CHARTER TOWNSHIP OF WEST BLOOMFIELD REQUEST FOR PROPOSALS WATER SYSTEM LEAK DETECTION EQUIPMENT BID: 042412 ITEM: Request for Proposals for Water System Leak Detection Equipment DEADLINE: Tuesday, April 24, 2012 @ 2 p.m. The Charter Township of West Bloomfield is seeking proposals for water system leak detection equipment for the Water/Sewer Department. The scope of this proposal includes acquiring and installing noise correlation software, hardware, necessary training and installation support. The system is to be delivered and installed at the West Bloomfield Water/Sewer Department, 2400 Haggerty Road, West Bloomfield, MI 48323. All freight, delivery, installation and on-site training MUST be included in the unit cost. Sealed proposals will be received by the Charter Township of West Bloomfield Clerk s Department at 4550 Walnut Lake Road, West Bloomfield, Michigan 48323 until 2:00 P.M., April 24, 2012, in the Board Room, at which time the name of submitting bidders will be read. Bid packages can be obtained at the Township Clerk s office during normal working hours 8:00 am 4:30 pm or through the Michigan Intergovernmental Trade Network (MITN) www.mitn.info. WEST BLOOMFIELD TOWNSHIP RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS AND TO WAIVE ANY IRREGULARITIES. GENERAL CONDITIONS 1. Additional information from bidders may be requested. Information must be supplied in writing within five (5) business days after receipt of a written request. Any bidder not responding to this request within this time frame may be deemed non-compliant and their proposal may be rejected. 2. Proof of Insurance must be supplied. Include a copy of your current insurance certificates with your submittal. The awarded bidder must have insurance acceptable to the Township Risk Management advisor and will be required to name the Township as additional insured. 3. Bid Form: All proposals must be submitted on the provided bid form. All blank spaces must be filled in with ink or typewritten and the Bid Form must be fully complete and executed when submitted. 4. No proposal will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or default to the Charter Township of West Bloomfield, 1
upon any debt or contract, or as surety or otherwise, or has failed to perform faithfully any previous contract with the Township. 5. No proposal may be withdrawn after it has been deposited with the Township for a period of 120 days, except as allowed by the Township or provided by law. 6. All costs incurred in preparation, submission, and presentation of a proposal, in any way whatsoever, is the sole responsibility of the bidder. All supporting documentation will become the property of the Charter Township of West Bloomfield. 7. No faxed or emailed proposals will be accepted. All information requested herein must be submitted with the proposal: Failure to do so may result in rejection of the proposal as non-responsive and/or incomplete. 8. Ownership of all data, materials and documentation originated and prepared for the Township of West Bloomfield pursuant to the Request for Proposals and subsequent contract shall belong to the Charter Township of West Bloomfield. 9. The awarded Vendor shall not transfer, assign, or subcontract any or all portions of the work unless the Township grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The awarded company shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the Charter Township of West Bloomfield for such acts or omissions. 10. It shall be the bidder s responsibility to make inquiry as to changes or addendums issued regarding this RFP. Addendum will be posted on the Township web site. All such changes or addendums shall become a part of the contract and all bidders shall be bound by such changes or addenda. 11. All bidders must comply with any State, Federal and Local laws, as well as any rules of the funding agency, at the local, state or federal level. 12. The response must contain a list of all proposed equipment, which specifies each item, product manufacturer, individual model numbers, version numbers and the associated cost for each component or item. All equipment and component parts furnished shall be new, meet the minimum requirements stated herein, and must be in operable condition at the time of installation. The bidder shall provide a detailed description of any special equipment or network interfaces necessary in order for the proposed system solution to function properly. 13. The proposal must contain an itemized summary of all proposed maintenance and warranty information for two (2) years. 14. The bidder must provide a complete summary of personnel to be utilized in implementing the proposed system. Details regarding any subcontractors utilized must be clearly outlined. 2
15. Provide a list of four (4) current installations of the equipment proposed with names and contact information. 16. The Bidder must designate a single point of contact for any questions regarding the proposal submission. 17. The Bidder must label and attach any required documentation and/or certifications as outlined in this RFP. 18. All equipment and installation material required to fulfill the RFP specifications shall be furnished and installed whether or not specifically enumerated in these specifications. The installation will be handled as a turnkey project, inclusive of delivery, installation, review and testing and written acceptance of all equipment from the planning phase to system implementation. 19. Any errors or omissions in the RFP must be brought to the attention of Cindy Victor, Purchasing Agent at c_victor@wbtwp.com or call (248) 451-4801. No bidder will be allowed to take advantage of any errors or omissions. 20. The Township of West Bloomfield reserves the right to accept or reject any or all bids, to let bids again, and to waive any irregularities in the best interest of the Township. INSTRUCTIONS TO BIDDERS 1. All proposals must be submitted in a sealed envelope or package, and must include the following information on the exterior of the package: Name of the bidder and address Bid number Item: Water System Leak Detection Equipment Send proposals to the Attention of the Township Clerk, Catherine Shaughnessy, Charter Township of West Bloomfield Clerk s Department and address as directed below: For delivery directly to the Town Hall, 4550 Walnut Lake Road, West Bloomfield, Michigan, 48323. US Mail Service: P.O Box 250130, West Bloomfield, Michigan 48325. After 7:00 a.m. the day of the bid opening, DO NOT PUT YOUR BIDS IN THE TOWNSHIP DROP BOX. YOUR PROPOSAL MUST BE RECEIVED ON OR BEFORE THE BID DEADLINE OF 2PM ON TUESDAY, APRIL 24, 2012. 2. Submit one (1) original and three (3) paper copies of your proposal. Bidders not responding to any of the specifications may be classified as unresponsive. The response must follow the format outline in this proposal. Supplemental information may be attached. 3
3. Any explanation desired by a bidder, regarding the meaning or interpretation of the Request for Proposals must be requested with sufficient time allowed for a reply to reach all prospective bidders before the submission of their proposals. Inquiries regarding the proposal will be accepted until 12 p.m. on Friday, April 13, 2012, and posted on MITN by end of business on April 17, 2012. For questions regarding the bidding instructions or submission, contact Cindy Victor, Purchasing Agent at (248) 451-4801 or c_victor@wbtwp.com. For questions regarding the scope of services contact Ed Haapala at (248) 451-4785 or e_haapala@wbtwp.com. 4. Any information given to a prospective bidder concerning the RFP will be furnished to all prospective bidders as an amendment or an addendum to the RFP, if such information would be of significance to uninformed bidders. The Charter Township of West Bloomfield will make the sole determination as to the significance to uninformed bidders. 4
BIDDER INFORMATION Firm Name: Address: City/State/Zip Code: Telephone Number: Firm Established: Type of Organization: Email Address: Years in Business: State of Organization: Representative's Name: Title: Signature: Date: It is agreed by the signed bidder that the signature and submission of this proposal represents the bidder s acceptance of all terms, conditions, and requirements of the proposal specifications and, if awarded the proposal will represent the agreement between the parties. The bidder agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the proposal documents, but which are incidental to the scope, intent and completion of this contract, shall be deemed to have been included in the prices for the various items scheduled. It is understood that all proposed prices shall remain in effect for a least 120 days from the date of the proposal opening to allow for the award and that, if chosen the successful bidder, the prices will remain firm through invoice. The bidder affirms that he/she is duly authorized to execute this proposal, that this proposal has not been prepared in collusion with any other bidder and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor and the bidder has full authority to execute any resulting contract awarded as result of, or on the basis of the proposal. By submission of this proposal the bidder agrees that at the time of submittal: (1) Bidder has no interest (including financial benefit, commission, finder's fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of bidder's services, and that (2) Bidder had no notice or knowledge of any Conflict of Interest that would be created by an award of a contract to Bidder A. "Conflict of Interest" shall include holding or retaining membership, or employment, on a board, elected office, department, division of bureau, or committee sanctioned by and/or governed by the Charter Township of West Bloomfield. Bidders shall identify any interest, and the individuals involved, on separate paper with the response and shall understand that the Township, at its discretion may reject their proposal. 5
BID PROPOSAL FORM CHARTER TOWNSHIP OF WEST BLOOMFIELD WATER SYSTEM LEAK DETECTION EQUIPMENT BID: 042412 DEADLINE: Tuesday, April 24, 2012 @ 2 p.m. The undersigned proposes to furnish the item listed below and guarantee that if we are awarded the bid, we will furnish this in accordance with the attached specifications. This form may be copied if you wish to make an alternate bid. Water System Leak Detection Equipment with installation, configuration, and training Support/Maintenance quoted price valid for two (2) years Yearly cost of support/maintenance $ $ / Yearly Bid price is guaranteed for 120 days after being opened by the Charter Township of West Bloomfield Name of Firm: Authorized Signature Printed Name of Signee Address Phone/fax/email Date 6
Charter Township of West Bloomfield Water & Sewer Department 2400 Haggerty Road West Bloomfield, Michigan 48323 (248) 451-4780 Fax (248) 624-7435 Water System Leak Detection Equipment - Technical Specifications March 2012 Specifications This document is intended for use by Vendors qualified to bid on the following proposed Windows-based Leak Detection Software and Noise Correlation Equipment, as specified by the Charter Township of West Bloomfield Water & Sewer Department. Scope of Work West Bloomfield Township issues this Request for Proposal (RFP) to procure a Windows-based Leak Noise Correlator to include a software system capable of meeting the current and future Leak Correlation needs within our service area. The scope of work involves, but is not limited to, providing and installing Noise Correlation software, hardware and all necessary training and installation support. The Correlation equipment shall be capable of accurately and efficiently pinpointing underground water leaks in water distribution mains. This system will be a Windows driven Leak Detection Noise Correlator which will assist the West Bloomfield Water & Sewer Department to locate quiet narrow-band leaks on large diameter mains from 6 to 30 in size. The system must have the capability to operate on a variety of water main material types, including ductile iron, pre-stressed concrete cylinder, plastic and asbestos cement pipe. System must work where there are high background noises present in the open environment. The Vendor shall describe the upgrade requirements to incorporate quiet narrow-band technology, as required as part of this bid package of equipment. The proposed system provided by the vendor must be an easy to use, accurate, non-invasive Leak Detection System that can be repeated in the field time and time again without failure. All system software furnished must allow anyone that has ever used Microsoft Windows to be able to easily learn the operation to expand or enhance their leak detection capabilities with easy input parameters. Vendor installs all software. The software must operate on PC s running Windows XP, Windows 7 or Vista. Training Programs and on-line Tutorials must be made available by factory trained personnel or an authorized distributor who is knowledgeable of the operating system. System Overview The Correlator System shall be adaptable to direct placement on valves, hydrants, water services, pipe and water mains targeted for correlation methods of correlating leak data. 433 Mhz Wireless receiver and transmitters, upgradeable, compact and durable operational equipment. 7
System Components 1 laptop (field ready toughbook) computer 2 high frequency sensors 2 wireless transmitters 2 low frequency sensors 1 two channel wireless receiver 2 headphone sets 1 AC battery charger 1 USB cable 2 ten foot cables (military specification/grade) Warranty Two year limited warranty on hardware one year limited warranty on laptop (toughbook) computer Training and Support A proven, detailed training plan must be developed by the vendor with approval by the Water and Sewer Department Director based on results of pre-implementation meetings. The following are items to be determined during these pre-meetings: - Identify the training personnel and the employees to be trained. - Identify training schedules for hardware, software and total system products. - Define acceptance criteria for ultimate system deployment. Note: The Vendor shall be responsible for fully training utility personnel in the system correlation, deployment planning and installation components. Support Services The vendor shall have a Customer Support Department. The Customer Support Department is required to maintain a telephone Help Desk and must have the capability of continuing the support through the use of a Service Agreement. The Service Agreement shall be specific in language and requirements and must be included in the bid package for consideration by the Owner s representative. Vendor shall provide first year of operation, from the effective start-up date, a one-year service agreement for the system. Additional years of service agreements can be negotiated, if deemed effective and necessary by the Township. The Vendor Help Desk shall provide the following: - Answer and resolve hardware/operation/maintenance questions and problems. - Answer and resolve software operation questions and problems. - Evaluation of information for updates or revisions. - Evaluation of personnel for training needs. - Additional on-site training or evaluation as-needed. - Must be available weekdays between 8:00am and 5:00pm EST with after-hours numbers available as-needed. 8
Installation and Training Complete installation and operating instructions will be included for all of the supplied hardware and software equipment. The training must be supplied by the system manufacturer or approved distributor. Proposal must include any additional costs for training and assistance to install and begin operation of the system. Vendor shall install the software on the computer provided to the Owner prior to receiving any training (turn-key operation). Performance Warranties In evaluating bid submittals, warranty coverage will be considered. The vendor shall be required to state its warranty and/or guarantee policy with respect to each item of proposed equipment. The procedure for submitting warranty claims must also be provided. As a minimum, the electronics shall be warranted for two years from date of start-up for defects in material and workmanship along with one year for the laptop computer (toughbook unit). System Maintenance and Support In addition to warranty periods, vendors are required to supply information on required or optional maintenance programs beyond the warranty period for both hardware and software. Vendor must offer multiple-year maintenance contracts so the Township can take advantage of multi-year discounts, but at no more than two-year contract period intervals. Vendor must provide telephone and email contact information as part of the support for the system proposed. Vendor Qualifications The qualified Vendor will have a minimum of three years of experience with Correlation Systems. The selected Vendor shall be thoroughly versed in non-invasive windows-based leak correlation and be a major supplier in the marketplace. The proposed system shall be manufactured and maintained by the selected Vendor or an equity partner. Vendor must be an American company. References Vendor must provide a list of applicable references to be enclosed with the bid proposal to the Township. 9