center^ups rfp with entire paragraph 10^10.25.16.docx...

REQUEST FOR PROPOSALS (RFP)

Sacramento Regional Fire Emergency Communications Center

AGENCY Sacramento Regional Fire Emergency Communications Center (SRFECC)RFP NUMBER RFP # 16-01

October 31, 2016RFP TITLE Uninterruptible Power Supply Replacement System

PURPOSE

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for an UNINTERRUPTIBLE POWER SUPPLY REPLACEMENT SYSTEM.

DEADLINE FORPROPOSAL SUBMISSIONS

Monday, November 21, 2016, 5:00 PM PSTLATE, FAXED, ELECTRONIC MAIL OR UNSIGNED PROPOSALS WILL BE

REJECTED

SUBMIT PROPOSAL TOTHIS ADDRESS ORHAND DELIVER

Sacramento Regional Fire/EMS Communications Center10230 Systems ParkwaySacramento, CA 95827Attn: Kelson Patterson

MANDATORY CONFERENCE CALL

Friday, November 18, 2016, 2:00 PM PST

SPECIALINSTRUCTIONS

Label lower left corner of sealed submittal package with the RFP number

Place the Signature Affidavit as the first page of your proposal

Submit one (1) original and ten (10) copies of your technical proposal

Submit one (1) original and three (3) copies of your cost proposal

Submit ten (10) complete electronic copies in Microsoft Word format copied to USB flash drives (one flash drive for each copy).

CONTACT PERSON -DIRECT ALL INQUIRES TO

NAME Kelson PattersonPHONE # (916) 228-3070

FAX # (916) 228-3079EMAIL [email protected]

WEB SITE http://www.srfecc.ca.gov/RFP

1. INTENT

The intent of this Request for Proposal is to select a qualified contractor and award a contract for the purchase, license, installation and ongoing maintenance of a new Uninterruptible Power Supply system (“UPS System”), including any embedded software.

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Sacramento Regional Fire/EMS Communications Center – RFP – Replacement UPS System 1

http://www.srfecc.ca.gov/RFP

mailto:[email protected]

2. BACKGROUND

Sacramento Regional Fire/EMS Communications Center (SRFECC) dispatches twenty-four (24) hours a day, seven (7) days a week, for ten (10) fire agencies, serving over one million citizens over 1,000 square miles of land. A well supported and efficient Uninterruptable Power Supply helps support our zero downtime operation. The scope of this project is to replace the aging Liebert Uninterruptable Power Supply our center depends on incase of power outages.

3. SCOPE OF WORK

SRFECC is seeking proposals from qualified Proposers with demonstrated experience. Joint proposals will not be accepted. If a firm intends to have software, services or equipment provided by other Proposers, it will be mandatory for the firm submitting the proposal to act as the prime consultant for all service/equipment delivery as specified in this RFP. The proposing firm shall be considered the sole point of contact with regard to contractual stipulations.

SRFECC desires to engage the selected Proposer to provide the hardware, software and labor necessary to install and maintain/support a new UPS System as detailed in the ESSENTIAL COMPONENTS AND FEATURES section.

The Proposer will be expected to uninstall the existing UPS system and install the new UPS System while minimizing impact to the dispatch center and its users. This will involve careful planning with SRFECC of any power disconnects and implementing a temporary UPS System bypass.

The Proposer shall provide documentation and training to technical staff.

In order for the project to be considered complete, all items in the SYSTEMS ACCEPTANCE CRITERIA will be met.

4. ESSENTIAL COMPONENTS AND FEATURES (SEE ATACHMENT “E-1” FOR ELECTRICAL FLOOR PLAN SPECIFICATIONS

The proposed solution must exhibit the following essential characteristics:

a) The UPS System and all associated parts must be new equipment, not used or refurbished.

b) The UPS System must meet the center’s existing electrical load with at least twenty-five percent (25%) but not more than fifty percent (50%) extra capacity. The existing two units are Liebert 80KVA running at approximately twenty percent (20%) load.

c) The UPS System should be engineered to provide sixty (60) minutes minimum run time based on existing electrical load.

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d) The installation should conform to local and California Electrical Codes (CEC) and meet all industry standards.

e) The UPS System must include a bypass distribution cabinet.

f) The UPS System should have the ability to have its capacity expanded within the proposed footprint in order to accommodate future electrical load needs.

g) High conversion efficiency is desired in order to save on operating expenses. The UPS System should be engineered to provide ninety-two percent (92%) or better conversion efficiency under actual load.

h) The UPS System should include a remote monitoring panel installed in the dispatch center.

i) The UPS System should include network monitoring and any applicable licenses, preferably via a web browser. It should include the ability to automatically send email or SMS text alerts. It should include historical reporting of transfers, voltages and other metrics.

j) The UPS System should fit in the existing footprint of ninety-seven inches by thirty-four inches (97” x 34”), but this would be preferred to be reduced if possible.

k) The Proposer should evaluate the site access and delivery options and verify the UPS System can be delivered and installed without requiring any modifications to building access. The room the UPS System is in has a doorway that measures 40 inches by 83 inches (40” x 83”). SRFECC has no forklift or loading dock.

Any software or hardware that is not included in the proposal, but is required for completion of the proposed solution must be clearly specified in the proposal, including any applicable licensing and/or maintenance fees.

5. DELIVERABLES

UPS System with all required components, including any applicable software licenses.

Installed and operational UPS System with applicable hardware and software warranties.

Manuals or documentation for all components of the system. Completion of acceptance test plan. Training plan for SRFECC technical staff. UPS System Maintenance Agreement for a minimum of five (5) years.

The system shall include all of the items listed in the Scope of Work and Essential Components and features sections.

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Any items that are required to complete the UPS System, but are not provided by the Proposer must be specified by the Proposer.

6. OPERATIONS, MAINTENANCE AND SUPPORT

The Proposer is expected to have plans offering how it will maintain and support the UPS System, including component parts and software.

Proposer should address the following aspects:

• Customer Support Structure: Overview of the customer support structure and procedures. Include the process from the viewpoint of the on-site end-user support personnel. Customer Assistance: Customer helpdesk support availability (during normal business hours of the Solution/Hardware Provider).

Onsite Maintenance and Support: Options available and responsiveness in terms of time (i.e., twenty-four (24) hours a day, seven (7) days a week, four (4) hour windows, next business day, etc.). (a)Escalation Process (b) Service Level Agreement

• Warranty: Expected warranties on equipment. The Proposer will indicate the warranty period for both system hardware and software components. The Proposer will also describe the different maintenance/support plans available after the warranty period. Please provide cost details on included and extended warranty/maintenance plans. Ensure that all appropriate costs are included in the Price Proposal, specifically, on-going maintenance costs.

• System Failures: Process for dealing with UPS System failures. Plans should include a matrix or flow chart of possible system failures and what troubleshooting steps may be taken by SRFECC staff before contacting the Proposer’s support staff.

• Training: A training plan identifying the minimum number of training hours that will be provided. The training plan at a minimum should cover understanding the enunciator panel, basic problem diagnostics, and training on whatever monitoring solution is proposed.

• Documentation: During implementation the Proposer will provide a full set of documentation required to operate and maintain the proposed UPS System including hardware, software, computer operations, and training and operations users and reference guides. The Proposer will provide one electronic and paper master copy from which the participating agencies may make in-house copies.

• Sample Maintenance/Support Agreement: Proposer shall submit its standard maintenance/support agreement template with its response.

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7. SYSTEM ACCEPTANCE CRITERIA

While installing the UPS System hardware and software and performing appropriate diagnostic tests, the Proposer will certify that hardware and software is functioning correctly. Acceptance testing shall demonstrate UPS System features, functions and failure modes as described in the Essential Components and Features section. SRFECC may request specific demonstrations of the hardware-software readiness.

Upon completion of field installation of the UPS System and training of personnel, the Proposer will certify that the UPS System is ready for acceptance. The Proposer will be required to demonstrate all UPS System functions to SRFECC’s satisfaction. The Proposer will immediately correct any problems found during this demonstration. SRFECC will verify the corrections have been made and accept the UPS System at such time.

8. SELECTION PROCESS AND AWARD

SRFECC will consider all written proposals in November, 2016. SRFECC intends to use the results of the process, including the following, to award contract (s) for the UPS System and Maintenance. After consideration of the written proposals, SRFECC will enter into contract negotiations with that firm OR invite the firms to make a presentation to the SRFECC personnel as part of the final selection process. Notwithstanding the foregoing, SRFECC reserves the right to reject all bids. Upon completion of successful negotiations, the professional services contract will be recommended for approval to the SRFECC Board of Directors at its next scheduled meeting.

8.1 PROPOSAL SUBMISSION FORMAT

The following is a list of information that the Proposer should include in their proposal submission:

Summary of Proposer Background

Proposer’s Name(s). Proposer’s Address. Legal Form of Proposer (e.g. sole proprietor, partnership, corporation). Date Proposer’s Company formed. Description of Proposer’s company in terms of size, range and types of services offered

and clientele. Evidence of legal authority to conduct business in California (e.g. business license

number). Evidence of established track record for providing services and/or deliverables that are

the subject of this proposal. Organization chart showing key personnel that would provide services to Sacramento

Regional Fire/EMS Communications Center. List any litigation or disputes with any Customer over the past five (5) year period.

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Complete the RFP Proposer Background and Qualification Questionnaire attached as Attachment “A”..

Financial Information

State whether the Proposer or its parent company (if any) has ever filed for bankruptcy or any form of Reorganization under the Bankruptcy Code.

State whether the Proposer or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or governmental body.

Proposed Outcome

Summary of project timeline and work to be completed.

Equipment or Service

List any and all equipment or services required for this proposed project and the number of each.

Detailed estimated cost for each piece of equipment or service. List any equipment or services required of a subcontractor, along with a brief

explanation. List any accommodation, services or space required from Sacramento Regional Fire/EMS

Communications Center, along with a brief explanation.

Cost Proposal Summary and Breakdown

A detailed list of any and all expected costs or expenses related to the proposed project. Summary and explanation of any other contributing expenses to the total cost. Brief summary of the total cost of the proposal. Five (5)-year maintenance proposal to be included.

Insurance

Details of any liability or other insurance provided with regard to the staff or project.

References

Provide 3 references

Proposer agrees that Sacramento Regional Fire/EMS Communication Center may contact all submitted references to obtain any and all information regarding Proposer’s performance.

Proposal Cover Page and Signature Affidavit

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Proposer will execute and submit the Proposal Cover Page and Signature Affidavit in the form of Attachment “B” with its Response.

Non-Collusion Certificate

Proposer will execute and submit the Non-Collusion Certificate in the form of Attachment “C” with its Response.

8.2 PROPOSAL EVALUATION

Additionally, the criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:

a) Total costs.b) Completeness of the proposal.c) Quality and depth of references.d) Proposer compliance with state and federal legislative mandates and standards.e) Level of service and responsiveness that the Proposer commits to providing

SRFECC.f) Experience and technical expertise of firm’s staff as proposed.g) Five (5) Years plus experience preferred.h) Previous experience installing commercial UPS Systems in public safety

environment.i) Economic feasibility and justification of all costs.j) Proposer’s willingness and ability to negotiate a contract acceptable to the

Authority.k) Quality and extent of Proposer’s documentation provided.

8.3 PROPOSER QUALIFICATIONS, EXPERIENCE, AND SELECTION CRITERIA

Proposals will be considered and Proposers will be evaluated based upon any one or all of the following general criteria:

a) General experience of the Proposer.b) Record of the Proposer in successfully replacing a similarly sized UPS System.c) Understanding of the Proposed project.d) Qualifications and years of experience of the proposed equipment providers.e) Financial stability and resources of the Proposer.f) Cost of equipment/software/support and maintenance.g) Compliance and responsiveness to the conditions and needs expressed in the

RFP.h) Because the UPS System will be installed in an area where sensitive information

is stored and processed, and pursuant to SRFECC Policy, personnel performing

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work on-site will be required to review and sign the Visitor Confidentiality and Consent Form. The visitor will be required to submit to a Live Scan prior to beginning work. Outstanding arrest warrants and/or felony convictions will prevent personnel from working at this facility.

9. GENERAL INSTRUCTIONS

9.1 PROCUREMENT SCHEDULE

EVENT DATE*Issue RFP October 31, 2016Mandatory Conference Call November 18, 2016, 2pm PSTMandatory Site Visit November 10, 2016, 9 am or 1 pm PST (at Proposer’s option)Last Day for Questions/Clarifications November 14, 2016RFP Response Due November 21, 2016Evaluation Period November 28, 2016Interviews November 28, 2016Contract Negotiations December 8, 2016Consideration Award Date December 13, 2016

The schedule for installation will be in the month of March 2017.*Site visits may be arranged with Kelson Patterson.Contact Mr. Patterson at (916) 228-3096 or [email protected] to confirm the time of your site visit on November 10, 2016t.

9.2 PROPOSAL SUBMITTAL

Firms having the qualifications and experience to perform the necessary services may submit proposals to SRFECC ATTN: Kelson Patterson at 10230 Systems Parkway, Sacramento, CA 95827 (Phone: (916) 228-3070). Proposals may also be submitted (in person only) to SRFECC located at the same address no later than 5:00 P.M. Pacific Standard Time on November 21, 2016. Failure to meet the deadline shall result in disqualification of the proposal without review.

9.3 EXAMINATION OF DOCUMENTS

Proposers shall examine carefully all documents and data provided. No pleas of ignorance of the requirements or of the documents will be accepted as a basis for any claim whatsoever for extra compensation.

9.4 COST OF PREPARATION OF PROPOSAL

SRFECC shall not pay costs incurred in the proposal preparation, printing, demonstration, or negotiating process. All costs shall be borne by the Proposer.

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9.5 CONTACT WITH SRFECC OR AGENCY EMPLOYEES

In order to ensure fair and objective evaluation, all questions related to this RFP should be emailed directly to Kelson Patterson at [email protected]. Questions must be received by November 14, 2016. Questions and responses will be updated and posted on the SRFECC website and made available to all interested parties. Contact with SRFECC, its Directors and SRFECC employees, or their consultants, is expressly forbidden without prior written consent.

9.6 CLARIFICATIONS AND SPECIFICATIONS

All inquiries concerning this RFP must be directed to the Contract Person indicated on the cover page of the RFP document via electronic mail only. Any questions concerning this RFP must be submitted via electronic mail on or before the stated date for “Written Inquiries Due” as set forth on the Procurement Schedule (see Section 9.1).

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document as soon as possible in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the Contact Person of such error and request modification or clarification of the RFP document. The RFP will be modified at the sole discretion of SRFECC, and any changes will be disseminated in the form of an Amendment.

Proposers are prohibited from communicating directly with any employee of SRFECC or contracted agencies, except as described herein. No SRFECC employee or representative, nor employee from any agency receiving dispatch services from SRFECC, other than those individuals listed as contacts in this RFP, is authorized to provide any information or respond to any question or inquiry concerning this RFP.

9.7 ADDENDUMS AND/OR REVISIONS

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted on SRFECC website at http://www.srfecc.ca.gov/rfp.

It shall be the responsibility of the Proposers to regularly monitor the website for any such postings. Proposers must acknowledge the receipt/review of any addendum(s) at the bottom of the RFP Cover Page/Signature Affidavit (Attachment “B”).

Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof.

10. SPECIAL CONTRACT TERMS AND CONDITIONS

10.1 ORDER OF PRECEDENCE

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http://www.srfecc.ca.gov/rfp

mailto:[email protected]

Incorporated by reference into the contract which is to be entered into by SRFECC and the successful Proposer pursuant to this RFP shall be: (1) all of the information presented in or with this RFP and the Proposer’s response thereto; and (2) all written communications between SRFECC, its agents, and the successful Proposer after the date of the RFP. These documents shall include but not be limited to the following, in order of precedence:

A. Contract, including negotiated technical points.

B. Written Clarifications (Formal Requests for Clarification and responses).

C. Compliance.

D. RFP.

E. Proposal.

F. Proposer terms and conditions included in Proposal.

10.2 LIABILITY INSURANCE

The successful Proposer shall carry public liability insurance in the amounts specified below, and shall deliver a Certificate of Insurance to SRFECC with a thirty (30) calendar day cancellation notice provision from carriers acceptable to SRFECC.

Worker’s Compensation and Employer’s Liability

Coverage

A. Automobile Liability, Including Owner, Non-Owner and Hired Car Coverage

Limits of Liability

Bodily Injury: $250,000 each person

Property Damage: $1,000,000 each occurrence

OR

Single Limit: $2,000,000 each occurrence

Bodily InjuryProperty Damage

B. Comprehensive General Liability

Limits of Liability

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Bodily Injury $1,000,000 each occurrenceProperty Damage $1,000,000 each occurrence

OR

Single LimitIncluding: $2,000,000 each occurrence

10.3 PROPOSER COMMITMENT

The Proposer shall maintain and upgrade the operational software and hardware at its most recent revision level for the term of the contract with SRFECC pursuant to this RFP. There shall be no requirement on SRFECC’s part to incorporate any new features. Any change shall have minimal impact on system operations, or the cost shall be assumed by the Proposer.10.4 CONTRACTOR REGISTRATION

The Proposer and all firms performing work on behalf of the Proposer shall have all necessary federal, state, and local licenses, and remain licensed through the completion of the work.

10.5 CONTRACTOR RESPONSIBILITES

The Proposer shall be considered the Prime Contractor and shall assume total responsibility for delivery, installation, acceptance, and warranty of all hardware, software, and engineering and support services offered in the Proposal, whether or not the Proposer is the manufacturer, producer, author or supplier of them.

The Proposer shall be the sole point of contact with regard to all contractual matters, including the performance, service, and payment of any and all charges resulting from the lease and installation of the entire system configuration, and all other services performed. Failure to meet these obligations shall result in the cancellation of any contracts.

10.6 PROJECT MANAGER

A single person shall be designated by the Proposer as Project Manager to be the primary source of contact between SRFECC and the Proposer. The Project Manager, as a member of the Project Team, shall bear full responsibility for supervising and coordinating the installation of the proposed system.

Within fifteen (15) working days after execution of the contract, the Proposer shall advise SRFECC of the name and office telephone number of the Proposer’s designated Project Manager.

Any changes in the Proposer’s designated Project Manager shall be made only with prior written approval by SRFECC.

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10.7 SYSTEM RESPONSIBILITY

The Proposer shall be responsible for verifying the completeness and suitability of all work or equipment proposed for this UPS System. The Proposer shall provide any additional equipment or labor required in order to meet these specifications, without claim for additional payment, it being understood that a complete operating system is required.

The Proposer shall be responsible for designing, furnishing, and installing all required interfaces with existing systems and equipment, as well as such interfaces that might be specified in the system specification, unless such interfaces are specifically excluded or ascribed to others in this specification. The Proposer shall be obligated to provide a system that meets all guarantees in the Proposal for the price contained therein.

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10.8 PERMITS, PERMISSIONS, AND SERVICES

SRFECC or its agent shall be responsible for obtaining any local, state, or federal permits, licenses, and approvals necessary to implement this project.

All fees and costs associated with facility permits, permissions, and services shall be the responsibility of SRFECC unless specifically noted elsewhere.

10.9 QUALIFICATION OF PERSONNEL

Personnel shall have the appropriate training, experience, and certifications to complete assigned tasks. The Proposer shall be responsible for oversight of all personnel, including subcontractors.

10.10 COORDINATION WITH SRFECC OPERATIONS

The Proposer shall coordinate all work with SRFECC’s operating and scheduling requirements. This may require the Proposer to perform specific elements of the work (such as cutovers, installation of nonfixed equipment, etc.) during periods outside SRFECC’s peak working hours.

10.11 PROPERTY DAMAGE

The Proposer shall be responsible for any loss or damage to property caused by his operations or personnel. Damages will be settled with the owner of the property by the Proposer in the company of an agent of SRFECC. The Proposer shall submit a signed damage release for all sites concerned within twenty (20) days after cutover.

10.12 SYSTEM USE BEFORE ACCEPTANCE

Acceptance shall be on a system basis only. There shall be no “conditional acceptance” of any portion of the UPS System.

10.13 ACCEPTANCE DEFAULT

Should specific devices or subsystems fail to meet specifications during the acceptance tests, SRFECC may, at its option, elect one of the following procedures:

A. The Proposer shall repair the equipment and retests that device or subsystem later in the test sequence.

B. The Proposer shall retest the device or subsystem at a later date and submit the results to SRFECC for approval.

In the event that devices, subsystems, or systems fail to meet specifications upon retest, or in the event that multiple devices or subsystems fail during any individual test sequence, SRFECC may, at its agent’s option, terminate the test sequence for rescheduling at a later date.

In the event that the Proposer has provided notice that work is complete and the system or subsystem is available for inspection or acceptance testing, and then at the appointed hour and place for inspection or testing, 00055681.2


it is determined that the system or subsystem is not complete or ready for testing, and the Proposer has not provided five (5) days’ notice of change in schedule, then the system or subsystem will be considered to be in “Acceptance Default”.

In the event of termination and rescheduling of any test for failure to meet specifications, or of reinsertion or re-testing of a system that has been placed in “Acceptance Default”, any additional costs due to the reschedule shall be borne by the Proposer.

10.14 CHANGE ORDERS

A separate change request must be completed for each requested change. Change orders shall not become binding until agreed to by the Project Team and signed by the SRFECC and the Proposer. The change order will then be incorporated as an office change to the project.

10.15 PAYMENT SCHEDULE

Partial payment will be made to the successful Proposer based on when the following milestones are met:

1. 25% upon reaching Milestone 1



4. 25% upon Acceptance of UPS System

Along with your Proposal, please provide the Firm’s proposed revisions, if any, to the Center’s form of Agreement for Sale of Equipment, Materials, or Supplies attached hereto as Attachment “D”. PLEASE NOTE: The Center will not consider any substantive changes to the form of Agreement if they are not submitted at or before this time.

1.1.

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Attachment ARFP Vendor Background and Qualifications Questionnaire

Attachment BProposal Cover Page and Signature Affidavit

Attachment CNon-Collusion Affidavit

Attachment DForm of Agreement for Sale of Equipment, Materials or Supplies

Attachment E-1Electrical Floor Plan Specifications

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