Department of Administration
County of Dane, Wisconsin
COUNTY AGENCY
/ Sheriff’s OfficeRFP NUMBER
/ #113092RFP TITLE
/ Jail & Courthouse Security Software Control Upgrade5-Year Service Maintenance Agreement
PURPOSE / The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for upgrading and integrating the security control software and replacing workstations for the Dane County Jail & 5-year service maintenance agreement for maintaining all security equipment/video systems and related components used in the Dane County Jail facilities and Dane County Courthouse.
DEADLINE FOR
RFP SUBMISSIONS / 2:00 P.M. Central Time
April 10, 2014
LATE, FAXED, ELECTRONIC MAIL OR UNSIGNED PROPOSALS WILL BE REJECTED
SUBMIT RFP TO
THIS ADDRESS
/ DANE COUNTY PURCHASING DIVISIONROOM 425 CITY- COUNTY BUILDING
210 MARTIN LUTHER KING JR BLVD
MADISON, WI 53703-3345
VENDOR CONFERENCE / There will be a mandatory vendor conference on Tuesday, March 25, 2014 at 1:00 p.m. in the Public Safety Building, 115 W. Doty Street, Madison, WI. Vendors must submit a letter of registration listing all attendees by 4:00 p.m. on
Tuesday, March 18, 2014 in order to participate in the vendor conference.
SPECIAL
INSTRUCTIONS
/ q Label the lower left corner of your sealed submittal package with the RFP numberq Place the Signature Affidavit as the first page of your proposal
q Submit one original and ( 6 ) copies of your technical proposal
q Submit one original and ( 1 ) copy of your cost proposal
q Submit one complete electronic copy in Microsoft Word or PDF format burned to a CD or DVD
DIRECT ALL INQUIRES TO / NAME / Carolyn A. Ninedorf
TITLE / Purchasing Agent
PHONE # / 608/266-4966
FAX # / 608/266-4425
EMAIL /
WEB SITE / www.danepurchasing.com
DATE RFP ISSUED: March 3, 2014
RFP BLANK REVISED 9/12
RFP NO. 113092
5
TABLE OF CONTENTS
1.0 / GENERAL INFORMATION1.1 / Introduction
1.2 / Scope of the project
1.3 / Definitions
1.4 / Clarification of the specifications
1.5 / Addendums and or revisions
1.6 / Calendar of events
1.7 / Vendor conference
1.8 / Contract term and funding
1.9 / Reasonable accommodations
2.0 / PREPARING AND SUBMITTING A PROPOSAL
2.1 / General instructions
2.2 / Proprietary information
2.3 / Incurring costs
2.4 / Vendor registration
2.5 / Submittal instructions
2.6 / Required copies
2.7 / Proposal organization and format
2.8 / Multiple proposals
2.9 / Oral presentations and site visits
2.10 / Demonstrations
3.0 / PROPOSAL SELECTION AND AWARD PROCESS
3.1 / Preliminary evaluation
3.2 / Proposal scoring
3.3 / Right to reject proposals
3.4 / Evaluation criteria
3.5 / Award and final offers
3.6 / Notification of intent to Award
4.0 / GENERAL PROPOSAL REQUIREMENTS
4.1 / Introduction
4.2 / Organization capabilities
4.3 / Staff qualifications
4.4 / Proposer references
4.5 / Mandatory requirements
5.0 / TECHNICAL REQUIREMENTS FOR SECURITY SYSTEM UPGRADE PROPOSAL
5.1 / Technical scope
5.2 / Technology description
6.0 / TECHNICAL REQUIREMENTS FOR PREVENTATIVE MAINTENANCE AND SERVICE PROPOSAL
6.1 / Technical requirements
6.2 / Payment terms
7.0 / COST PROPOSAL
7.1 / General instructions on submitting cost proposals
7.2 / Format for submitting cost proposals
7.3 / Fixed Price Period
8.0 / SPECIAL CONTRACT TERMS AND CONDITIONS
8.1 / Acceptance test
8.2 / Fixes, upgrades and future software options
8.3 / Living wage
8.4 / Domestic Partner Equal Benefits Requirement
8.5 / Local Purchasing Ordinance
9.0 / REQUIRED FORMS
ATTACHMENTS
A. / Signature Affidavit
B / Vendor Registration Certification
C. / Reference Data Sheet
D. / Designation of Confidential and Proprietary Information
E. / Fair Labor Practices Certification
F. / Vendor Data Sheet
G. / Cost /Financial Proposal - Upgrade
H. / Cost /Financial Proposal – Ongoing maintenance
10.0 / STANDARD TERMS & CONDITIONS
RFP NO. 113092
5
1.0 /GENERAL INFORMATION
1.1 / IntroductionThe purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for upgrading and integrating the security control software and replacing workstations for the Dane County Jail and Dane County Courthouse.
The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.
The contract resulting from this RFP will be administered by Dane County, Sheriff’s Office.
The contract administrator will be Captain of Security Services, Richelle Anhalt, and/or her designee.
This Request for Proposal (RFP) is issued on behalf of Dane County by the Purchasing Division, which is the sole point of contact for the County during the procurement process.
Additionally, interested parties may submit a proposal for a 5-year preventative maintenance and service plan for maintaining all security and video systems used in the Dane County Jail System and Dane County Courthouse. This proposal will include all upgraded and new systems that are outlined in the upgrade RPF, as well as existing systems that are not included in the upgrade proposal. The description of services to be performed are outlined in Section 6.0 of this document.
1.2 / Scope of the Project
1.2.1 / Project Description
The Dane County Sheriffs Office – Security Services Division currently operates jails in both the Public Safety Building (PSB), and City-County Building (CCB). Additionally, it has responsibility for holding areas and secure elevators in the Dane County Courthouse.
1.2.2 / Objectives
The purpose of this project is to upgrade existing security control hardware and software so that it is similar between all 3 buildings so that all control stations to have the ability to monitor and control systems in all areas of our jail system and Courthouse. This project will also integrate the fire alarm systems for both the PSB Building and CCB Jail Areas, so that the alarm location is identified in the touchscreen panels. Additionally, the CCB Jail has a personnel “panic” alarm system. This system needs to be updated and also added to the touchscreen panel system, so that the location of the alarm is displayed when activated.
This project must include installing surge suppression devices on both the security control systems and video systems located in the CCB and PSB Jails, as well as the Courthouse. The surge suppression devices should be capable of preventing a power surge from travelling between the separate buildings through the connected systems, as well as preventing the surge from damaging other systems within the effected building.
The proposal also seeks to replace the existing workstation located in the CCB Central Control with more ergonomic equipment.
Finally, in PSB Central Control, the existing workstations are in need of replacement with more ergonomic equipment, as well as adding a 3rd workstation in the room.
1.2.3 / Needs
#1 – Upgrading existing Security Software and Hardware necessary to control doors, elevators, cameras, intercoms, etc. in the Public Safety Building Jail, City-County Building Jail, and Dane County Courthouse.
#2 – In the City-County Building 6W & 7W Jail areas, replace existing door control panels, alarm panels, and hardware with touchscreen panels that control doors, elevators, camera’s, intercoms, etc. in the Public Safety Building Jail, City-County Building Jail, and Dane County Courthouse. This includes the integration of existing exit and sallyport door controls in these areas.
#3 – Integrating Fire Panel Systems for the Public Safety Building Jail and City-County Building Jail. Adding these additional icons may require the creation of additional screens so that the layout does not become cluttered for the operator
#4 – Upgrade and Integrate the Personnel Alarm system for the City-County Building Jail into touchscreen panels and software. Adding these additional icons may require the creation of additional screens so that the layout does not become cluttered for the operator
#5 – Replace existing control stations in the Public Safety Building Central Control area with modern, ergonomic stations.
#6 – Add a new 3rd workstation in the Public Safety Building Central Control area.
#7 – Install a power surge protection system in the CCB, PSB, and Courthouse that will prevent the transmission of a power surge between buildings and between control (both security and video) systems within the separate buildings.
#8 – Modify the existing two secure prisoner elevators in the PSB, so that once a user is allowed into the secure elevator sallyport on all floors, they can call for the elevator. Once inside the elevator car, the user should be able to direct the elevator to go to all floors without being remotely controlled (with the exception of the Sub-Basement, 2nd Floor, and Penthouse Floors – which control will be maintained by remote operation). The ability for the elevator to be overridden by the security software will need to be maintained, so that in the event of an emergency, the car can be controlled through the security software system.
#9 – Replace the existing workstation in CCB Control with a more modern ergonomic workstation.
1.3 / Definitions
The following definitions are used throughout the RFP.
County means Dane County
County Agency means Department /Division utilizing the service or product
Proposer/vendor means a firm submitting a proposal in response to this RFP.
Contractor means proposer awarded the contract.
1.4 / Clarification of the specifications
All inquiries concerning this RFP must be directed to the person indicated on the cover page of the RFP Document. (electronic mail is the preferred method)
Any questions concerning this RFP must be submitted in writing by mail, fax or e-mail on or before the stated date on the Calendar of Events (see Section 1.6)
Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point 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.
Mailing Address:
Dane County Purchasing Division
Room 425 City-County Bldg
210 Martin Luther King Jr. Blvd
Madison, WI 53703-3345
Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.
1.5 / 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 the Purchasing Division web site at www.danepurchasing.com
It shall be the responsibility of the proposers to regularly monitor the Purchasing Division web site for any such postings. Proposers must acknowledge the receipt / review of any addendum(s) at the bottom of the RFP Cover Page /Signature Affidavit.
Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof.
1.6 / Calendar of Events
Listed below are specific and estimated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP and posting such supplement on the Dane County web site at www.danepurchasing.com . There may or may not be a formal notification issued for changes in the estimated dates and times.
DATE / EVENT
March 3, 2014 / Date of issue of the RFP
March 25, 2014, 1:00 p.m. / Vendor conference
March 27, 2014 / Last day for submitting written inquiries (2:00 p.m. Central Time)
March 31, 2014 / Supplements or revisions to the RFP posted on the Purchasing Division web site at www.danepurchasing.com
April 10, 2014 / Proposals due from vendors
May 2014 / Oral presentation by invited vendors
May 2014 / Demonstrations by invited vendors
June 2014 / Notification of intent to award sent to vendors
July 2014 / Contract start date
1.7 / Vendor Conference
A mandatory conference will be held to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. All vendors who intend to respond to the RFP shall attend the vendor conference. If a vendor fails to attend the conference and submits a proposal, the proposal will be rejected. A tour of the facilities impacted in this RFP will also be conducted.
Due to touring the secure areas of the Dane County Jail, vendors who attend the conference will need to have a security clearance check performed. Vendors must submit a letter of registration listing all attendees by 4:00 p.m. on Tuesday, March 18, 2014 in order to participate in the vendor conference. This letter of registration will be used to perform criminal background checks on all participants, as required prior to admission in any jail facilities.
Date: Tuesday, March 25, 2014
Time: 1:00 p.m.
Location: Public Safety Building, Second Floor, Conference Room 3, 115
W. Doty St., Madison, WI
1.8 / Contract Term and Funding
The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run for one year from that date, with an option by mutual agreement of the County and contractor, to renew for four (4) additional one-year periods.
1.9 / Reasonable Accommodations
The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Division at (608) 266-4131 (voice) or Wisconsin Relay (711).
2.0 / PREPARING AND SUBMITTING A PROPOSAL
2.1 / General Instructions
The evaluation and selection of a contractor and the contract will be based on the information submitted in the proposal plus references and any required on-site visits or oral interview presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.