SPECIFICATIONS AND BID DOCUMENTS FOR VEHICLE TRACKING SYSTEM FOR THE PUBLIC WORKS DEPARTMENT. Contract

Transcription

1 SPECIFICATIONS AND BID DOCUMENTS FOR VEHICLE TRACKING SYSTEM FOR THE PUBLIC WORKS DEPARTMENT Contract DEPARTMENT OF PUBLIC WORKS 84 South Main Street Cheshire, Connecticut OCTOBER, 2006

2 TO BID FOR VEHICLE TRACKING SYSTEM FOR THE PUBLIC WORKS DEPARTMENT Bid Number: Bid Opening Date: Monday, October 30, 2006 Bid Opening Time: 2:00 p.m. Place: Cheshire Town Hall, Room 210 ******************************************************************************* Bid forms and specifications may be obtained from Louise White (203) in the Office of the Director of Public Works, Cheshire Town Hall, 84 South Main Street, Cheshire, CT or on the Town s website Bids will be accepted up until the date and time noted above. The Public Works Director may reject any and all bids if, in his opinion, it is in the best interest of the Town to do so.

3 BID NUMBER: INVITATION TO BID DEPARTMENT OF PUBLIC WORKS 84 South Main Street CHESHIRE, CONNECTICUT ISSUED: October 17, 2006 DATE OF BID OPENING: Monday, October 30, 2006 TIME OF BID OPENING: 2:00 p.m. LOCATION OF BID OPENING: Cheshire Town Hall, Room 210 DESCRIPTION OF BID: VEHICLE TRACKING SYSTEM The Town of Cheshire is seeking bids for the Public Works Department for a Vehicle Tracking System. Bids shall be submitted in the manner specified. Requirements and Instructions to Bidders, Certification of Bidder, Non Collusion Affidavit of Bidder, Bid Form, Statement of References and a Sample Contract are enclosed with this invitation. It is the bidder s responsibility to confirm that this bid package contains all referenced documents. The office of the Director of Public Works will receive bids at 84 South Main Street, Cheshire, Connecticut, 06410, until the date and time listed above, at which time the bids will be opened and read aloud. The Town may hold the bids for a period not to exceed forty five (45) days from the date of the bid opening to review the bid and investigate the bidders qualifications prior to awarding the contract. Additional bid information, bid documents and questions may be obtained from Louise White in the Public Works Department (203)

4 INSTRUCTIONS TO BIDDERS 1. PROPOSAL Proposals are being sought for the purchase of a Vehicle Tracking System for the Town of Cheshire, Connecticut. All work shall be done in full accordance with the specifications. 2. RECEIPT AND OPENING OF BIDS Separate sealed bids will be received in the Office of the Director of Public Works, Town Hall, 84 South Main Street, Cheshire, Connecticut, 06410, until the time and date stated in the INVITATION TO BID. Bids shall then be publicly opened and read aloud. All bids shall be submitted in sealed, opaque envelopes clearly labeled with the name of the bidder, bidders address, and the words "BID DOCUMENTS. Please clearly mark your envelope with the Bid Title, Bid Number and Bid Opening Date to prevent opening prior to the opening date. The Town will not accept bids submitted in unmarked envelopes that are opened by the Town in its normal course of business. If time permits, the Town will return the bid and inform the bidder that the bid may resubmitted in a sealed envelope properly marked as indicated above. 3. PREPARATION OF PROPOSAL Each bid must be submitted on the prescribed form and all blank spaces for bid prices must be filled handwritten in ink or typewritten in both words and figures. Bid prices shall include all labor, materials and equipment necessary to complete the work in accordance with the contract documents. 4. WITHDRAWAL OF BIDS Bids may be withdrawn personally or in writing and be dispatched by the bidder in time for delivery in the normal course of business prior to the time fixed for the bid opening. Negligence on the part of the bidder in preparing his bid confers no right of withdrawal or modification of his/her bid after such bid has been opened. IB-1

5 Instructions To Bidders Contract FAMILIARITY WITH LAWS, SITE CONDITIONS AND DOCUMENTS Each bidder is required to be familiar with and to comply with the terms and conditions of the specifications and all other contract documents and with all Federal, State and Local laws, ordinances or regulations which in any manner relate to the performance of the work in accordance with the Contract. Each bidder shall visit the site, examine the areas to which the chemicals are to be supplied and thoroughly familiarize themselves with all conditions of the property before preparing his proposal. The submission of a proposal shall be construed as an assurance that such examination has been made and no claims for compensation for additional labor, equipment and materials for difficulties encountered will be recognized. 6. ERRORS, INTERPRETATIONS AND ADDENDA Should a bidder find any omissions, discrepancies or errors in the specifications or other Contract Documents or should he be in doubt as to the meaning of the Specifications or other Contract Documents, he should immediately notify the Owner who may correct, amend or clarify such documents by a written interpretation or addendum. No oral statement of the Owner shall be effective to modify any of the provisions of the Contract Documents. 7. EXECUTION OF CONTRACT If notified of the acceptance of this proposal within the acceptance period of forty-five (45) days, the bidder agrees to execute the contract and all related documents for this work within ten (10) days of the "NOTICE OF AWARD." IB-2

6 Instructions To Bidders Contract RIGHT OF THE OWNER TO TERMINATE CONTRACT In the event that any of the provisions of this Contract are violated by the Vendor, or by any of his subcontractors, the Owner may serve written notice upon the Vendor of its intention to terminate the Contract, such notices to contain the reasons for such intention to terminate the Contract, and unless within five (5) days after the serving of such notice upon the Vendor, such violation or delay shall cease and satisfactory arrangement for correction be made, the contract shall, upon expiration of said five (5) days, cease and terminate. In the event of any such termination, the Owner shall immediately serve notice thereof upon the Vendor. 9. PAYMENTS Separate invoices shall be furnished to the Director of Public Works for verification of the amount of material supplied and approval of the amount submitted by the Vendor. Payment shall be made within days after approval and acceptance. Terms and conditions other than those noted above must be stated on the bid form. Such copy shall clearly indicate the publication date. The Vendor agrees that he will indemnify and save the Owner harmless from all claims growing out of the lawful demands of subcontractors, laborers, suppliers and assignees. 10. NON COLLUSION AFFIDAVIT Each bidder shall complete the Non Collusion Affidavit which is included as part of these specifications. IB-3

7 GENERAL CONDITIONS Contract LAWS: All deliveries shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. 2. TAXES: The Town of Cheshire is exempt from the payment of taxes imposed by the Federal Government and/or the State of Connecticut. 3. BID PRICES FOR BASIS OF AWARD: Prices quoted on equipment shall be the delivered price. The Town of Cheshire reserves the right to award the purchase of individual items under this bid to any combination of separate vendors based on their bid prices. 4. QUANTITIES Quantities listed in the proposal schedule are approximate only, based on estimates supplied by the using agencies. It is understood and agreed that the contract shall cover the quantities actually ordered by agencies of the Town for delivery during the term of the contract, whether more or less than the quantities shown, or whether or not they are listed on the quantity sheet. 5. DELIVERIES: Delivery of equipment shall be made at such times as requested by Town personnel and in such quantities as ordered. Delivery of equipment shall be made only on such days and at such hours as are acceptable to the using agency. 6. RISK OF LOSS Proposers agree to bear all risk of loss, injury or destruction of goods and material ordered herein which occurs prior to acceptance. Such loss, injury or destruction will not release the proposer from any obligation under this Bid. 7. PAYMENT: Invoices shall be furnished to the using agency. Statements shall summarize quantity delivered, unit price, and net cost. GC-1

8 General Conditions Contract METHOD OF AWARD: a. The Town reserves the right to award the bid to the lowest responsible bidder which, the Town solely determines best meets the specifications and is in the Town s best interest. Due consideration to the service offered and past performance will be given. b. The Town will not award the proposal to any corporation, firm or individual who is in arrears or in default to the Town with regard to any debt, contract, security or any other obligation to the Town. c. In the event there is a discrepancy between the price written in words and in figures, the price written in words shall govern. d. In awarding the contract, the Town may take into consideration the availability of the material or equipment with respect to the anticipated time that the equipment will be delivered. 9. RIGHT OF REJECTION The Town reserves the right to reject or accept any or all bids in whole or in part, or waive any informality or technical defect in bids received if, in its sole opinion, it is in the best interest of the Town to do so; and to make award in a manner deemed in the best interest of the Town. 10. CONTRACT CANCELLATION: Any changes in equipment, or other factors necessitating change in type or equipment, will automatically result in cancellation of the unfilled portion of the contract. GC-2

9 TOWN OF CHESHIRE PUBLIC WORKS DEPARTMENT VEHICLE TRACKING SYSTEM TECHNICAL SPECIFICATIONS The Town of Cheshire is soliciting bids for a GPS based vehicle tracking system for the Public Works Department snow plowing vehicles. The Town wishes to have one vendor supply a turnkey system that will include hardware, software, installation labor, and cellular airtime service. It is desired that the vendor s service facility be within 25 miles of the Town of Cheshire. The bid price is to include a one (1) year parts and labor warranty on the hardware and software. The bid price is to include one (1) year of cellular airtime. There are to be no additional charges for this system other than those shown in the bid. The Town requires a system with their own server. Internet based systems will not be accepted. Software Specifications: A full featured AVL application suite for fleet management meeting the following features set as a minimum: Client Server architecture Indefinite vehicle history data storage capability SQL database compatibility with data base stored locally Complete turnkey system Not Web based Maps to contain streets, address matching capability, points of interest On-screen display of compliance with posted speed limits Scalable solution to grow with fleet growth Real time tracking of vehicle activity Ability to replay vehicle activity with delay features Reporting capabilities to include device triggers for events, speed violations, trip reports, mileage summaries, vehicle and device configurations Configurable user rights administrative functions Shift and driver management features Map data updates on a quarterly basis On-line application updates with automated update options Ability for client to be used remotely Ability to track individual vehicles in windows as well as display the entire fleet Capacity of up to 100 vehicles without upgrading SP-1

10 VEHICLE TRACKING SYSTEM Technical Specifications Contract The server is to be installed at the Public Works Garage Office, 1286 Waterbury Road, Cheshire, CT. The system originally will only be monitored at this location. The system is to have the capability of being remotely accessed by other Public Works personnel using client software. Vehicles: Twenty-five (25) snowplow trucks are to be equipped with combination wireless data modems with GPS location capability, capable of providing a full range of wireless data communications using cellular digital packet services. These rugged devices, equipped with Ethernet, are to operate on public EV-DO networks and will automatically and seamlessly fall back to CDMA 1x when EV-DO is not available. The modems must have the ability to interface with future devices and applications to communicate at high speed wirelessly. Additionally, the vehicle device must meet the following performance and physical specifications: Size: 6.8: x 3.3 x 2 Weight; 2 lbs. Primary antenna connector: 50 ohm TNC Secondary antenna connector: 50 ohm SMA GPS antenna connector: 50 ohm SMA Serial interface: RS-232 DB-9F/ bps Ethernet connector: standard RJ45 Operating temperature range: -30 C to + 70 C Full duplex transmitter Dual band support for both 800 Mhz cellular and 1.9 Ghz bands Support diversity reception High precision stand-alone 12 channel GPS receiver Must be capable of over-the-air upgrades for remote management and support. The over-the-air support must include firmware upgrades as well as PRL upgrades Must have the ability to store GPS data when out of cellular range, then send the information when cellular service returns Must have the ability to sense low voltage in the vehicle, putting the modem into a low power sleep mode. Mobile antennas are to be low profile tri-band models manufactured by Mobile Mark Corp. Model #SM-U15-IA2CBL. Companies bidding on this system must have a State of Connecticut V9 license and all installation personnel must have a State of Connecticut R2 or V2 license. Copies of these licenses must be submitted with the bid. SP-2

11 TOWN OF CHESHIRE BID PROPOSAL FORM PUBLIC WORKS DEPARTMENT VEHICLE TRACKING SYSTEM TECHNICAL SPECIFICATIONS Contract October 2006 BID FROM: NAME COMPANY NAME STREET CITY, STATE, ZIP CODE The undersigned declares that he has visited and thoroughly examined the existing delivery sites, specifications and all other bidding documents for the proposed equipment, dated, October, 2006 and that, if his/her bid is accepted, he will contract with the owner to perform all the work required by the Bidding Document after notification of award of the contract, and that he will take in full payment therefore for the duration of the Contract period, the lump sum or unit price applicable to each item of the work as stated in the following schedule. BP-1

12 PROPOSAL SCHEDULE - BID # Bid prices shall include all transportation charges F.O.B. Town agency. ITEM ESTIMATED BRIEF DESCRIPTION TOTAL IN NO. QUANTITY PRICE IN WORDS FIGURES units Furnish, Deliver and Install Vehicle Tracking System For the Public Works Dept. as specified: $ Written in Words dollars cents All Vehicle Tracking System Unit/s purchased under BID ITEM #1 to be delivered to the Public Works Garage, 1286 Waterbury Road, Cheshire, Connecticut. By submission of this BID, each bidder certifies that this BID has been arrived at independently without consultation, communication, or agreement as to any matter relating to this BID with any other bidder or with any competitor. We have reviewed all the specifications and submitted 2 copies of our proposal and included the Town Specification sheet and indicated wherever we comply and where we have taken exception yes, no Explain BP-2

13 PROPOSAL SCHEDULE - BID # (Legal Company Name) L.S. (Signature of Authorized Representative) (Title of Authorized Representative) (Business Address) (City, State and Zip Code) (Date) The Bidder is: 1. Corporation, licensed in the State of 2. Partnership 3. Individual NOTE: If the bidder is a corporation, affix corporate seal and give below the names of its president, treasurer, and general manager, if any; if a partnership give full names and residential addresses of all partners; and if an individual, give residential address if different from business address: BP-3

14 VEHICLE TRACKING SYSTEM FOR THE PUBLIC WORKS DEPARTMENT Contract TOWN OF CHESHIRE CERTIFICATION OF BIDDER License Concerning Equal Employment Opportunities and/or Affirmative Action Policy I/we, the bidder, certify that: 1) I/we are in compliance with the equal opportunity clause as set forth in the Connecticut State law. 2) I/we do not maintain segregated facilities. 3) I/we have filed all required employer's information reports. 4) I/we list job openings with federal and state employment services. 4) I/we are in compliance with the American with Disabilities Act. 6) I/we (check one): have an Affirmative Action Program, or employ 10 people or less. Bidder-Company Name Name Title Signature Date

15 DEPARTMENT OF FINANCE NON COLLUSIVE AFFIDAVIT OF BIDDERS BID FOR: VEHICLE TRACKING SYSTEM FOR THE PUBLIC WORKS DEPT. BID NUMBER: # The undersigned bidder, having fully informed themselves regarding the accuracy of the statements made herein certifies that: (1) the bidder developed the bid independently and submitted it without collusion with, and without any agreement, understanding, or planned common course of action with any other entity designed to limit independent bidding or competition, and (2) the bidder, its employees and agents have not communicated the contents of the bid to any person not an employee or agent of the bidder and will not communicate the bid to any such person prior to the official opening of the bid. The undersigned bidder further certifies that this statement is executed for the purpose of inducing the Town of Cheshire to consider the bid and make an award in accordance therewith. Subscribed and Sworn to me this day of, 2006 Printed Name of Title Person Notary Public My Commission Expires Legal Name of Bidder Business Address Signature and Title of Person Date Seal

16 AGREEMENT - Sample This agreement made and concluded this day of, 2006, by and between the Town of Cheshire, which Town is a municipal corporation located in the County of New Haven and State of Connecticut hereinafter called Town, and hereinafter called Contractor, WITNESSETH: WHEREAS, The parties desire to enter into a Contract to purchase as specified. WHEREAS, Sealed proposals were requested for said and opened on, 2006 at am; and WHEREAS, The Contractor submitted a proposal, a copy of which is attached hereto and made a part hereof, and the Town awarded the Contract to the Contractor on. NOW, THEREFORE, In consideration of these premises, the parties hereto mutually covenant and agree as follows: 1. Contractor agrees to provide a as specified to the Town of Cheshire, Connecticut with such equipment, materials and labor as is hereafter set forth and in accordance with all of the terms and documents hereof. 2. The Contract documents sometimes herein referred to as the Contract shall consist of the following: (A) This Agreement (B) Instructions to Vendors (C) General Conditions (D) Technical Specifications (E) Proposal (F) Any and all addenda and/or amendments to any of the foregoing and any and all Exhibits. The Contract documents are complimentary and what is called for by anyone shall be as binding as if called for by all. In the event of any conflict or inconsistency between the provisions of any of the Contract documents or if any questions regarding the true construction or meaning of the documents arise, the same shall be decided by the Town and such decision shall be binding and conclusive upon the Contractor.

17 Page Two SAMPLE AGREEMENT 3. This Contract is entered into and is subject to provisions of the Charter and Ordinances of the Town of Cheshire, the Regulations and Policies of the Town of Cheshire and all applicable State and Federal laws. The Contractor shall keep himself/herself fully informed of all laws as aforesaid, existing or future. 4. Legal venue shall lie exclusively in the Judicial District of New Haven, State of Connecticut. 5. The headings or titles of any section, subsection, paragraph, provision or part of the Contract Documents shall not be deemed to limit or restrict the content, meaning or effect of such section, subsection, paragraph, provision or part. 6. Except as otherwise expressly provided herein, the Contract may not be modified except in writing signed by the parties hereto or terminated by the Contractor except in writing signed by the parties hereto. IN WITNESS WHEREOF, The Town of Cheshire, by its duly authorized representative, and the Contractor, by its duly authorized representative, have hereunto subscribed their names this, Signed in the presence of: Witness Witness Witness Witness TOWN OF CHESHIRE, CONNECTICUT BY: Michael A. Milone, Town Manager CONTRACTOR: BY: Signature (Type name) (Type Title)