REQUEST FOR PROPOSALS NUMBER: 134151 PUBLIC WORKS DEPARTMENT CITY OF SALEM, OREGON Goods and Special Services for P25 COMPLIANT 800 MHZ TRUNKED RADIO SYSTEM The City of Salem (City) is soliciting Proposals from qualifed Proposers to provide the Goods and Special Services specified in these Proposal Documents. A new 800 MHz Association of Professional Communications Officials (APCO Project 25 (P25)) system is to include the following: 1.
Radio system infrastructure including all radio equipment, controllers, interconnecting network equipment, antennas, transmission line, and associated equipment.
2.
P25 standards-based Inter-System Interfaces to the Oregon State Radio Project (SRP) Harris system and to the Washington County Consolidated Communications Agency (WCCCA) Motorola system.
3.
Radio console system equipment interconnected to the trunked radio system and conventional resources as required at both the primary center at the Willamette Valley Communication Center, Salem Public Works, and at the backup centers at Marion County Fire Station No. 1 and Lincoln County.
4.
Mobile, portable, control station user equipment.
5.
Radio system network alarm management and reporting system.
6.
High-speed data mobile data network.
7.
Technical support training.
8.
User training.
9.
Existing system decommissioning and disposal.
10.
Ongoing equipment updates to keep the system at current manufactured status.
11.
Development of a detailed transition plan for conversion from the existing system to the new system.
12.
Implementation project management, engineering, and radio system installation services.
The Salem City Council has approved an exemption from portions of ORS 279C for this procurement. Mandatory Pre-Proposal Conference: A Mandatory Pre-Proposal Conference will be held at the Willamette Valley Communications Center, 595 Cottage Street NE, Salem, Oregon, on May 29, 2014,
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8:00 a.m. lasting approximately 8 hour. Only those firms represented at the meeting may submit a Proposal. Proposals will be received between the hours of 8 a.m.—12 p.m. and 1 p.m.—5 p.m. until, but not after 2 p.m. (local time), July 24, 2014. One signed (preferably signed in blue ink) original, nine copies, a complete electronic copy of the signed original Proposal in PDF format shall be sealed in an envelope or other delivery container, addressed to the Purchasing Administrator, Contracts and Procurement Division, 555 Liberty Street SE, Room 330, Salem, Oregon 97301, showing on the outside of the envelope/delivery container the name of the firm and the words “P25 Compliant 800 MHz Trunked Radio System—RFP No. 134151.” Please identify the original Proposal copy with the printed words “Original Copy.” The original Proposal shall bear an original signature of a representative of the Proposer who is authorized to bind the Proposer in contractual matters. The original and each copy of the Proposal are to be bound in three-ring notebooks. The request for Proposal Documents are available from the office of the City of Salem Public Works Department, 555 Liberty Street SE, Room 325, Salem, Oregon 97301-3513, City business days between the hours of 8:00 a.m. and 5:00 p.m. (local time), telephone number 503-588-6211. Proposers mailing Proposals should allow normal mail delivery time to ensure timely receipt of their Proposals. Any Proposal received after the scheduled closing time for receipt of Proposals will not be considered and will be returned to the Proposer unopened. Proposals that are delivered to an office other than the office identified above will not be accepted. It is the sole responsibility of the party submitting the Request for Proposal (RFP) response to ensure that the Proposal is received at the designated location on or before the deadline. Any objections to or comments upon the RFP specifications must be submitted in writing to the office of the Purchasing Administrator, 555 Liberty Street SE, Room 330, Salem OR 97301-3513. They must be received no later than ten City business days before the RFP closing date. The Proposals received will be held confidential until a recommendation for award has been approved by the City Manager. Thereafter, all Proposals will be available for public inspection at the office of the Purchasing Administrator, 555 Liberty Street SE, Room 330, Salem, Oregon 97301, unless specifically requested to be kept confidential (names of firms and total cost figures may not be held confidential). The City will be the sole judge in determining award of contract and reserves the right to cancel the procurement and/or reject any or all Proposals, if doing so would be in the public interest, as determined by the City. As part of the Contract requirements, the successful Proposer will be required to comply with applicable Federal, State, and local laws. Prevailing Wage Rates: Bids exceeding $50,000 are subject to ORS 279C.800 through 279C.870. Prevailing Wage Rates and necessary forms are available at http://www.boli.state.or.us. First-Tier Subcontractor Disclosure Form: First Tier Subcontractor Disclosure forms will be received until, but not after 4 p.m. (local time), July 24, 2014. One original and nine (9) copies are to be delivered to the same location as the Proposal. If delivered with the Proposal, the original is to be bound in the original Proposal and a copy bound in each copy of the Proposal. If delivered later than the 800 MHz Trunked Radio System/July 24, 2014/354504 PH/RT:C:\Users\scarter\Documents\GroupWise\134151 ad.docx
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Proposals, the original and nine (9) copies are to be placed in an envelope and addressed to the Office of Gary A. Kanz, C.P.M, Contracts and Procurement Administrator, 555 Liberty Street SE, Room 330, Salem, OR 97301, showing on the outside of the envelope the name of the firm and the words “FirstTier Subcontractor Disclosure Form for Goods and Special Services for P25 Compliant 800 MHz Trunked Radio System—RFP No. 134151.” Human Rights: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identify or source of income as provided by Salem Revised code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City’s complete Title VI Plan may be viewed at http://www.cityofsalem.net/NonDiscrimination/Pages/default.aspx. Proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded a contract by the City. Solicitation for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the Proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Proposer of the Proposer’s obligations under a contract awarded pursuant to this bid, Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City is an Equal Employment Opportunity employer. Questions regarding the procurement process may be directed to Shawna Self, CPPB, Contracts and Procurement Division Assistant Purchasing Supervisor at
[email protected]. Technical questions regarding the Proposal documents shall be directed in writing via email to Allen Dannen, P.E., AIC Assistant City Engineer at
[email protected]. Contact with City staff other than Shawna Self and Allen Dannen regarding this procurement is strictly prohibited. The City operates and maintains Americans with Disabilities Act compliant facilities. Reasonable accommodations are available upon request. CITY OF SALEM, OREGON
Gary Kanz, C.P.M., Administrator Contracts and Procurement Division REQUEST FOR PROPOSAL NUMBER: REQUEST FOR PROPOSAL CLOSING:
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134151 July 24, 2014, at 2:00 p.m. (Local Time)
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