Town of Manchester, Connecticut General Services Department. Request for Proposal. Keyless Door Entry Systems RFP 07/08-45

Transcription

1 Town of Manchester, Connecticut General Services Department Request for Proposal Keyless Door Entry Systems RFP 07/08-45 Proposals Due: December 4, 2:00 p.m. General Services Department 494 Main St. Manchester, CT (860) Fax (860)

2 REQUEST FOR PROPOSAL KEYLESS DOOR ENTRY SYSTEMS TABLE OF CONTENTS Cover Page Table of Contents i I. General Requirements 1 1. Intent 1 2. Submission and Deadline 1 3. Questions and Addenda 2 4. Format of Proposal 2 5. Criteria for Evaluating Proposals 3 6. General Provisions 4 7. Insurance 4 8. Manchester Living Wage Ordinance 4 II. Technical Requirements 9 Attachment A Proposal Form Attachment B - Insurance and Indemnification Requirements i

3 TOWN OF MANCHESTER REQUEST FOR PROPOSAL NO. 07/08- KEYLESS DOOR ENTRY SYSTEMS SECTION I GENERAL REQUIREMENTS 1. INTENT A. The Town of Manchester is interested in acquiring a keyless door entry system including software, hardware, implementation services, training and technical support for its municipal buildings. The Town desires the ability to expand the system into other municipal buildings in the future, including other Departments. The proposed system must be a networked system with one database. The system must be expandable from one building facility to up to thirty facilities. The goal of this project is to provide improved building security, controlled access and the ability to monitor building activity. Deployment will be based on complexity of system installation and modifications to existing doors and buildings, as well as overall system cost. B. This RFP is a competitive procurement process used to obtain goods and services, which best serves, the interest of the Town of Manchester. Price shall not be the only determining factor for the award of the contract using this format. The award of a contract will be made to the respondent(s) whose proposal is determined to be the most advantageous to the Town of Manchester based on the specific criteria outlined in Article 5 of this Section. The Town reserves the right to make separate awards for hardware, software and installation. 2. SUBMISSION AND DEADLINE All proposals must be received by 2:00 p.m., December 4, One original and five (5) copies shall be placed in a sealed envelope and clearly marked RFP 07/08-45 Keyless Door Entry Systems. Proposals shall be addressed and delivered to the Director of General Services as indicated: HAND DELIVERY U.S. POSTAL SERVICE MAIL DELIVERY Town of Manchester, Connecticut Town of Manchester, Connecticut Mr. Gerald R. Dupont Mr. Gerald R. Dupont Director of General Services Director of General Services Lincoln Center Lincoln Center 494 Main Street 494 Main Street Manchester, CT P.O. Box 191 Manchester, CT All proposals shall be opened publicly and recorded as received. There will be no public reading of proposals. Proposals received later than time and date specified will not be considered. No proposal may be withdrawn within 120 days after the submission due date. 1

4 3. QUESTIONS AND ADDENDA Questions about this RFP may be directed to Gerald R. Dupont, Director of General Services, by fax (860) or no later than 5 days prior to the date proposals are due. All information given by the Town except by written addenda shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any Proposer or prospective Proposer against the Town. Answers to these questions will be addressed in an addendum which will be issued on the Town of Manchester Web site as per the instructions below. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. No addendum will be issued less than 2 (two) calendar days before the scheduled bid opening unless it is to postpone the bid. Specific Download Instructions: 1.) Access the Town of Manchester home page at 2.) Access the General Services BIDS Page by clicking Bid Requests in the links on the left side of the Town s Home Page. 3.) Click on the Download Bid Specification/Addendum link on the General Services Page. 4.) Follow the instructions on your web browser for saving the file to your hard drive. 4. FORMAT OF PROPOSAL A. All responses to this RFP must conform to the specific instructions in this RFP. Failure to conform may be considered appropriate cause for rejection of responses. B. The respondent s proposal should include a cover letter identifying the individual(s) having authority to negotiate and contractually bind the respondent. The cover letter shall also include the name of the person to be contacted both during the period of evaluation of proposals and for prompt contract administration upon award of the contract. This information is to include name, title, address, address, fax and telephone numbers. C. To allow the Town of Manchester to evaluate the respondent s proposal the respondent shall submit the following documentation: 1. Specifications of proposed system and equipment 2. Warranties included in proposal 3. Sales brochures or other material that may help the Town of Manchester to evaluate the proposal 4. A Price Proposal format which breaks down the various cost elements 2

5 D. To allow the Town of Manchester to evaluate the respondent s background and professional expertise and to determine if the respondent s proposed approach will satisfy the Town of Manchester s needs, the respondents shall submit the following: 1. Description of any exceptions taken to this RFP. If any proposal involves any exception from the stated requirements and specifications, they must be clearly noted as exceptions, and attached to the proposal. 2. Customer references with contact name and telephone number. 3. All requirements, terms or conditions the respondent may have and is expecting to be included in the contract. 4. Any additional sales, marketing or technical information that would allow the Town of Manchester to evaluate the respondent s ability to satisfy the Town s needs. 5. CRITERIA FOR EVALUATING PROPOSALS The Town of Manchester shall select the responsible and responsive Proposal which is determined by the Town to be the best suited, most advantageous, and provides the best value to the Town on the basis of the criteria and evaluation factors included in this Request for Proposal. Cost shall be only one factor in the award decision. The Town expressly reserves the right to negotiate with the selected proposer prior to an award of any contract pursuant to this Request for Proposal. Best value shall be determined by consideration of some or all of the following factors as deemed appropriate by the Town of Manchester: A. The total competitiveness and reasonableness of the total cost or price, including consideration of the anticipated installation, building modification and system operational costs that are incurred if accepted; B. The quality of performance on previous contracts or services to the Town, other towns, or other entities. C. The ability of the vendor to provide future maintenance and service for the use of product or service subject to the proposal. D. The degree to which the product meets the specified needs of the Town, including consideration, when appropriate, of the compatibility with and ease of integration with existing products, services, or systems; E. The quality, availability, adaptability, and expandability of the use of the product to the particular use required; F. The ability, capacity, experience, skill, and judgment of the vendor to perform the contract; G. The number, scope, and significance of conditions or exceptions attached or contained in the proposal and the terms of warranties, guarantees, return policies, and insurance provisions; 3

6 6. GENERAL PROVISIONS A. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. B. Any act or acts of misrepresentation of collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. C. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished. D. The Town reserves the right to reject any and all proposals and to waive any informalities or technical defects in any proposal. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted. E. The Town will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act. F. These specifications in their entirety are the property of the Town of Manchester. The Proposer shall not copy or disseminate any portion of these specifications without express written authorization from the Town of Manchester, except as necessary in the preparation of a proposal. Any authorized copies of these specifications or portions thereof shall include a similar paragraph prohibiting further copying or dissemination. 7. INSURANCE A. The successful proposer will be required to submit an insurance certificate per the attached standard insurance and indemnification requirements (Attachment B). 8. MANCHESTER LIVING WAGE ORDINANCE The awarded firm(s) from this RFP are subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Vendors are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal. 4

7 Summary Description for Vendors Regarding Manchester s Living Wage Ordinance Effective May 1, 2006, the Town of Manchester adopted a living wage ordinance. This Summary Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance. LIVING WAGE REQUIREMENT: The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more. The living wage is currently calculated to be $11.42/hour for employees that are provided comprehensive health care benefits, or $14.56/hour for employees that are not provided comprehensive health care benefits. The living wage and health benefit requirements are adjusted annually each July, effective July 1, Companies will be required to pay the applicable living wage rate in effect during the term of their contracts. COVERED EMPLOYERS AND EXEMPTIONS: The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows: - Non-profit organizations as defined by the ordinance, and - Entities that employ less than 25 employees, including full-time, part-time and seasonal employees. ELIGIBLE EMPLOYEES: Eligible employees are all permanent, full time employees (defined as a normal work week of at least 30 hours) of the company, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement: - Employees with a normal work week of less than 30 hours. - Seasonal or temporary employees. - Employees under the age of Employees hired as part of a school-to-work program. GENERAL SERVICES\LIVING WAGE ORDINANCE\SUMMARY DESCRIPTION REV. 7/5/07 5

8 - Students who serves in a work-study program or as an intern. - Trainees participating for not more than six months in a training program. - Employees enrolled in a governmentally funded vocational rehabilitation program. - Volunteers working without pay. - Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities. - Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate. EMPLOYER OBLIGATIONS: Covered Employers are required to do the following pursuant to the ordinance. - Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, - Provide a complete report, signed by an officer of the company, on a form provided by the Town disclosing eligible employees, their wages, health benefits, if any, and employees and employer s contributions to any health insurance plans. This report shall be filed annually with the Town within 30 days of a request being made by the Town during the contract. - Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them. - Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance. PROHIBITED PRACTICES: - Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements. - Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements. ENFORCEMENT: The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts. GENERAL SERVICES\LIVING WAGE ORDINANCE\SUMMARY DESCRIPTION REV. 7/5/07 6

9 WAIVERS: The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded. Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted. The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire Living Wage Ordinance. It can be found online at on the left side of the page. Click on Document Center, scroll to General Services and click on Living Wage Ordinance. GENERAL SERVICES\LIVING WAGE ORDINANCE\SUMMARY DESCRIPTION REV. 7/5/07 7

10 TOWN OF MANCHESTER LIVING WAGE CERTIFICATION FORM The Town of Manchester has determined that this contract may be subject to the provisions of the Manchester Living Wage Ordinance, Chapter 15 of the Manchester Code of Ordinances, Article III, Sections through Bidders are required to indicate whether they are a Covered Employer as defined by the Manchester Living Wage Ordinance or are exempt from the requirements by marking the appropriate section below. FAILURE TO INDICATE MAY RESULT IN THE REJECTION OF YOUR BID. I/We are a covered employer and shall pay the required living wage to eligible employees and comply with the requirements of the ordinance during the term of the contract. Or that: I/We are not a Covered Employer and therefore not subject to Manchester s Living Wage Ordinance for the reason indicated below: Charitable foundations, charitable trusts or nonprofit agencies or nonprofit corporations, provided that the foundation, trust or nonprofit agency or corporation is exempt from federal income taxation and may accept charitable contributions under Section 501 of the Internal Revenue Code of 1986, or any subsequent corresponding internal revenue code of the United States, as from time to time amended. Bidder employs less than twenty five (25) employees including full time, part time and seasonal employees. Annual contract value is less than $25,000. I, of do hereby certify Officer, Owner, Authorized Rep. Company Name that the representations made above are accurate for : Bid Name or RFP Name For informational purposes only and to assist the Town in determining the financial impact of the Living Wage Ordinance, please indicate below the additional cost to your proposal, if any, to comply with the requirements of the Living Wage Ordinance. $ Signed by: Dated: TO BE RETURNED WITH BID OR RFP SUBMISSION. 8 GENERAL SERVICES\LIVING WAGE ORDINANCE\CERTIFICATION FORM REV. 8/17/07

11 SECTION II TECHNICAL REQUIREMENTS OBJECTIVES Requirements 1. Is your system networked? Does it require Category 5 cabling to each door? Do you have wireless capabilities? 2. Does your system record all activity from all door entries to one database? If yes, does your system use Microsoft SQL Server 2000 or higher? 3. Does your system use a web-based client for access to the data? If not, does it use a client loaded on the users workstation to access the data? 4. Are entry permissions/restrictions managed using a centralized application? 5. Can you restrict who enters the facility and when they are allowed to enter? 6. Does your software application have built-in reporting capabilities? Does the system allow the user to customize reports? 7. Does your software have concurrent licensing? 8. Does your system use an RFID card to allow entry? If yes, please specify the type of card required. Does your system meet this requirement? Please specify: Y = Yes or N = No and F = Fully or P = Partial Please explain answers below. (If necessary, continue on separate sheet). 9

12 Requirements 9. Does your system have a keypad that can be used in lieu of the RFID card? 10. Does your system have an override for power outages? If yes, please specify the type of override used. 11. Specify door hardware requirements (i.e. Door strike). 12. Specify power requirements for each door. 13. Specify server hardware requirements for software application. 14. Specify workstation hardware requirements for client. Does your system meet this requirement? Please specify: Y = Yes or N = No and F = Fully or P = Partial Please explain answers below. (If necessary, continue on separate sheet). GENERAL SERVICES\LIVING WAGE ORDINANCE\SUMMARY DESCRIPTION REV. 7/5/07 10

13 ATTACHMENT A PROPOSAL FORM KEYLESS DOOR ENTRY SYSTEMS Please provide the individual cost of each device. The Town would like the ability to add additional locations as funds are available. If a quantity price discount is available, please specify the quantity and price. Please use an additional sheet if necessary to explain costs. Item Cost 1. Card Reader $ Include the all types of card readers you are proposing along with their associated costs.) 2. Card Reader with number pad $ 3. Cards (Include all types of cards that would be used with the proposed card readers.) Type A: $ (bundle of 50) Type B: $ (bundle of 50) Type C: $ (bundle of 50) 4. Software $ 5. Software Licensing $ 6. Door Hardware Modifications (Complete) $ (Specify each component and it s individual cost.) Part: $ Part: $ Part: $ 7. Installation Costs per door $ (Specify each component and it s individual cost. Also specify whether the work is done by your company or subcontracted.) 8. Training $ (Specify number of days and provide a summary of the content of the training.) 9. Annual Maintenance Costs $ (Specify the costs for hardware vs software maintenance.) Vendor Name:

14 ATTACHMENT B STANDARD INSURANCE AND INDEMNIFICATION REQUIREMENTS I. General Conditions: Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage s required here are in effect and specifying that the liability coverage s are written on an occurrence form and that the coverage s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured s obligation to maintain such insurance. B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner. C. Additional Insured: To the extent commercially available at no additional cost, the policy or policies providing insurance as required, with the exception of professional liability and workers compensation, will defend and include the owner and owner s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary basis for work performed under or incidental to this contract. D. Retroactive Date and Extended Reporting Period: If any insurance required here is to be issued or renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage will be no later than the commencement date of the project and will state that in the event of cancellation or nonrenewal, the discovery period for insurance claims (tail coverage) will be at least 36 months. E. Subcontractors Insurance: The contractor/insured will cause each subcontractor employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor. F. Waiver of Subrogation: The contractor/insured will require all insurance policies in any way related to the work and secured and maintained by the contractor/insured to include clauses stating each underwriter will waive all rights of recovery, under subrogation and otherwise, against owner, architect, and all tiers of contractors or consultants engaged by them. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

15 G. Hold Harmless: The contractor/insured shall indemnify and hold harmless the owner and, if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder. II. Insurance Limits and Coverage: A To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage s of Insurance Services Office (ISO) policies, forms, and endorsements. B. If the contractor/insured has self-insured retention s or deductibles under any of the following minimum required coverage s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention s or deductibles will be the contractor/insured s sole responsibility. C. Commercial General Liability: The contractor/insured will maintain commercial general liability insurance covering all operations by or on behalf of the contractor/insured on an occurrence basis against claims for personal injury (including bodily injury and death) and property damage (including loss of use). Such insurance will have these minimum limits: Minimum Limits: $1,000,000 each occurrence $2,000,000 each occurrence if blasting is required $2,000,000 general aggregate with dedicated limits per project site $2,000,000 products and completed operations aggregate $1,000,000 personal and advertising injury Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall. D. Automobile Liability: The contractor/insured will maintain business auto liability coverage for liability arising out of any auto, including owned, hired, and non-owned autos. Minimum Limits: $1,000,000 combined single limit each accident E. Workers Compensation: The contractor/insured will maintain workers compensation and employer s liability insurance. Minimum Limits: Workers Compensation: statutory limit Employer s Liability: $1,000,000 bodily injury for each accident $1,000,000 bodily injury by disease for each employee $1,000,000 bodily injury disease aggregate

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