installation of intra-building card access infrastructure wiring, other low voltage wiring and other associated hardware, to include but not be limited to the installation and termination of card access systems on the FSU campus, remote Tallahassee offices, Innovation Park and Turkey Point Marine Lab. Services arranged by this bid shall be on an as needed basis. The University will evaluate bid responses to establish a multi-award contract of qualified contractors. Additionally, the OTC may utilize these qualified contractors for special projects and emergency responses that are within the scope of work of this bid. The contractors must be certified in the area of permitting and professional business licenses to the extent of being able to do business in the State of Florida and in Leon County, capable to the extent that the contractors can install security cabling and experienced to the extent of providing documented proof of past installations, industry certifications, if any, and/or client referral letters. 3.0 Definitions a. FSU OTC CASS - The Florida State University Office of Telecommunications, Campus Access & Security Services Division b. Contractors - Those contractor(s) selected through the bid process and issued contracts based on this bid. c. Bidders - all contractors responding to this bid. 3
4.0 Calendar of Events Listed below are the important actions and date/time by which the actions must be taken or completed. If the University finds it necessary to change any of the dates/times, it shall be accomplished by an addendum to the BID. Bid Released August 4, 2008 Last day to receive written inquiries August 7, 2008 Response to written inquiries issued August 11, 2008 Last day to protest specifications August 13, 2008 Proposals open 3:00 PM August 15, 2008 Notice of Award posted August 15, 2008 Seventy-two hour Notice of Award period ends August 21, 2008 Failure to file a protest within the time prescribed in s. 120.53(5), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Communications to Florida State University shall be forwarded to: James C. Johnson, Purchasing Specialist Purchasing Department 1400A University Center Florida State University Tallahassee, Florida 32306-2370 Email: jcjohnson@admin.fsu.edu Fax: (850) 644-8921 5.0 Terms and Conditions of Bid Opening Bidders are welcome to attend the public Bid opening however, sealed Bids received by FSU pursuant to this invitation to Bid are exempt from the provisions of subsection (1) and s.24 (a), art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to Chapter 119, Florida Statutes, or within 10 days after BID opening, whichever is earlier. 4
6. 0 Contract Conditions The initial contract period shall be two (2) years from the date the first purchase order is issued. Florida State University reserves the right to extend this contract for two (2) additional twelve (12) month periods with the mutual consent of the successful vendor. All prices, terms, and conditions of the original bid will remain in effect during any and all extension periods. Any contract(s) that are established on the basis of this bid would be cancelable by either party without cause of damages with a sixty (60) day written notice to the other. 7.0 General Conditions This Bid is a proposal to furnish labor on an "AS NEEDED" basis to the FSU OTC CASS. a. Damage to conduit, any existing cables and/or any FSU property or facilities caused by the contractor shall be corrected to original state or better by the contractor in the fastest possible manner at no charge to the University. Improper installation and/or any damage to cable, connectors, outlets or other equipment must be corrected and shall be the complete and total responsibility of the contractor(s). Total replacement or repair of the same shall be at the option of the FSU OTC CASS. b. Safety equipment must be provided by the contractor(s). This includes but is not limited to the use hard hats, gloves, safety glasses, footware, etc. In addition, the contractor shall ensure that proper safety equipment is used as specified by each site superintendent when working on building construction sites. (Reference: OSHA standards). c. The contractor(s) shall designate a project manager prior to work beginning. That name must be provided to the FSU OTC CASS before work begins. The FSU OTC CASS shall be contacted no less than the workday before a project is to start with all questions or concerns and to get the work order number for the order. d. The contractor(s) shall be totally responsible for the proper installation as specified by OTC. Installation shall meet the requirements of OTC selected manufacturer(s) and the FSU Infrastructure Wiring Standards and Access Door Drawings which may be found at http://www.otc.fsu.edu/department/deptmenu.html. e. For the purpose of this bid, all materials will be provided by the OTC unless specifically noted otherwise. In addition, all materials will be checked in and out of the OTC inventory. Once checked out these 5
materials will become the complete responsibility of the contractor. Left over materials must be returned to OTC and/or an accounting of materials used shall be provided to FSU OTC CASS at the end of each job. Failure to return materials and/or show use of materials will result in the contractor being billed for materials. f. The FSU OTC CASS shall ensure that the Contractor s Project Manager will be provided with the FSU OTC CASS work order number for the project. This number is required to check out materials and must be on all documentation including invoices. No materials can be checked out without this number. g. Any and all tools and test equipment used by contractor personnel are to be provided by the contractor(s). h. Parking on campus is limited but construction or service parking permits may be purchased by contractor(s) at the University Parking Services Office. Costs for parking permits are the responsibility of the contractor(s). Any parking tickets or other fines are the responsibility of the contractor(s). i. After installation of cable and/or card access/security/cctv equipment, etc. the contractor(s) shall test and insure that all circuits meet industry standards. At the least, a passive tester shall be used. Test results shall be provided in electronic format to OTC CASS. Test requirements as found in the University Building Infrastructure Standard shall be followed. Any prints provided to the Contractor(s) shall be returned to OTC at the completion of the project and shall be marked with any changes. j. 7.11 The contractor(s) must notify OTC CASS project manager when starting the job each day and give job status at the end of each day. k. 7.12 The General Conditions (as outlined by FSU Purchasing) and any condition contained in the bid shall govern any contracts established as a result of this bid. By signing and submitting this bid you are agreeing that any terms and conditions imposed by your company are overridden by the above mentioned terms. l. 8.14 The contractor(s) will be required to start work no more than two (2) working days from the receipt of the work order notification from OTC. Start and completion dates will be provided by OTC. Failure to start or complete work on time may be grounds for cancellation of the purchase order with your company. In the event that the contractor is unable to start work on the required start date for any reason, FSU OTC CASS may elect to cancel the work request and contract with another contract vendor. Return calls for work that must be corrected must be made within one (1) 6
workday from notification. Bidders located more than 100 miles from Tallahassee, FL shall provide information with their bid response that explains how the bidder will meet the response time requirements outlined in their bid. Under no circumstances will FSU pay travel or other related expenses. Failure to include this information may be grounds for rejection of your bid, without further evaluation. m. 8.15 The installation of each individual card reader will require the correct setting of dipswitches and reader identification wheels, as well as correct connection of wires pursuant to specifications provided by OTC CASS. OTC will provide contractor these dipswitch settings and proper connection diagrams. n. 8.16 Upon completion of work, the contractor(s) shall reconnect any utilities or equipment or applicances disconnected in the course of its work and replace all furniture, etc. moved for the performance of its work. This effort may need to be coordinated with the OTC. Any debris and rubbish including sheetrock dust, wire stripping, plastic wrappers from equipment shall be removed and the premise left clean. 8.0 Bidders Qualifications The following are requirements that must be documented and returned with the bid response. Documents returned with the bid response must be legible or may result in being ruled non-responsive to the bid. Provide the following: a. The Bidder must be a firm or corporation organized and licensed to do business in the State of Florida, whether under the same or different name, with at least five (5) years experience in providing services comparable with those described herein. b. The Bidder must be able to prove their ability and experience to provide the services offered. In addition, the use sub-contractors will not be allowed. c. Each Bidder shall provide the following information: Name of your company Company Address Years in the voice, video, data and cabling business. Current number of employees. Current number of service locations. Nearest service location to Tallahassee, FL. Additionally, the bidder shall identify an individual contact person with name and phone number for such contact. 7
d. Each Bidder submitting a BID must provide a minimum of three references for past work it has performed in the past two years. The University, at its sole discretion may contact any or all of the references and may use the information collected from the interviews to aid in determining the qualifications of the bidder. Bidders shall provide the company name, and name and telephone number of a contact person for each reference. e. The Bidder must provide documented proof of certification in the area of permitting and professional business licenses to the extent of being able to do business in the State of Florida and in Leon County. f. Proposers shall submit their proposals on or before the date and time, indicated on the ITB Acknowledge Form, with all Cost and Service Quotes sealed in a clearly identified envelope, to the following address: Florida State University Purchasing Department, A1400 University Center, Tallahassee, Florida 32306-2370, Attention: Mary Ward. 9.0 Performance Investigations As part of the evaluation process, the University may make investigations to determine the ability of the bidder to perform the work. The University reserves the right to reject any BID if the bidder fails to satisfy the University that it is properly qualified to carry out the obligations of the contract. 10.0 Pricing, Billing and Payment Information NOTE: This is a labor only bid. All materials are provided by OTC. The prices quoted in this bid shall remain firm for the time period quoted. You may not raise the prices or pass along any fuel surcharge or other surcharge once you have accepted any purchase order based on this bid issued by FSU. All rates must be inclusive of travel and any other fees or trip charges. The estimation or walkthrough of projects, pickup/delivery of parts or travel time shall be factored into rates. These tasks will be part of all projects and no additional charges should be incurred. It is the contractor(s) responsibility to make certain that all personnel involved in the billing process are aware of the prices you have quoted. Persistent billing problems may be grounds for cancellation of our purchase order with your company. FSU will be the sole judge of what constitutes persistent billing problems. 8
Payment will be made in accordance with Chapter 215.422 Florida Statutes. No other payment terms or conditions offered by the bidder will be considered, unless they are more advantageous to FSU. If any exception is taken to any of our terms or condition, your bid may be rejected. 11.0 Method of Evaluation For the purpose of evaluation of the bid, documented proof of past installations, industry certifications, other security system certifications, classroom training certifications, and/or client referral letters and other required information will be screened to determine if requirements were met. The awarding of this bid will be based solely on the response of the bidders, the rates quoted and the sample installation. As the best interests of the university may indicate, a multiple award, to more than one vendor, may be made. 12.0 Bid Response Instructions - IMPORTANT This entire bid must be printed and returned to FSU as part of the bid response with all rates filled in and the document signed and dated as directed. The bidders will provide rates for the individual items listed at the measurement standard requested. i.e. foot, meter, each, etc. Those not responding with the proper measurement standard may not be considered for the award of this contract. These rates will be used for estimating and billing of services throughout the life of this agreement. In addition, Bidders shall respond to this bid by filling out the attached Excel Spreadsheet and returning it to FSU by the date and time this bid is due. The spreadsheet shall be returned in electronic format such as a CD as well as the paper bid response copy and any other bid materials requested. Failure to include both the CD and the paper copy or the inability to read the CD may be grounds for the rejection of the entire bid submitted, without evaluation by FSU. FSU suggests that bidders make certain that the pricing shown on both the CD and paper copies are identical. If there are discrepancies, it may be grounds for rejection of the entire bid, without further evaluation or consultation with the bidder. When responding all prices shall be provided in dollars and cents up to two (2) decimal points only. The bid response, all documents and the CD shall be placed in a Portfolio/Report Cover. 13.0 Pricing 9
FSU OTC CASS will compare per unit pricing and make a determination based on the Bidders unit responses and overall cost for the Sample Installation. NOTE: All cable pulls are estimated at and labor cost should reflect 200 feet per drop/door. 1. General Labor Pricing Perform the individual tasks as described below (cable pulls and access control component wiring and installation): a. 1-man per hour $ b. 2-man crew per hour $ c. 3-man crew per hour $ d. 4-man crew per hour $ 2. Individual Task Pricing a. Flat rate to install Access Control low voltage cabling from Telecom room to door. Cables will typically be bonded, banana peel multi pair cables not to exceed ½ in diameter total. The pathways and materials will be provided by the FSU OTC. No termination required in this rate. Cable pulling only. 2. a Pricing $ b. Single-door installation retrofit: Flat rate to install/mount one standard ¾ or 1 door contact (drilling required), one request to exit, one Von Duprin electric strike or similar (cut-in required), and one Software House RM2L- MP Mag Stripe Reader or similar. 2. b Pricing $ c. Double-door installation retrofit: Flat rate to install/mount two standard ¾ or 1 door contacts (drilling required), one request to exit, one Von Duprin electric strike or similar (cut-in required), and one Software House RM2L-MP Mag Stripe Reader or similar. 2. c Pricing $ d. Single-door installation new construction or major renovation: Flat rate to install/mount one standard ¾ or 1 door contact (NO drilling required), one request to exit, one connection to existing electrified hardware, and one Software House RM2L-MP Mag Stripe Reader or similar. 2. d Pricing $ 10
e. Double-door installation new construction or major renovation: Flat rate to install/mount two standard ¾ or 1 door contacts (NO drilling required), one request to exit, one connection to existing electrified hardware, and one Software House RM2L-MP Mag Stripe Reader or similar. 2. e Pricing $ SAMPLE INSTALLATION The sample installation job below will be used to determine the Bidder with the best prices and the award will be based on the lowest price to the university for the total cost. The sample shall be calculated using the unit pricing provided in the previous section. *All materials are supplied by OTC/FSU. Sample Installation Pull cable from Telecom Closet to each door through homerun conduit. As stated above all cable pulls are estimated at 200 feet per door. Perimeter Double Door, New construction or major renovation. 1 Card Reader 2 Door contacts Perimeter Double Door, New construction or major renovation. 1 Card Reader 2 Door contacts Perimeter Double Door, New construction or major renovation. 1 Card Reader 2 Door contacts Perimeter Double Door, Retro. 2 Door contacts Perimeter Single Door, Retro. 1 Door contact 11
Perimeter Single Door, New construction or major renovation. 1 Door contacts Perimeter Single Door, New construction or major renovation. 1 Door contact Perimeter Single, Retro. 1 Door contact Perimeter Roll-Up Door. 1 Roll-Up Door contact Interior Double Door, New construction or major renovation. 2 Door contact Sample Installation Pricing $ 12
COMPANY NAME: By signing this as a duly appointed representative of the above company, I verify that we (the company) have read and fully understand the procedures listed below. We (the company) will abide by these procedures during the installation of the FSU OTC CASS telecommunication infrastructure wiring. Any deviations from these procedures must be approved prior to the change by the FSU OTC CASS project manager. NAME SIGNATURE TITLE DATE BID RESULTS WILL NOT BE PROVIDED BY TELEPHONE OR FAX. BIDDER MAY RECEIVE A COPY OF THE BID TABULATION SHEET BY INCLUDING A SELF ADDRESSED STAMPED ENVELOPE IN THEIR BID RESPONSE. 13