County of Alameda, General Services Agency – Purchasing
RFP No. 900977, Addendum No. 2
COUNTY OF ALAMEDA
ADDENDUM No. 2
to
RFQ No. 901060
for
Patrol Vehicle Laptops
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on January 22, 2013 and January 24, 2013
This County of Alameda, General Services Agency (GSA), RFQ Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFQ Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
RFP No. 900977, Addendum No. 2
Page 7
County of Alameda, General Services Agency – Purchasing
RFQ No. 901060, Addendum No. 2
The following Sections have been modified to read as shown below. Changes made to the original RFQ document are in bold print and highlighted, and deletions made have a strike through.
Page 4 of the RFQ, Section C (VENDOR QUALIFICATIONS), Items 1.a and 1.b are revised as follows:
1. Vendor Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing the sales and support of laptop computers, as used in patrol vehicles, for at least the past three (3) years.
b. Bidder shall be a certified computer and computer peripheral equipment and software manufacturer or dealer.
Page 3 of Exhibit A, Item 9 is revised as follows:
9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFQ. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFQ.
Page 6 of the RFQ, Section II (CALENDAR OF EVENTS) has been modified to read as follows:
II. CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / January 2, 2013
Written Questions Due / by 5:00 p.m. on January 24, 2013
Networking/Bidders Conference #1 / January 22, 2013 @ 2:00 p.m. / at: Fremont Public Library
2400 Stevenson Blvd.
Fukaya Room A
Fremont, CA 94538
Networking/Bidders Conference #2 / January 24, 2013 @ 9:00 a.m. / at: General Services Agency
1401 Lakeside Dr.,
Room 1107
Oakland, CA 94612
Addendum No. 1 Issued / January 30, 2013, January 31, 2013
Addendum No. 2 Issued / February 6, 2013 February 7, 2013
Response Due / February 14, 2013 , February 22, 2013February 25, 2013 by 2:00 p.m.
Contract Award Date / February 27, 2013, March 1, 2013 March 4, 2013
Contract Start Date / March 21, 2013
Note: Award and start dates are approximate.
**Please note that a revised Exhibit A-Bid Form is included with this Addendum that reflects the updated sales tax as well as additional wording and replaces the one on page 5 of Exhibit A in the RFQ**
Responses to Verbal and Written Questions
Q1) How many laptops does the County intend to procure with this RFQ?
A1) The County is looking to purchase an estimated annual quantity of thirty (30) units.
Q2) Will the thirty (30) units annually be bought at one time or will it be bought throughout the course of the year?
A2) Based on the County’s normal cycle, thirty (30) units is the expected number that will be purchased by the County within a year, and not all at one time.
Q3) What is the term of the contract?
A3) This is a three-year contract with option to renew after its third year.
Q4) Page 5 of the RFQ, Section D (SPECIFIC REQUIREMENTS) states:
Make: Panasonic Toughbook Mobile ComputerModel Number: CF- 31VBAEX1M
Description:
Windows7Professional
IntelCorei33110M2.40GHz
13.1"XGATouchscreenLCD
320GBShockmounted(5400rpm)
4GB
WiFi
Bluetooth
GPSReceiver
No DualPass(UpperWWAN/LowerSelectable)
NOTPM
BacklitEmissiveKeyboard
LightweightBattery
Toughbook
The Bidder shall provide the products specified. In the event that a product has been superseded by a new model, Bidder shall provide the new model and provide specification information upon request. It is the intent of the County to purchase the latest equivalent model known to be available at the time of shipment. Specification information for the new model shall include a description of the technical advances relevant to the specified product in this RFQ.
a. Will bidders be required to supply and install the latest version of Windows or Windows 7 Professional?
b. No Dual Pass Upper WWAN would indicate that there is mobile broadband in the laptop. Which network provider will the County use for its broadband service?
c. Are the Panasonic Toughbook Mobile Computer CF-31VBAEX1Ms what the County currently uses in its patrol vehicles?
A4) a. Yes. The vendor will be required to supply the latest version for licensing purposes.
b. Sprint.
c. Yes, newer patrol vehicles are outfitted with Panasonic Toughbook Mobile Computer CF-31VBAEX1Ms.
Q5) Will the laptops/equipment be used outside of the patrol vehicles?
A5) No. The laptops will be hard-mounted into each of the vehicles.
Q6) Will the patrol vehicles have Wi-Fi or are they going to be their own “hotspots”? If so, where is the Wi-Fi connectivity coming from?
A6) The vehicle will have a Sprint Air Card installed.
Q7) Are the current patrol vehicles outfitted with dashboard cameras?
A7) No.
Q8) Does the RFQ require a specific laptop brand?
A8) Yes, page 5 of the RFQ, Section D (SPECIFIC REQUIREMENTS) calls for Panasonic Toughbook Mobile Computer CF-31VBAEX1M.
Q9) Will the County consider fixed mounted MDC solution that meets or exceeds the requested specifications, however are not removable from the vehicle or does the hardware platform have to laptop based?
A9) No. Due to cost considerations the County does not want to have a permanent hardware mounted on the dash since this will add an extra expense and installation cost.
Q10) Will the County accept product substitutions? If so, what are the required supporting documents for substitutions to be accepted?
A10) Yes. The county considers equivalent products. Page 8 of the RFQ, Section H (BRAND NAMES AND APPROVED EQUIVALENTS), Item 1 states:
1. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:
a. Clearly describe the alternate offered and indicate how it differs from the product specified; and
b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.
Q11) Can the County provide information on equipment currently outfitted on its patrol vehicles?
A11) The County is currently using Toughbook CF-31Q2AEF1M- Win7, Intel Core i3-2310M laptop computers.
Q12) What will the County do with the equipment that is due to be retired or repurposed?
A12) The older models will be retired. The County does not swap equipment or keep it in service. When a vehicle is finished with its life cycle it will be replaced and the equipment shall be replaced as well.
Q13) Does the County have a program to auction off its older, surplus equipment?
A13) The County has a program to manage older surplus equipment in place through its Property and Salvage Division. This office actually handles the selloff or repurposing of older equipment.
Q14) Can bidders include alternatives that could bring the County more funds for the retired equipment in their bid submissions?
A14) Yes, the vendor can provide this information but it will be considered as supplemental information that the County may consider; it will not be a part of the evaluation of cost.
Q15) How many patrol vehicles are currently deployed by the County?
A15) Roughly 150 units.
Q16) Can the County provide the types and models of vehicles that are currently being used by the County?
A16) A mix of vehicles is in use as the County is testing some available brands in the market.
Q17) Page 8 of the RFQ, Section G (TERM/TERMINATION/RENEWAL), Item 4 states:
4. By mutual agreement, any contract which may be awarded pursuant to this RFQ may be extended for one (1) additional two-year term at agreed prices with all other terms and conditions remaining the same.
Will this agreement be between the County and the winning bidder?
A17) Yes. This agreement will be between the County and the vendor to which the contract is awarded.
Q18) Page 10 of the RFQ, Section K (AWARD), Item 7 states:
7. A contract must be negotiated, finalized, and signed by the intended awardee prior to GSA approval.
Does ‘GSA’ refer to the General Services Administration of the Federal government?
A18) No, ‘GSA’ refers to General Services Agency of Alameda County.
Q19) Will bidders need to fulfill any Federal GSA requirements?
A19) No.
Q20) Page 11 of the RFQ, Section M (WARRANTY), Item 1 states:
1. Bidder expressly warrants that all goods and services to be furnished pursuant to any contract awarded it arising from the Bid will conform to the descriptions and specifications contained herein and in supplier catalogs, product brochures and other representations, depictions or models, and will be free from defects, of merchantable quality, good material and workmanship. Bidder expressly warrants that all goods and services to be furnished pursuant to such award will be fit and sufficient for the purpose(s) intended. This warranty shall survive any inspections, delivery, acceptance or payment by the County. Bidder warrants that all work and services furnished hereunder shall be guaranteed for a period of three (3) years with a two-year (2) extended warranty from the date of acceptance by the County.
Can the County clarify the type of warranty that is required such as “Send-In,” “Repair,” or “No-Questions-Asked Replacement”?
A20) The County is looking for a send-in repair warranty for a total of five (5) years from the date of acceptance.
Q21) Are there docking stations, laptop accessories or outfitting equipment that the County wishes to purchase at this time?
A21) Any other equipment outside of the laptop such as docking station, cages, etc., will be purchased under a separate contract.
Q22) Does the County require bidders that offer a different brand to provide information on docking solutions and other accessories in the bid response, even though the accessories/outfitting equipment is part of another RFQ?
A22) Yes, it will be considered as supplemental information to the bid.
Q23) Will the County require the same amount of outfitting equipment/accessories and the same contract length of three (3) years?
A23) Yes, however, there may be some outfitting equipment and docking stations that the County will reuse.
Q24) What other technologies are going to be incorporated in the laptops (e.g. camera, motion sensors, etc.)?
A24) All the equipment that the County needs is listed in the specifications.
Q25) Will there be point preferences for SLEBs and local vendors?
A25) There is a 5% bid evaluation preference for local firms responding to a formal sealed bid, and an additional 5% bid evaluation preference for SLEB certified firms.
Q26) Does the County require Sales Tax to be included in the bid and if so what is the rate?
A26) Yes, as of January 1, 2013 the sales tax rate is at 9.0% in Oakland, where the contract is entered.
Q27) To take advantage of the bid preference for SLEB vendors, is SLEB partnering an option for vendors who are not SLEBs? Will the vendors receive the bid preference available for SLEBs if they are not a SLEB but subcontract with a SLEB vendor?
A27) No. Although SLEB partnering is available and vendors who are not SLEBs are required to subcontract at least 20% of the total bid amount, no bid preference is given to the primary Non SLEB contractor/vendor, only the primary SLEB contractor/vendor.
Q28) Does the County provide a list of SLEBs that interested Primary Contractors/Vendors can partner with?
A28) The SLEB Vendor list is available on the county website at: http://acgov.org/auditor/sleb/
Q29) Page 6 of Exhibit A (REQUIRED DOCUMENTATION AND SUBMITTAL), Item 3 states:
3. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFQ. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:
(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;
(b) The role that the person will play in connection with the RFQ;
(c) Address, telephone, fax numbers, and e-mail address;
(d) Person’s educational background; and
(e) Person’s relevant experience, certifications, and/or merits.
Why does the County want all this information?
A29) The County wants to know who will be working on the project and their experience level in working on this type of project.
Q30) Did RFI 901060 turn into RFQ 901060?
A30) Yes.
The following participants attended the Bidders’ Conferences:
Company Name / Address / Representative / Contact InformationLehr Auto Electric & Emergency Equipment
4707 Northgate Blvd
Sacramento, CA 95834 / Mike McGee / Phone: 925-303-9513
E-Mail:
Prime Contractor:
Subcontractor: YES
Certified SLEB: NO
Visions Communications Co
1770 Neptune Dr
San Leandro, CA 94577 / Thomas Noonan / Phone: 925-548-5140
E-Mail:
Prime Contractor: YES
Subcontractor:
Certified SLEB: YES
Getac, Inc
43 Tesla
Irvine, CA 92618 / Jeff Garcia / Phone: 949-528-5425
E-Mail:
Prime Contractor:
Subcontractor: YES
Certified SLEB: NO
RFQ No. 901060 Addendum No. 2