REQUEST FOR PROPOSALS
RFP# 2013-66 THERMAL IMAGING CAMERAS ISSUE DATE: 30-AUGUST-2013
Issuing Department: Cherokee County Board of Commissioners Procurement & Risk Management Department 1130 Bluffs Parkway, Canton, GA 30114 Attention: Dale Jordan, Cherokee County Procurement Director Email:
[email protected] Phone: (678) 493-6034 Fax: (678) 493-6035
PROPOSALS WILL BE RECEIVED UNTIL:
10:00AM EST, 11 SEPTEMBER 2013 PROPOSALS ARE TO BE SEALED AND DELIVERED TO THE ADDRESS AND BUYER ABOVE.
MAILING INSTRUCTIONS 1. Bidder to submit a complete, fully executed Proposal 2. If mailed or shipped express carrier, the Proposal (and test camera, if applicable) must arrive to the Issuing Department by the due date and time. 3. If hand delivered or couriered, the Proposal (and test camera, if applicalbe) must arrive by the due date and time. No exceptions will be made for traffic, lack of clear directions, etc. 4. Outermost package of Proposal must be clearly marked with:
RFP NO. 2013-66 ATTN: DALE JORDAN, PROCUREMENT DEPT (UPPER LEVEL) DUE DATE: SEPTEMBER 11, 2013 at 10:00AM EST
NOTE: IT IS THE BIDDER’S SOLE RESPONSIBILITY TO ENSURE PROPOSALS ARE RECEIVED NO LATER THAN THE PROPOSAL RECEIPT TIME NOTED ABOVE. DELIVERY SUBSEQUENT TO THE DATE AND TIME SET SHALL RESULT IN THE BID/PROPOSAL NOT BE ACCEPTED/CONSIDERED.
1. DESCRIPTION OF SOLICITATION PROCESS
1.a. Request for Proposal Cherokee County Procurement Department, on behalf of the Cherokee County Fire and Emergency Services Department, is requesting authorized Manufacturers/Distributors of Thermal Imaging Cameras (TICs) to submit a test camera and Proposal in accordance with the specifications and subject to the requirements delineated herein. This request for proposal (“RFP”) defines the minimum scope of services and outlines the requirements that must be met. Bidders shall carefully examine the entire RFP and any addenda thereto, and all related materials and data referenced in performing the work. Firms are advised to read all sections of this RFP before submitting a proposal. Suppliers that wish to to submit a Proposal in response to this RFP, will need to provide a camera for technical evaluation no later than the due date of this RFP. The cameras submitted as part of this RFP for evaluation will be returned to the proposer. Those suppliers that wish to submit a Proposal in response to this RFP but that have previously submitted a camera for evaluation need not provide another camera as part of their Proposal. The evaluation criteria and weighting is outlined in Section 6.
1.b. Timetable (Proposed Solicitation Schedule): The County expects to undertake the selection process according to the following schedule. Unless noted all times are close of business eastern standard time (EST). Milestone Issue RFP RFP Acknowledgement Forms Requested Submission of Written Questions Questions Answered/Addenda Issued Proposal Due Date Anticipated Award Date
Date 30-Aug-13 5-Sep-13 5-Sep-13 9-Sep-13 11-Sep-13 by 10:00am 18-Sep-13
1.c. RFP Acknowledgement: Upon receipt of this RFP and by the due date listed above, please acknowledge its receipt using the Attached Appendix A Proposal Acknowledgement and Intention Form, advising the County of your firm’s intention to submit or not submit a Proposal. The completed and signed form should be faxed or e-mailed to Dale Jordan (contact information noted above). 1.d. Interpretations and Clarifications: Requests for information or clarification of this RFP must be made in writing and addressed to Dale Jordan at the e-mail address listed below. All questions must be submitted no later than as indicated in the schedule above. Please reference the RFP page and topic or specification section number. To ensure clarity and a common understanding of this RFP, the answers to questions submitted will be made available via issuance of formal addenda posted to the County's website. 1.e. Submission of Proposal: One (1) camera for testing purposes; and One (1) original and three (3) copies of the Proposal; and Required Forms (see Standard Terms of Business Section II). 1.f. Proposal Terms: a. When received, all proposals and supporting materials, as well as correspondence relating to the RFP, shall become the property of Cherokee County (except the test camera). b. In submitting a Proposal, it is understood by the proposer that Cherokee County reserves the right to accept any Proposal, to reject any and all Proposals as non-responsive, to cancel without reason this Soliciation and to waive any irregularities or informalities in Proposals when the County determines, at its sole discretion, that it in its best interest to do so. c. Any Proposal may be withdrawn or modified by the Proposer's written request and the approval of the Procurement Department Director. Written request to withdraw or modify submitted Proposal must be received by the County at the designated address prior to the date and time set for receipt of proposals. d. If a proposal includes any propriety data or information, such data or information must be specifically identified as such on every page on which such information is found. Data or information so identified will remain confidential to the extent allowed by law and will be used by Cherokee County solely for the purposes of evaluating proposals and conducting contract negotiations. e. Any and all costs associated with preparing a response to the RFP will be solely borne by the Bidder and shall not be reimbursed by the County. f. After the RFP issue date, all communications between the Issuing Department and prospective Bidders shall be in writing (Email preferred, facsimile acceptable). Any inquiries, requests for information, technical questions, clarifications, or additional information shall be directed to Dale Jordan. All questions concerning this RFP shall reference the RFP number, section number, and paragraph (emailed questions shall also reference RFP number, section number, and paragraph in the subject line). Questions and responses affecting the scope of the proposal will be provided to all prospective Proposers by issuance of an Addendum. All questions shall be received by the Issuing Department no later than the schedule above. NO EXCEPTIONS.
2. INTRODUCTION AND BACKGROUND 2.1 County seeks a manufacturer/distributor with extensive experience in the design, manufacturing and servicing of Thermal Imaging Cameras for use in real fire situations .
3. TERMS OF CONTRACT 3.1 The County assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of a proposal by the bidder, the evaluation of an accepted proposal, the selection of a finalist or the recommendation for award. The County is not bound until the Board of Commissioners authorizes an award and both parties execute a written contract for the performance of the outlined work. 3.2 The County intends to enter into an agreement for the purchase of ten (10) cameras. 3.3 The Agreement will have an option to purchase up to four (4) additional cameras over a 24 month/2 year term. 3.3 The County requires the use of its standard Professional Service Agreement for the deliverables of this contract, reference Appendix B for the Terms and Conditions of the Agreement. 3.4 The contract will be for the physical delivery of the items described herein and include all requirements for performance defined in this Request for Proposal and any updates hereto as well as all representations made by the successful bidder.
4. SCOPE OF SERVICES The selected supplier shall deliver a Thermal Imaging Camera capable of meeting the minimum requirements and specifications contained in this RFP.
5. EVALUATION CRITERIA AND WEIGHTING THE EVALUATION FOR THIS RFP IS BROKEN INTO 4 CATEGORIES WITH CORRESPONDING WEIGHTS PER CRITERIA AS FOLLOWS: Criteria # 5.1 5.2 5.3 5.4
Criteria Description BUSINESS EVALUATION (FINANCIAL, REFERENCES, QUALITY, ETC.) WARRANTY EVALUATION CAMERA TEST EVALUATION PRICE TOTAL MAX POINTS
Max Points 10 5 45 40 100
5.1 Business Provide a brief overview of your company including, but not limited to, the following: Evaluation 5.1.1 The bidder shall indicate if the original equipment manufacturer (O.E.M.) or parent company of the O.E.M. has ever been fined or convicted of price fixing, bid rigging, or collusion in any domestic or international fire apparatus market. 5.1.2 To demonstrate Customer acceptance of the product and service, each bidder shall provide a list of at least five (5) fire departments/municipalities in the region that have bought a second time from the representing dealer using Appendix D - Business References. 5.1.3 Proposals shall be signed by an authorized representative of the Offeror. Failure to submit all information requested may result in the Procurement Director requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals, which are substantially incomplete or lack key information, may be rejected. Mandatory requirements are those required by law or regulations, or are such, that they cannot be waived and are not subject to negotiation. 5.1.4 Ownership of all data, material, and documentation originated and prepared for the County, pursuant to the RFP, shall belong exclusively to the County and be subject to public inspection in accordance with the Georgia Open Records Act (ORA). Trade secrets and proprietary information may not be subject to inspection to the extent authorized by, and subject to the requirements of, the ORA. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. 5.1.6 Please provide documentation that demonstrates the supplier's financial viability including annual sales, profit and loss, and current ratio. 5.1.7 Provide overview and documentation of manafucturer. 5.2 Warranty 5.2.1 Proposal must include bidder's proposed warranty which must address all of the following: Evaluation Detail of what is covered and excluded Maximum service response times Warranty inventory types, location of warehouse(s) and quantities on-hand Where service will occur Who is responsible for and who pays for shipping for servicing/replacement? 5.2.2 The bidder/distributor shall show that the company is in a position to render prompt service and to furnish replacement parts/units.
5.3 Camera The following are the technical and performance aspects that will be evaluated: Evaluation 5.3.1 Picture Picture quality in smoke and intense heat environments. 5.3.2 Size Dimensions - height, length, width Weight of camera 5.3.3 Mobility Ability to walk and crawl with camera Ability to pass off camera without compromising protective equipment 5.3.4 Ergonomics Design of camera How the camera fits in hand Placement of lanyard attachment Layout of buttons 5.3.5 Ease of Use Ability to change modes and work buttons with gloved hands Simplicity of operations 5.3.6 Color Schemes Does the camera use industry standard color schemes? Does the color change due to different operation modes? 5.4 Price Price per camera, including option to purchase 4 additional cameras within 24-months, is an evaluation criteria in the recommendation for award.
End of Introduction & General Instructions
CHEROKEE COUNTY STANDARD TERMS OF BUSINESS RFP# 2013-66: THERMAL IMAGING CAMERAS SEPARATE SOW & BID REQUIREMENTS: _
YES
__X___ NO
I. PURPOSE: The Cherokee County Board of Commissioners invites interested and qualified vendors to submit a proposal responsive to the issues and requirements outlined in this Request for Proposals (RFP). This is a Request for Proposals not a hard bid. Selection and recommendation for award will be made by the procuring Department/Agency. The Cherokee County Board of Commissioners has sole contract award authority. The County reserves the right to reject any or all proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the County. The County further reserves the right to reject the proposal of any vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or who upon investigation shows is not in a position to perform the contract. II. SUBMISSION INSTRUCTIONS/PROPOSERS’ RESPONSIBILITIES: Vendors are required to submit four (4) total Proposals - one (1) original and three (3) copies – in the following order: a. Professional Services Agreement Certification Form - Appendix C b. Business References - Appendix D c. Proposal Requirements and Warranty Information - Section 5 d. Camera Specifications e. Camera for testing (camera will be returned to proposer upon award of this Solicitation) f. Proposal Quote Form - Appendix E Only the forms included in this RFP are acceptable. Proposals must be received by Cherokee County Procurement & Risk Management Department not later than the time and date so noted in this RFP. Late proposals will not be accepted. The County will not accept fax proposals. Email proposals may be accepted under unusual circumstances and with the pre-approval of the Procurement and Risk Management Director. Appendix B - Professional Services Agreement (PSA) and its Exhibits do not need to be filled out and submitted as part of the Proposal. Appendix B is included for reference only. Appendix C is the required form to be submitted stating either the Proposer has exceptions or Proposer has NO exceptions to the Terms and Conditions of the PSA. III QUESTIONS: All questions or requests for information shall be directed, in writing only. No proposer is to discuss any aspect of this RFP with any other Cherokee County employee without the approval of the Procurement & Risk Management Department Director. This is to ensure that all prospective respondents have the same level of knowledge as well as insuring any additional information is made available to all proposers. For deadline for submittal of questions and email address see SOW and Bid Requirements attached.
IV ADDENDUM: The County shall coordinate all questions and requests for information and provide written answers via formal Addenda, posted to this project’s webpage at cherokeega.com. The Proposer should monitor this project’s website to keep informed on any Addenda. For deadline for posting of Addenda see Section 1.1b Timetable (Proposed Solicitation Schedule) of this RFP. V CONTRACT: The contract for this Proposal is anticipated to be the County’s Standard Professional Services Agreement (PSA) included as a separate attachment and incorporated by reference as Appendix B. The County reserves the right to utilize a different contract including, but not limited to, the issuance of Purchase Order(s) for individual orders. No matter the contract utilized for purchase of the item(s) contained in this solicitation, the contract will be expected to be fully executed within 3 business days of the award date and/or issuance of a Notice to Procee (and/or Purchase Order). The contract will be for the physical delivery of the items described herein and include all requirements for performance defined in this Request for Proposal and any updates hereto as well as all representations made by the successful bidder. The County reserves the right to negotiate prices if in its sole determination the pricing as proposed by the best scoring bidder is not in the best interest of the County. VI INTERVIEW AND/OR DEMONSTRATION: The Selection Committee may invite any number of the Proposers to interview, if necessary. The number of Proposers interviewed will be at the sole discretion of the Selection Committee. Cherokee County reserves the right to make a selection based solely upon review of the submitted written Proposals and may elect NOT to conduct interviews with any of the Proposers. VII TECHNICAL REQUIREMENTS/FUNCTIONS: Consultant shall manage their staff to ensure that all of the requirements set forth in the Statement of Work and terms and conditions in the PSA are met. VIII AWARD CRITERIA AND WEIGHTING: Section 6 Proposal Evaluation Criteria
APPENDIX "A" PROPOSAL ACKNOWLEDGEMENT AND INTENTION FORM
RFP# 2013-66: THERMAL IMAGING CAMERAS NAME OF COMPANY: ADDRESS: CITY/STATE/ZIP: SIGNATURE: PRINTED NAME: TITLE: TELEPHONE & FAX: EMAIL:
PROPOSER NOT OFFERING FOR THIS SOLICITATION PROPOSER INTENDS TO OFFER FOR THIS SOLICITATION
THIS FORM TO BE SIGNED AND SUBMITTED UPON RECEIPT OF RFP DOCUMENTS
APPENDIX "B" PROFESSIONAL SERVICES AGREEMENT
RFP# 2013-66: THERMAL IMAGING CAMERAS The Professional Services Agreement (PSA) is attached as a separate PDF document and incorporated by reference.
APPENDIX "C" PROFESSIONAL SERVICES AGREEMENT CERTIFICATION
RFP# 2013-66: THERMAL IMAGING CAMERAS PROPOSER'S NAME: _______________________________________________________ THE UNDERSIGNED CERTIFIES, in preparing my Proposal for this Project, that I have read the referenced Professional Services Agreement between Cherokee County and the Consultant and all required other exhibits, attachments and supporting documents, and that my legal advisor and insurance carrier representatives have also read the Professional Services Agreement. Therefore, I hereby make the following sworn statement: CHECK AND INITIAL ONLY ONE OF THE FOLLOWING STATEMENTS: ________ I and my legal advisor and insurance carrier representatives have read, understand and accept all the terms and conditions of the Professional Services Agreement, and if awarded this Project I will promptly execute and furnish all required statements, exhibits and certification of insurance coverage within seven (7) business days.
OR ________ I and my legal advisor and insurance carrier representatives have read and understand all the terms and conditions of the Professional Services Agreement, BUT HAVE NOTED THE FOLLOWING EXCEPTIONS AND/OR QUALIFICATIONS:
THE UNDERSIGNED FURTHER UNDERSTANDS AND ACCEPTS that such submitted exceptions and/or qualifications may cause Cherokee County to determine the Proposal to be non-responsive and the Consultant to be nonresponsible, and that the County may fully reject the Proposal and select another Consultant based upon the noted or described exceptions and/or qualifications hereto. Such a determination by Cherokee County shall not be a cause of action by the Consultant against Cherokee County.
I CERTIFY that the above information is true and correct:
Signature (and seal if corporation)
NOTARY PUBLIC: COUNTY OF _______________________ STATE OF __________ This the ___________ day of ______________________, 20______ Notary Public: ___________________________________________ My Commission Expires: ___________________________ (SEAL, REQUIRED)
APPENDIX "D" BUSINESS REFERENCES RFP# 2013-66: THERMAL IMAGING CAMERAS A minimum of five (5) business references must be submitted on this Form in accordance with Section 5.1.3. Letter of references are not needed but may be included separately in the RFP. Failure to list references on this form and provide all requested information may result in the Proposal being deemed "non-responsive".
1 Company Name: City/State: Contact Name: Phone: Email: 2 Company Name: City/State: Contact Name: Phone: Email: 3 Company Name: City/State: Contact Name: Phone: Email: 4 Company Name: City/State: Contact Name: Phone: Email: 5 Company Name: City/State: Contact Name: Phone: Email:
APPENDIX "E" PROPOSAL QUOTE FORM
RFP# 2013-66: THERMAL IMAGING CAMERAS a)
CONFIRM THE PRICING AND SERVICES OUTLINED IN THE PROPOSAL MEET THE MINIMUM REQUIREMENTS OF THE REQUEST FOR PROPOSAL No.: RFP# 2013-66: THERMAL IMAGING CAMERAS
b) HAVE READ AND UNDERSTAND THE REQUIREMENTS OF THIS RFP WILL COMPLY WITH ALL REQUIREMENTS AND SPECIFICATIONS AS OUTLINED c) IN THIS RFP HAVE RECEIVED, READ AND UNDERSTAND THE ADDENDA UP TO AND d) INCLUDING No. ________, dated ___________________________________
e) AM DULY AUTHORIZED TO EXECUTE AND SUBMIT THE PROPOSAL DOCUMENTS
NAME OF COMPANY: ADDRESS: CITY/STATE/ZIP: SIGNATURE: PRINTED NAME: TITLE: TELEPHONE & FAX: EMAIL:
QUOTE (PER CAMERA): first ten (10), ordered by 9/18/13, delivered by 9/30/13
QUOTE (PER CAMERA): up to four (4) within 24 months of date of contract
