City of Richardson
Bid 20-14
Solicitation 20-14
Antenna System Installation - Emergency Operations Center
Bid designation: Public
City of Richardson
12/9/2013 1:42 PM
p. 1
City of Richardson
Bid 20-14
Bid 20-14 Antenna System Installation - Emergency Operations Center Bid Number Bid Title
20-14 Antenna System Installation - Emergency Operations Center
Bid Start Date Bid End Date
Dec 9, 2013 2:39:43 PM CST Jan 7, 2014 2:00:00 PM CST
Bid Contact
Pam Kirkland 972-744-4132
[email protected]
Contract Duration One Time Purchase Contract Renewal Not Applicable Prices Good for Not Applicable Pre-Bid Conference Dec 19, 2013 10:00:00 AM CST Attendance is optional Location: A pre-bid conference will be held on Thursday, December 19, 2013 @ 10:00 a.m. CST, in the Richardson Room, 411 W. Arapaho Road, Richardson, Texas 75080.It is highly recommended that all bidders attend the prebid conference. Bid Comments
All requests for additional information or clarification concerning this request for bid must be submitted, in writing, no later than 5:00 p.m. CST, Thursday, January 2, 2014 CST. All questions must be submitted through the Bidsync system and answers will be posted on Bidsync for all prospective bidders review. Item Response Form
Item
20-14-- 01-01 - 1. Total cost of materials incorporated into work.
Quantity
1 fee
Unit Price Delivery Location City of Richardson City of Richardson Fire Training/Emergency Operations Center 1621 E. Lookout Drive Richardson TX 75082 Qty 1
Description Total cost of materials incorporated into work
Item
20-14-- 01-02 - 2. Total cost of materials purchased or leased for use,
Quantity
1 fee
Unit Price Delivery Location City of Richardson City of Richardson Fire Training/Emergency Operations Center 1621 E. Lookout Drive Richardson TX 75082 Qty 1
Description Total cost of materials purchased or leased for use, but not incorporatead into work (including sales or use tax)
Item
20-14-- 01-03 - 3. Total cost of labor, overhead, profit and other
Quantity
1 fee
Unit Price Delivery Location City of Richardson 12/9/2013 1:42 PM City of Richardson Fire Training/Emergency
p. 2
Item Quantity
20-14-- 01-03 - 3. Total cost of labor, overhead, profit and other City of Richardson 1 fee
Bid 20-14
Unit Price Delivery Location City of Richardson City of Richardson Fire Training/Emergency Operations Center 1621 E. Lookout Drive Richardson TX 75082 Qty 1
Description Total cost of labor, overhead, profit and other resonable incidental cost of the work.
Item
20-14--01-04 - 4. Total bid amount.
Quantity
1 fee
Unit Price Delivery Location City of Richardson City of Richardson Fire Training/Emergency Operations Center 1621 E. Lookout Drive Richardson TX 75082 Qty 1
Description Total bid amount.
12/9/2013 1:42 PM
p. 3
City of Richardson
Bid 20-14
CITY OF RICHARDSON, TEXAS REQUEST FOR BID NO. 20-14 FOR ANTENNA SYSTEM INSTALLATION – EMERGENCY OPERATIONS CENTER PREBID CONFERENCE: DECEMBER 19, 2013 @ 10:00 A.M. CST Richardson Civic Center/City Hall Richardson Room 411 W. Arapaho Road Richardson, TX 75080 BIDS ARE DUE PRIOR TO: January 7, 2014 @ 2:00 P.M. CST NO LATE BIDS WILL BE ACCEPTED BIDS MAY BE SUBMITTED ELECTRONICALLY TO: www.bidsync.com PAPER BIDS MAY BE DELIVERED TO: CITY OF RICHARDSON PURCHASING DEPARTMENT 411 W. ARAPAHO ROAD, ROOM 101 RICHARDSON, TEXAS 75080 PAPER BIDS MAY BE MAILED TO: CITY OF RICHARDSON PURCHASING DEPARTMENT P.O. BOX 830309 RICHARDSON, TEXAS 75083-0309
Bids should be submitted in envelopes marked with the bid number, closing date, and name and address of the bidder on the outside of the envelope
12/9/2013 1:42 PM
p. 4
City of Richardson
Bid 20-14
VENDOR ACKNOWLEDGEMENT FORM The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices submitted in this bid/proposal have been carefully reviewed and are submitted as correct and final. Bidder further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the submittal. The following information must be filled out in its entirety for the submittal to be considered. Company Name:
___________________________________________________________
Address of Principal Place of Business:
_____________________________________
___________________________________________________________________________ Phone/Fax of Principal Place of Business:
_____________________________________
___________________________________________________________________________
Name, Address, Phone, and Fax of Majority Owner Principal Place of Business:
________________________________________________
Address of Principal Place of Business:
_____________________________________
___________________________________________________________________________ Phone/Fax of Principal Place of Business:
_____________________________________
___________________________________________________________________________
Email Address of Representative:
___________________________________________
Authorized Representative: Signature:
_____________________________________________________
Title:
_____________________________________________________
Date:
_____________________________________________________
Printed Name:
_____________________________________________________
Acknowledgement of Addenda: #1
_____
12/9/2013 1:42 PM
#2
_____
#3
_____
#4
_____ p. 5
City of Richardson
Bid 20-14
CITY OF RICHARDSON TERMS AND CONDITIONS OF BIDDING
1. REQUIRED INFORMATION: The City of Richardson solicitation packets contain various documents that require completion by the bidder. Said information must be completed prior to the date and time set for the bid opening and shall be included with the bid packet in order to be considered a responsive bidder. 2. DEFINITIONS: a. “Bidder” refers to the submitter. b. “Contractor” refers to a successful bidder/contractor/service provider. c. “Submittal” refers to those documents, which must be submitted to the City of Richardson by a Bidder. d. “RFB” refers to a Request for Bids e. “RFQ” refers to a Request for Quotations. f. “RFP” refers to a Request for Proposals. 3. SUBMISSION OF RFB/RFQ/RFP: RFB/RFQ/RFP’s may be submitted to the City of Richardson by any of the following means: a. Hand carried to the Purchasing Department located at the Richardson Civic Center/City Hall, 411 W. Arapaho Road, Room 101, Richardson, Texas 75080; b. Mailed to the City of Richardson, Purchasing Department, at P.O. Box 830309, Richardson, Texas 75083-0309; c. Electronically submitted via www.bidsync.com d. No oral, telegraphic, telephonic, or facsimile bids will be considered or accepted. 4. OFFICIAL TIME: The time clock in the City of Richardson Purchasing Department shall be the official time of receipt for all RFB/RFQ/RFP’s submitted in hard copy paper form. Any late submittals received in the Richardson Purchasing Department after the submission deadline shall be considered void and unacceptable. Absolutely no late submittals will be considered. 5. INCLEMENT WEATHER: In case of inclement weather or any other unforeseen event causing the City to close for business on the date a bid/proposal submission deadline, the bid closing will automatically be postponed until the next business day the City is open. If inclement weather conditions or any other unforeseen event causes delays in carrier service operations, the City may issue an addendum to all known vendors interested in the project to extend the deadline. It will be the responsibility of the vendor to notify the City of their interest in the project if these conditions are impacting their ability to turn in a submission within the stated deadline. The City reserves the right to make the final judgment call to extend any deadline. 6. BID NOTIFICATION: The City of Richardson utilizes www.bidsync.com and The Dallas Morning News to disseminate notification of bid opportunities. The City of Richardson shall not be responsible for receipt of notification and information from any source other than those listed above. It shall be the vendor’s responsibility to verify the validity of all bid information received by sources other than those listed. 7. ELECTRONIC SUBMITTALS: The City of Richardson exclusively uses Bidsync for the notification and dissemination of all RFB/RFQ/RFP’s. The receipt of submittals through any other company may result in the receipt of incomplete specifications and/or addendums, which could ultimately render the bid non-compliant. The City of Richardson accepts no responsibility for the receipt and/or notification of solicitations through any other company.
12/9/2013 1:42 PM
p. 6
City of Richardson
Bid 20-14
To streamline the solicitation/bidding process, all bidders for the City of Richardson solicitations are highly encouraged to utilize the Bidsync system. There is no cost to the bidder to download or respond to Richardson solicitations and there is no fee for the bidder to pay if a contract is awarded to the bidder from the City of Richardson. Even though it is recommended to solicit responses electronically, vendors may continue to solicit a hard copy paper bid/quote/proposal directly to the City. 8. BID OPENINGS: All submittals will be opened and presented according to the legal requirements for the type of solicitation (i.e. request for bid, request for proposal, competitive sealed bid, etc.) at the designated time and place specified in the solicitation. However, the reading of a bid at bid opening should not be construed as a comment on the responsiveness of such bid or as any indication that the City accepts such bid as responsive. The City will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, City Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The City will notify the successful bidder upon award of the contract and all bids received will be available for inspection after award. 9. PREPARATION COSTS: The City will not be liable for any costs associated with the preparation, transmittal, or presentation of any bids or materials submitted in response to any bid/quotation/proposal. 10. MINOR DEFECT: The City reserves the right to reject any or all bids without cause prior to award, to waive formalities, or to proceed otherwise when in the best interest of the City. 11. ADDENDA: Any interpretations, corrections, or changes to an RFB/RFQ/RFP will be made by written addenda. Sole issuing authority of addenda shall be vested in the City of Richardson Purchasing Department. Addenda will be issued via the Bidsync system mentioned above and posted on the City of Richardson’s website. 12. PRICING: Prices must be firm for a minimum of 90 (ninety) days from the date of the bid closing. In the case of an estimated annual requirements contract bid, the prices must remain firm for the period as specified in the bid. "Discount from list" bids are not acceptable unless specifically requested in the bid. 13. PRICE ESCALATION: Price escalations may be permitted by the City during the term of the contract. All requests for price escalation shall be in accordance with the specifications outlined in the solicitation, shall be in writing, and shall demonstrate industry-wide or regional increases in the Contractor’s costs. Documents shall be provided that support the price escalation, such as manufacturer’s direct cost, postage rates, railroad commission rates, federal/state minimum wage laws, federal/state unemployment taxes, FICA, etc. Increases will apply only to the product(s) and/or service(s) affected by an increase in raw material, labor, or another like cost factor. The City of Richardson reserves the right to accept or reject any/all price escalations. 14. PRICE REDUCTION: If during the life of the contract, the Contractor’s net prices to other customers for the same product(s) and/or service(s) are lower than the City of Richardson’s contracted prices, an equitable adjustment shall be made in the contract price. 15. TAXES: The City of Richardson is exempt from Federal Excise and State Sales Taxes. Tax must not be included in the bid pricing. Tax exemption certificates will be executed by the City and furnished upon request. 16. BID ALTERATIONS/WITHDRAWALS: Submittals may be withdrawn at any time prior to the official opening. Alterations made before the bid closing time must be initialed by the Bidder guaranteeing authenticity. Submittals cannot be altered or amended after the bid closing. No RFB/RFQ/RFP may be withdrawn after opening time without an acceptable reason, in writing, and with the approval of the Purchasing Manager. 12/9/2013 1:42 PM
p. 7
City of Richardson
Bid 20-14
17. PROTESTS: All protests regarding the bid/proposal solicitation process must be submitted, in writing, to the Purchasing Manager with five (5) working days following the opening of bids/proposals. This includes all protests relating to advertising of solicitation notices, deadlines, bid/proposal opening, and all other related procedures under the Texas Local Government Code, as well as, any protests relating to alleged improprieties or ambiguities in the specifications. Protests relating to staff recommendations as to the award of this bid may be directed to the City Council by contacting the City Secretary prior to council award. All staff recommendations will be made available for public review seventy-two (72) hours prior to consideration by the City Council. 18. ESTIMATED ANNUAL REQUIREMENTS CONTRACTS: In the case of an estimated annual requirements contract bid, the contract shall be for a predetermined period as specified in the written document and the quantities specified are estimates only of our projected annual requirements. The award of an estimated annual requirements contract allows the City to use the goods and/or services as the requirements and needs of the City arise on an annual basis and during any subsequent renewal period(s) and provided funding is available. The City is not obligated to pay for or use a minimum or maximum amount of goods and/or services and payment will be made pursuant to the unit prices bid in the contract. The Contractor shall have no claim against the City for anticipated profits for the estimated quantities listed, diminished, or deleted. 19. UNIT OF MEASURE: RFB/RFQ/RFP’s must be submitted on units of measure specified, extend and show the total. In the event of discrepancies in extension, the unit prices shall govern. 20. OPTION TO RENEW: If a clause for an option to renew for an additional period(s) is (are) included, renewal(s) will be based solely upon the option and agreement between both the City of Richardson and the Contractor. Either party dissenting will terminate the agreement in accordance with its initial specified term. 21. SPECIFICATIONS: The City of Richardson has included, as a part of this document, detailed specifications. Any reference to a model/make and/or manufacturer used in the specifications is for descriptive purposes only and is not intended to be restrictive. Products/materials of like quality will be considered unless specifically excluded. 22. EXCEPTIONS TO SPECIFICATIONS: Bidders taking exception to the specifications shall do so at their own risk. Bidder shall clearly denote any deviation from specifications outlined in this document. Absence of such comment shall imply compliance with the specifications, as written. By offering substitutions, Bidder shall state exceptions in the RFB/RFQ/RFP or by attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein. The City of Richardson reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the City. 23. SAMPLES: Samples if required, shall be furnished free of expense to the City and if not used or destroyed in examination and testing, will be returned to the bidder, if requested, at the bidder's expense. Each sample must be marked with the Bidder's name and address and bid number reference. SAMPLES SHOULD NOT BE ENCLOSED WITH BID UNLESS REQUESTED. 24. F.O.B./DAMAGE: All delivery, freight, and packing charges (F.O.B. Destination, inside delivery to City of Richardson designated locations) are to be included as part of the RFB/RFQ/RFP price. The City of Richardson assumes no liability for goods delivered in a damaged or unacceptable condition. The Contractor shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage. 12/9/2013 1:42 PM
p. 8
City of Richardson
Bid 20-14
25. SECURITY/BONDS: If required, bid security shall be submitted with the bids. Any bid submitted without a bid bond, payment bond, or cashiers/certified check, shall be considered non-responsive and will not be considered for award. Performance and/or payment bonds, when required, shall be submitted to the City of Richardson, prior to commencement of any work pursuant to the agreement provisions. 26. TABULATIONS: Bid tabulations will be electronically posted within forty-eight (48) hours after the bid opening at www.cor.net and www.bidsync.com. BID RESULTS WILL NOT BE GIVEN BY TELEPHONE. 27. BIDDER QUALIFICATIONS: A prospective bidder must meet the following minimum requirements: a. Must have adequate financial resources, or the ability to obtain such resources as required; b. Must be able to comply with the required or proposed delivery/completion schedule; c. Must have a satisfactory record of performance; d. Must have a satisfactory record of integrity and ethics; e. Must be otherwise qualified and eligible to receive an award; f. The City of Richardson may request representation and other information sufficient to determine the Bidder’s ability to meet these minimum standards listed above. 28. AWARD OF CONTRACT: The City of Richardson reserves the right to award this contract by one of the following methods. The method selected will be in the best interest of the City, as determined by the Purchasing Manager. a. To the lowest responsible bidder(s), bidding all items and meeting all specifications; b. To award to one or more bidders; c. To the lowest responsible bidder(s) meeting specifications, per line item; d. If specified, to the low bidder(s) meeting specifications, per category. To qualify for an award of a category, a bidder must bid all items within that category. If all items of a category are not bid by all vendors, award shall be made in the best interest of the city. e. To the bidder(s) who provide the goods or services specified in the solicitation at the best value to the City in compliance with Texas Local Government Code, Chapter 252.043. f. The City reserves the right to reject any or all bids/proposals, to waive formalities, or to proceed otherwise when in the best interest of the City. 29. INVOICES: Invoices must be submitted by the Contractor to the City of Richardson, Accounts Payable, P.O. Box 830309, Richardson, Texas 75083-0309. All invoices shall include the purchase order number. Payment terms are NET 30 unless otherwise specified. Prompt payment discounts may be used by the City in determining the lowest responsible bidder. 30. DELIVERY PROMISE: Solicitations must show the number of calendar days required to place the materials at the City's receiving department specified or City warehouse under normal conditions. Do not quote shipping dates. Consistent failure of a bidder to meet delivery promises without valid reason may cause cancellation of contract and removal from the bidder's list. When delivery delay can be foreseen, the contractor shall give prior notice to the Purchasing Department, which shall have the right to extend the delivery date, if reasons for delay appear acceptable. The Vendor must keep the Purchasing Department advised at all times as to the status of the order. Default in promised delivery, without acceptable reasons, or failure to meet specifications, authorizes the Purchasing Department to purchase the goods elsewhere, and charge any increase in cost and handling to the defaulting Vendor. Every effort will be made by the Purchasing Department to locate the goods at the same or better price as that originally contracted.
12/9/2013 1:42 PM
p. 9
City of Richardson
Bid 20-14
31. PACKAGING: Unless otherwise indicated, items provided by Vendor will be shipped new, unused, in first class condition, and in containers suitable for damage-free shipment and storage. 32. TITLE: The title and risk of loss of goods shall not pass to the City of Richardson until the city actually receives and takes possession of the goods at the point(s) of delivery. 33. PLACE OF DELIVERY: The place of delivery shall be that set forth in the purchase order. The terms of this contract are “no arrival, no sale.” 34. DELIVERY TIME: Deliveries will be acceptable only during normal working hours, i.e. 8:00 a.m. – 4:00 a.m., Monday – Friday at designated City receiving departments, unless prior arrangements have been made. 35. PATENT RIGHTS: The Vendor agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied. 36. ASSIGNMENT: The Vendor shall not sell, assign, transfer or convey this agreement in whole or in part without the prior written consent of the Purchasing Department. 37. CORRESPONDENCE: The bid number must appear on all correspondence, inquiries, etc. pertaining to the solicitations. 38. TERMINATION FOR DEFAULT: The City of Richardson reserves the right to enforce the performance of this contract in a manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contact. The City reserves the right to terminate the contract immediately in the event the successful bidder fails to: 1) Meet delivery schedules, or 2) Otherwise perform in accordance with these specifications. 39. FUNDING: The City of Richardson is a home-rule municipal corporation operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract for which funding is not available. 40. INDEMNIFICATION: The City of Richardson shall not be liable for any loss, damage, or injury of any kind or character to any person or property arising from the services of the Contractor pursuant to this agreement. The Contractor hereby waives all claims against City, its officers, agents and employees (collectively referred to in this section as “City”) for damage to any property or injury to, or death of, any person arising at any time and from any cause other than the sole negligence or willful misconduct of City. The Contractor agrees to indemnify and save harmless the City from and against any and all liabilities, damages, claims, suits, costs (including court costs, attorneys’ fees and costs of investigation) and actions of any kind by reason of injury to or death of any person or damage to or loss of property arising from the Vendor’s performance of services under this agreement or by reason of any act or omission on the part of the Contractor, its officers, directors, servants, agents, employees, representatives, contractors, subcontractors licensees, successors or permitted assigns (except when such liability, claims, suits, costs, injuries, deaths or damages arise from or are attributed to sole negligence of the City). If any action or proceeding shall be brought by or against City in connection with any such liability or claim, the professional, on notice from City, shall defend such action or proceedings at the Contractor’s expense, by or through attorneys reasonably satisfactory to City. The Contractor’s obligations under this section shall not be limited to the limits of coverage of insurance maintained or required to be maintained by the Contractor under this agreement. This provision shall survive the termination of this contract.
12/9/2013 1:42 PM
p. 10
City of Richardson
Bid 20-14
41. FORCE MAJEURE: If, by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this contract, then such party shall give notice and full particulars of such Force Majeure, in writing, to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquake, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraint of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines, or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty. 42. VENUE: This contract will be governed and construed according to the laws of the State of Texas. This contract is performable in Dallas County, Texas. Venue for any action shall be in State District Court of Dallas County, Texas. 43. FINANCIAL INTEREST: The City of Richardson Charter provides that no officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services, except on behalf of the City and any officer or employee guilty thereof shall thereby forfeit such person's office or position. Any violation of this provision shall render this contract voidable at the discretion of the City. 44. DISCLOSURE OF CERTAIN RELATIONSHIPS: A person or business, and their agents, who contract with the city or seek to contract with the city for the sale or purchase of goods, services or property; are required by Texas Local Government Code, Chapter 176, to file a Conflicts Disclosure Questionnaire (FORM CIQ) created by the Texas Ethics Commission, which is available online at www.ethics.state.tx.us. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the city, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to a potential agreement with the city for the sale or purchase of goods, services or property. Such person and businesses, and their agents, must also file an updated questionnaire not later than September 1 of each year in which the person or business begins contract discussions or negotiations with the city, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to a potential agreement with a city and within seven (7) days after the date of an event that would make as filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1 but before September 1. 45. Copies of the Conflict of Interest Questionnaire (CIQ) and Conflicts Disclosure Statement (CIS) are available at www.cor.net/citysecretary.aspx?id=38.
12/9/2013 1:42 PM
p. 11
City of Richardson
Bid 20-14
CITY OF RICHARDSON TERMS AND CONDITIONS OF BIDDING FOR PAPER BIDS ONLY
1. TABULATIONS: Bid tabulation will be electronically posted within forty-eight (48) hours after the bid opening at www.cor.net and www.bidsync.com. BID RESULTS WILL NOT BE GIVEN BY TELEPHONE. 2. LATE BIDS: Bid packets received in the Purchasing Department after submission deadline will be returned unopened and will be considered void and unacceptable. The City of Richardson is not responsible for the lateness of mail carrier, weather conditions, etc. 3. ALTERING BIDS: Bid prices cannot be altered or amended after the submission deadline. Any alternation, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. 4. PRESENTATION OF BIDS: Complete bid packets must be presented to the Purchasing Department in a sealed envelope. The solicitation number and the name and address of the bidder must be written on the outside of the envelope or package.
12/9/2013 1:42 PM
p. 12
City of Richardson
Bid 20-14
CITY OF RICHARDSON TERMS AND CONDITIONS OF BIDDING FOR COOPERATIVE PURCHASING
As permitted under Government Code Title 7, Chapter 791.025, other governmental entities may wish to cooperatively purchase under the same terms and conditions contained in this contract (piggyback). Each entity wishing to piggyback must have prior authorization from the City of Richardson and Contractor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. The City of Richardson shall not be held responsible for any orders placed, deliveries made, or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract. IS YOUR FIRM WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO PIGGYBACK OFF THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS:
__________YES
12/9/2013 1:42 PM
__________NO
p. 13
City of Richardson
Bid 20-14
WORK HISTORY/REFERENCES Please list a minimum of five (5) references, other than the City of Richardson, who can verify your performance as a vendor. Performance includes, but shall not be limited to, references who can verify your firm’s ability to provide the intended goods or services of this bid/proposal. The City prefers references to be from customers for whom your firm has provided the same goods and/or services as those specified in this bid/proposal. Inaccurate, obsolete or negative responses from the listed references could result in the rejection of your bid/proposal. References will be checked by the City of Richardson. Additional pages may be attached, if needed.
1. Government/Company Name: Contact Person & Title: Phone Number & Email Address: Dates of Service: Description of Service and/or Products Provided:
2. Government/Company Name: Contact Person & Title: Phone Number & Email Address: Dates of Service: Description of Service and/or Products Provided:
3. Government/Company Name: Contact Person & Title: Phone Number & Email Address: Dates of Service: Description of Service and/or Products Provided:
12/9/2013 1:42 PM
p. 14
City of Richardson
Bid 20-14
WORK HISTORY/REFERENCES
4. Government/Company Name: Contact Person & Title: Phone Number & Email Address: Dates of Service: Description of Service and/or Products Provided:
5. Government/Company Name: Contact Person & Title: Phone Number & Email Address: Dates of Service: Description of Service and/or Products Provided:
12/9/2013 1:42 PM
p. 15
City of Richardson
Bid 20-14
CITY OF RICHARDSON CONTRACTOR INSURANCE REQUIREMENTS Contractors providing goods, materials and services for the City of Richardson shall, during the term of the contract with the City or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions: 1. Name the City, its officers, agents and employees as additional insured on all applicable coverage, including Products/Completed Operations with the exception of workers compensation insurance. Endorsements to be provided. 2. Provide for at least thirty (30) days prior written notice to the City for cancellation, nonrenewal, or material change of the insurance. Endorsement specifically naming the City of Richardson to be provided. 3. Provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss. Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. Certificate of insurance: A Certificate of Insurance evidencing the required insurance shall be submitted with the Bidder’s RFB/RFQ/RFP indicating all policy limits outlined in the specifications. In the document section of this bid is a “sample” Certificate of Insurance outlining the required types and limits of coverage required for this solicitation. If the contract is renewed or extended by the City, a Certificate of Insurance shall then be provided to the City prior to the date the contract is renewed or extended indicating the types and coverages (ie. additional insured, waiver of subrogation, etc). All coverage amounts listed shall be in United States dollars.
12/9/2013 1:42 PM
p. 16
City of Richardson
Bid 20-14
CERTIFICATIONS AND REPRESENTATIONS HUB STATUS ___________________________________________________ IS CERTIFIED AS A: (CHECK ONE, IF APPLICABLE) HISTORICALLY UNDERUTILIZED BUSINESS ENTERPRISE
___________
MINORITY-OWNED BUSINESS ENTERPRISE
___________
WOMEN-OWNED BUSINESS ENTERPRISE
___________
PLEASE ATTACH OFFICIAL DOCUMENTATION FROM THE STATE OF TEXAS OR OTHER QUALIFIED CERTIFICATION AGENCY OF M/WBE STATUS OF YOUR COMPANY WITH THIS BID/PROPOSAL. * * * * * NOTE * * * * * THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL NOT AFFECT THE BID AWARD. (SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT.) CERTIFICATION OF NON-DISCRIMINATION A.
The contractor (successful bidder) and/or any subcontractor(s), if permitted, certifies complete compliance with the Federal Civil Rights Law and the Americans with Disabilities Act, agreeing to non-discrimination based on race, age, color, religion, disability, gender, ancestry, national origin, or place of birth in employment practices, programs and services. These practices, programs, and services shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other compensation; and selection for training, including apprenticeship.
B.
The contractor shall in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, age, color, religion, disability, gender, ancestry, national origin, or place of birth.
C.
Upon request by the City of Richardson, the contractor shall furnish all information or reports required to investigate his/her payrolls and personnel records, which pertain to current contract(s) with the City for purposes of ascertaining compliance with this non-discrimination certification.
12/9/2013 1:42 PM
p. 17
City of Richardson
Bid 20-14
CERTIFICATION OF INDEPENDENT PRICE DETERMINATION By submission of this bid, the bidder certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement: A.
The prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;
B.
Unless otherwise required by law, the prices which have been bid herein have not knowingly been disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening of bids, directly or indirectly to any other bidder or competitor; and
C.
No attempt has been made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.
BID CERTIFICATION The undersigned hereby certifies that he has read, understands and agrees that acceptance by the City of Richardson of the bidder's offer by issuance of a purchase order will create a binding contract. Further, he agrees to fully comply with documentary forms herewith made a part of this specific procurement. NAME OF COMPANY _______________________________________________________ AUTHORIZED SIGNATURE _______________________________________________________ ADDRESS _______________________________________________ CITY AND STATE ________________________ ZIP____________ PHONE NUMBER ________________________________________ DATE ____________
12/9/2013 1:42 PM
p. 18
City of Richardson
Bid 20-14
OUT OF STATE CERTIFICATION As defined by Section 2252.001 of the Texas Government Code: Resident bidder/proposer refers to a bidder/proposer whose principal place of business is in this state (Texas), including a contractor whose ultimate parent company or majority owner has its principal place of business in this state (Texas). Non-Resident bidder refers to a bidder/proposer who is not a resident. (
)
I certify that my company is a “Resident Bidder/Proposer”: ___________________________________ Company Name
(
)
I certify that my company qualifies as a “Non-Resident Bidder/Proposer” (Note: You must furnish the following information)
Indicate the following information for your “Resident State” (the state in which your principal place of business is located): ________________________________________________________________ Company Name Address
City
____________________________________________________________ State Zip
A. Does your “resident state” require proposers whose principal place of business is in Texas to underprice proposers whose resident state is the same as yours by a prescribed amount or percentage to receive a comparable contract? (
)
Yes
(
)
No
B. What is the prescribed amount or percentage? $__________________ or _______________________% By signature below, I certify that the above is true and correct and that I am authorized by my company to make such certifications. ___________________________________________________________ Company Name ____________________________________________________________ Signature of Authorized Company Official Date
12/9/2013 1:42 PM
p. 19
City of Richardson
Bid 20-14
VENDOR SUPPLEMENTAL INFORMATION Name of Company: ______________________________________________________________ Indicate the state by which your business is governed: ___________________________________ Is the company a: Sole Proprietorship
Yes _____
No _____
General Partnership
Yes _____
No _____
Limited Partnership
Yes _____
No _____
Corporation
Yes _____
No _____
Other: ____________________________________________________________________ If the company is a sole proprietorship, please list the owner’s full legal name, the name under which business is conducted (i.e. d/b/a), the address for the company, including the state and county in which your business is located:
If the company is a general partnership, please list the exact name of the partnership, whether it is a partnership formed under the laws of the State of Texas or another state, the business address for the partnership, including the state and county, and list of the names of all of the partners for the partnership:
If the company is a limited partnership, please list the exact name of the limited partnership, whether it is a limited partnership formed under the laws of the State of Texas or another state, the business address for the limited partnership, including the state and county, and list the names of all the general partners for the partnership:
In the case of a limited partnership (foreign or domestic), is it registered with the Secretary of the State of the State of Texas and authorized to do business in this State? Yes _____
12/9/2013 1:42 PM
No _____
p. 20
City of Richardson
Bid 20-14
Vendor Supplemental Information continued In the case of a limited partnership (foreign or domestic), is its general partner(s) registered with the Secretary of State of the State of Texas and authorized to do business in this State? Yes _____
No _____
If the company is a corporation, please list the exact name of the corporation, whether it is a corporation formed under the laws of the State of Texas or another state, the business address for the corporation, including the state and county, and list the names of all of the officers of the corporation:
In the case of a corporation (foreign or domestic), is it registered with the Secretary of State of the State of Texas and authorized to do business in this State? Yes _____
No _____
If the company is a limited liability company, please list the exact name of the limited liability company, whether it is a limited liability company formed under the laws of the State of Texas or another state, the business address for the limited liability company, including the state and county, and list the names of all the members/managers for the limited liability company:
In the case of a limited liability company (foreign or domestic), is it registered with the Secretary of State of the State of Texas and authorized to do business in this State? Yes _____
No _____
In the case of a limited liability company (foreign or domestic), is its member(s)/manager(s) (if not an individual) registered with the Secretary of State of the State of Texas and authorized to do business in this State? Yes _____
No _____
If the company is another entity not listed above, please lists the exact name and type of company, the state under which it is formed, the business address for the company, including the state and county, and lists the names of all of the persons authorized to act on the company’s behalf:
12/9/2013 1:42 PM
p. 21
City of Richardson
Bid 20-14
LOWER TIER PARTICIPANT DEBARMENT CERTIFICATION (Negotiated Contracts)
, being duly (Name of certifying official) sworn or under penalty of perjury under the laws of the United States, certifies that neither , nor its principals (Name of lower tier participant) are presently: debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency Where the above identified lower tier participant is unable to certify to any of the above statements in this certification, such prospective participant shall indicate below to whom the exception applies, the initiating agency, and dates of action. Exceptions will not necessarily result in denial of award but will be considered in determining contractor responsibility. Providing false information may result in criminal prosecution or administrative sanctions. EXCEPTIONS:
Signature of Certifying Official
Title
Date of Certification
12/9/2013 1:42 PM
p. 22
City of Richardson
Bid 20-14
BID #20-14 BID SPECIFICATIONS FOR ANTENNA SYSTEMS INSTALLATION – EMERGENCY OPERATIONS CENTER
I.
PRE-BID CONFERENCE & SITE VISIT A pre-bid conference will be held on Thursday, December 19, 2013 at the Richardson City Hall/Civic Center, 411 W. Arapaho Road, Richardson, TX 75080 in the Richardson Room at 10:00 a.m. CST. IT IS HIGHLY RECOMMENDED THAT ALL BIDDERS ATTEND THE PREBID CONFERENCE. Firms may ask questions about the Invitation for Bid process during this conference. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the conference, a written addendum will be sent to all representative firms within five (5) business days. Prospective bidders should download the bid and bring a copy to the pre-bid conference. Immediately after the Pre-Bid Conference, the Project Manager will take everyone in attendance on a site visit at the Emergency Operations Center to view the site for additional information and clarification. The site visit is not mandatory but Bidders are highly encouraged to attend this site visit. Bidders who cannot attend the site visit after the Pre-Bid Conference will be allowed to schedule an appointment with Mr. Sims, at his convenience, to see the site. Evaluation points will be given to bidders who view the site with the Project Manager.
II.
CLARIFICATION OF REQUIREMENTS All requests for additional information or clarification concerning this request for bid must be submitted, in writing, no later than 5:00 p.m. CST, Thursday, January 2, 2014 CST. All questions must be submitted through the Bidsync system and answers will be posted on Bidsync for all prospective bidders review.
III.
OUTLINE FOR SUBMITTAL OF BID A. If paper bids are submitted, each firm shall submit (1) original copy and four (4) additional copies of their bid, including all supporting documentation. If bids are submitted electronically, the bidder shall make sure all required supporting documentation is uploaded into the Bidsync.com system. Bids shall be accepted prior to 2:00 p.m. CST, January 7, 2014. No late bids will be accepted. Bids must clearly show the Bid #20-14 on the face of the envelope and be delivered to:
Purchasing Manager The City of Richardson City Hall, Room 101 411 W. Arapaho Road Richardson, TX 75080 P.O. Box 830309 (75083-0309) Phone: (972) 744-4130
12/9/2013 1:42 PM
p. 23
City of Richardson
Bid 20-14
B. The following documents must be included with this bid: 1. Signed Invitation to Bid document signed by a company representative authorized to contract for the company. 2. Certificate of Insurance 3. References (5) 4. Information and/or documents requested in VIII - Questionnaire
IV.
BEST VALUE BID EVALUATION PROCEDURES A. The City shall award a contract to the responsible bidder providing the best value for the antenna installation for the Emergency Operations Center. This is NOT a low bid solicitation based on price alone. All bidders must provide documentation and information requested in this solicitation in order to determine the best value outlined in “B” below. B. Pursuant to the Texas Local Government Code, § 252.043, Award of Contract, “Best Value” will be determined by considering: 1. Price – (50%); 2. The experience and qualifications of the bidder and bidder’s personnel to provide the goods and services outlined in this bid – (25%); 3. Information and comments received from References – (10%); 4. The extent to which the goods or services of the bidder meet the City’s needs and the bidder’s ability to meet the criteria specifically listed in this request for bid.(10%) 5. Site Visit (5%) C. Rejection and Waiver Rights: The City reserves the right to reject any and all bids, to waive minor irregularities, formalities, or requirements, as necessary, when it is in the best interest of the City to determine the best value.
V.
QUESTIONNAIRE Each bidder shall give written responses to the following questions in their bid response. A. Name of a person who is authorized to answer questions regarding the firm’s proposal. B. Year the firm was established and former names of the firm, if applicable. C. Name of principals and key personnel in the firm along with a brief biography of each highlighting their experience in providing systems similar in scope to this project. D. Supply the name of the person who will serve as the primary contact and/or supervisor of this job along with a brief biography of his/her experience in providing systems similar in scope to this project.
12/9/2013 1:42 PM
p. 24
City of Richardson
Bid 20-14
E. Provide a summary of the firm’s capabilities to provide all services requested in this solicitation. F. List a minimum of five (5) comparable scale installations equal to the project described in these specifications your firm has completed within the past three years. The service referenced should include all requirements specified in this bid. State the date, contact person, and phone number and/or email address of the primary contact. The “WORK HISTORY/REFERENCE” form provided in this solicitation may be used for this purpose. The references will be checked by City staff. G. List any additional experience that would make the firm uniquely qualified for this project. H. Provide a listing of all personnel who will be assigned to this account and an overview of their qualifications and professional training, including but not limited to, their years of business with your company, their years of business in the industry, and any special certifications or recognitions.
VI.
GENERAL SCOPE OF WORK Job Location: City of Richardson Fire Training / Emergency Operations Center 1621 E Lookout Drive Richardson, TX 75082 Project Manager : Kevin Sims – IT Support & Projects Manager The City of Richardson (City) has opened a new Fire Training and Emergency Operations Center (EOC). The facility hosts EOC communications functions, a backup communications dispatch center, and a R.A.C.E.S. communications center. Various two-way radio devices are required to support the communications requirements of the facility. The Contractor will provide all labor and materials necessary to engineer and install the antenna systems that will support the two-way radio units. The City will supply all radio units, a monopole antenna structure, and will perform all connections to radio units. The Contractor will provide antennas, transmission lines, grounding, lightning protection, terminations, installation hardware, and installation services for 23 antennas as described herein. The Contractor will engineer antenna placements on the monopole structure to minimize mutual interference between radio units. The Contractor will also furnish and install four transmission lines connecting two existing dual element antennas, and will furnish and install a rotor control cable for an existing rotor mechanism mounted atop the monopole structure.
12/9/2013 1:42 PM
p. 25
City of Richardson
VII.
Bid 20-14
REFERENCE STANDARDS All materials and services shall comply with all governing codes and applicable reference standards including relevant sections of: • • • • • • • • • •
VIII.
Motorola R56 Standards and Guidelines for Communications Sites, 68-81089E50 printed version or 98-80384V83 CD-ROM version American National Standard for Telecommunications, T1.334-2002: "Electrical Protection of Communications Towers and Associated Structures" Telecommunications Industry Association TIA/EIA-222-G: "Structural Standards for Antenna Supporting Structures" 2006 International Building Code 2005 National Electrical Code 2006 International Fire Code ANSI/TIA/EIA-568B: "Commercial Building Telecommunications Cabling Standard, CSA T529" ANSI/TIA/EIA-606: “Administration Standard for Telecommunications Infrastructure of Commercial Buildings”, CSA T528 ANSI/TIA/EIA-569: “Commercial Building Standard for Telecommunications Pathways and Spaces”, CSA T530 ANSI/TIA/EIA-607: “Commercial Building Grounding/Bonding Requirements”
FACILITY DESCRIPTION AND REFERENCE IMAGES The following images of the job location and antenna mounting facilities are provided for reference purposes to aid the Bidder in preparation of a bid response. A. Antenna Structure: Antennas will be mounted on the existing Sabre monopole structure, which is located adjacent to the building. The height of the existing pole is 180 feet above ground level (AGL) with triangular antenna platforms mounted at 177 feet (AGL) and 159 feet (AGL); see Attachments for monopole drawings and platform details.
12/9/2013 1:42 PM
p. 26
City of Richardson
12/9/2013 1:42 PM
Bid 20-14
p. 27
City of Richardson
B.
12/9/2013 1:42 PM
Bid 20-14
Entry Ports (Exterior & Interior Views):
p. 28
City of Richardson
Bid 20-14
C.R.A.C.E.S. Termination Panel
IX.
Detailed Scope of Work A. General Requirements •
•
• • • •
The City of Richardson has prepared this specification based upon its best efforts to identify all requirements, scope, and materials needed to execute the Project. The Bidder shall perform a Site Walk to clarify and verify all requirements and materials necessary to perform the Scope of Work. Bidder shall be responsible for adding any necessary materials to the parts lists included herein. Any specific part number listed in this section is intended to reflect the performance and quality required for the Project. Substitute part numbers may be proposed if the substitute part provides equivalent performance and quality and if the substitute part is approved in advance by the City. All transmission line and jumper terminations shall be Type N male unless specifically stated otherwise herein. All outdoor terminations, connections, and ground kits shall be weather proof. Each end of all transmission line segments shall be labeled one foot from the termination point using the nomenclature agreed upon between the Contractor and the City. Each antenna shall be labeled at the base. All outdoor labels shall be weather proof. All cable routing on the monopole structure shall be interior to the pole and utilize existing entry and exit ports at the appropriate elevations. Cabling shall be secured per best practices. Existing cable ladder will be utilized for cable routing in the Server Room. All cable routing in other areas within building will occur above the drop ceiling utilizing light weight or wire mesh cable tray suspended from structural steel. Cable routing hardware shall not be secured to nor suspended from the ceiling grid. Section 4.7 includes 120 feet of
12/9/2013 1:42 PM
p. 29
City of Richardson
•
Bid 20-14
Hoffman QTP2X8 light weight cable tray. Similar cable try such as Mono-Mesh MM2-10118 is available at the Contractor’s preference. It should be noted that the cable try run includes one 90 degree bend. All firewall penetrations (if any) will be fire stopped with fire seal.
B.External Grounding Enhancements Supply and install per R56 a 4" X 20" X 1/4" ground bus bar (with 7/16" lug holes, 2 standoffs and 2 insulators) on the external wall near the entry port panel. Attach the ground bus bar to the existing ground leads extending from the monopole grounding system. Supply and install grounding for the existing ice bridge and associated support poles per R56. Attach the ice bridge grounding cables to the existing ground leads extending from the monopole grounding system. C.Internal Grounding Enhancements Supply and install per R56 a 4" X 20" X 1/4" ground bus bar (with 7/16" lug holes, 2 standoffs and 2 insulators) on the interior wall near the entry port panel. The entry port panel is located in the "Server Room" Attach the ground bus bar to the existing ground leads extending from the monopole grounding system. Supply and install a surge suppression bulkhead panel for connection of inline surge arrestor devices to be utilized for all transmission lines. All surge arrestor devices must be suitable for the frequency range of operation for the assonated antennas. Supply and install a 4" X 20" X 1/4" ground bus bar (with 7/16" lug holes, 2 standoffs and 2 insulators) on the wall near the R.A.C.E.S. termination panel in the R.A.C.E.S. room and connect to the existing grounding system per R56. D. Backup Dispatch Center The Backup Dispatch Center will support five dispatch positions each equipped with a dualband VHF/800 MHz radio. Separate antennas will be utilized for each radio input for a total of 10 antennas (five-VHF and five-800 MHz). See Attachments for Backup Dispatch Center room layout, transmission line termination locations, and cable routing to the cable entry port location in the Server Room. Each transmission line shall utilize CommScope LDF4-50A Heliax cable extending from the antenna to an inline surge arrestor immediately inside of the cable entry port. The transmission line shall be equipped with top and bottom ground kits specifically designed for the transmission line make and model. LDF4-50A will continue from the surge arrestor along the specified cable path and terminate above the wall of the designated cable drop. 1/4" flexible jumper (CommScope FSJ1-50A) will be utilized for the final cable drop through the wall and will terminate at a wall plate at the designated location. All cable terminations throughout the cable run shall be type N male. A dual wall plate kit with two N female (back-of-wall and front-of-wall connectors) shall be installed at the designated location for each VHF & 800 MHz transmission line pair. The following is a listing of equipment and materials required for the Backup Dispatch Center. The Bidder shall be responsible for verification that all required materials are included per the Scope of Work and site walk performed.
12/9/2013 1:42 PM
p. 30
City of Richardson
QTY 5 5 10 10 10 2200 10 10 10 250 40 10 10 40 10
Bid 20-14
Description MFB-8585 806-866 MHz Antenna MFB-1503 150-174 MHz Antenna PCTEL MMK12 Brackets FSJ1-50A Jumpers Surge Arrestors Approximate Feet of LDF4-50A Top Ground Kits CommScope SG1206B2A Bottom Ground Kits CommScope 294500 Weather Proofing Kits Ty27MX Labels Hoisting Grips Polyphaser ground N Male Connector Dual N Female Wall Plate
E. EOC The EOC will support two communications positions each equipped with a dual-band radio. One location will support a VHF/800 MHz radio and the second location will support a UHF/700-800 MHz radio. Separate antennas will be utilized for each radio input for a total of four antennas (one-VHF, one-UHF, one-800 MHz, and one-700-800 MHz). See Attachments for EOC room layout, transmission line termination locations, and cable routing to the cable entry port location in the Server Room. Each transmission line shall utilize CommScope LDF4-50A Heliax cable extending from the antenna to an inline surge arrestor immediately inside of the cable entry port. The transmission line shall be equipped with top and bottom ground kits specifically designed for the transmission line. LDF4-50A will continue from the surge arrestor along the specified cable path and terminate above the wall of the designated cable drop. A wall penetration and 3" conduit sleeve shall be added above the ceiling and adjacent to existing penetrations between the Server Room and EOC to accommodate the specified EOC transmission lines. 1/4" flexible jumper (CommScope FSJ1-50A) will be utilized for the final cable drop through the wall and will terminate at a wall plate at the designated location. All cable terminations throughout the cable run shall be type N male. A dual wall plate kit with two N female (back-of-wall and front-of-wall) connectors shall be installed at the designated location for each dual band transmission line pair. The following is a listing of equipment and materials required for the EOC. The Bidder shall be responsible for verification that the required materials are included per the Scope of Work and site walk performed.
12/9/2013 1:42 PM
p. 31
City of Richardson
QTY 1 1 1 1 4 4 1 805 4 4 100 16 4 4 16 1 2 4
Bid 20-14
Description MFB-8585 806-866 MHz Antenna MFB-1503 150-174 MHz Antenna Telewave ANT450F2 UHF Antenna PCTEL Maxrad - 746-869 MHz Antenna 4-PCTEL MMK12 Brackets FSJ1-50A Jumpers 1-Surge Arrestors Approximate Feet of LDF4-50A Top Ground Kits CommScope SG1206B2A Bottom Ground Kits CommScope 294500 Ty27MX Labels Hoisting Grips Polyphaser ground N Male Connector 3" Conduit Sleeve Dual N Female Wall Plate Weather Proof Kits
F. R.A.C.E.S The R.A.C.E.S. room will host 16 transmission lines runs between the cable entry port in the Sever Room and the existing wall panel in the R.A.C.E.S. room. Three of these transmission lines will terminate at the surge arrestor panel at the cable entry port and serve as spares or for future use. The remaining 13 transmission lines will support antennas on the monopole. Each of the 13 exterior transmission lines (supporting antennas on the monopole) shall utilize CommScope LDF4-50A Heliax cable extending from the antenna to an inline surge arrestor immediately inside of the cable entry port in the Server Room. Each transmission line shall be equipped with top and bottom ground kits specifically designed for the transmission line make and model. All 16 interior LDF4-5A transmission lines will continue from the surge arrestor along the specified cable path (per Attachments) and terminate above the wall at the location of the existing wall panel. 1/4" flexible jumper (CommScope FSJ1-50A) will be utilized for the final cable drop through the wall and will terminate at the existing wall plate. All cable terminations throughout the cable run shall be type N male. The City will provide the final N female to N female connectors for the existing wall plate.
12/9/2013 1:42 PM
p. 32
City of Richardson
Bid 20-14
The Contractor shall supply and install a rotor control cable for an existing Yaesu G1000DXA Rotor mounted atop the pole. The control cable shall be heavy duty 8-wire rotor cable with two #14 and six #18 stranded tinned copper wires and UV resistant PE jacket. The rotor cable shall be connected to the rotor per manufacturer's instructions and extend from the Yaesu rotor to the R.A.C.E.S. wall panel. Excess cable shall be left in the wall behind the panel. The City will be responsible for final cable trimming and connection to the rotor controller. Two of the R.A.C.E.S. antennas are existing on the monopole and mounted on the Yaesu rotor. These dual element antennas are a Force 12 Delta 6BA & Mosley AM-2N6 and will utilize four of the transmission lines described above. The associated surge arrestors for these existing antennas must be suitable for the frequencies of operation. The Contractor will be responsible for final connection to the antennas. The remaining antennas and materials for R.A.C.E.S. are included below. The Bidder shall be responsible for verification that all required materials are included per the Scope of Work and site walk performed.
QTY 2 2 1
Description DB224E 150 MHz Antenna BOA4357 440b MHz Antenna MFB1563 156-162 MHz Antenna Long Wire, Alpha Delta DX-LB+, DX2 CC Antenna 1 Discone Diamond D-3000N Antenna 1 1.2 GHz Omni Antenna 6 PCTEL MMK12 2 Wire Antenna Mounts, chain mounts 16 FSJ1-50A Jumpers 16 Surge Arrestors 6000 Approximate Feet of LDF4-50A Top Ground Kits CommScope SG1216 06B2A Bottom Ground Kits CommScope 16 294500 Approximate Feet of Rotor Control 320 Cable 150 Ty27MX 32 Labels 8 Hoisting Grips 16 Polyphaser ground 64 N Male Connector 16 Weather Proofing Kits
12/9/2013 1:42 PM
p. 33
City of Richardson
Bid 20-14
G. Miscellaneous Additional Equipment The following miscellaneous materials are required to complete the requested Scope of Work: QTY Description 6 Chain Mount High Quality UHF/VHF Directional TV 2 Antenna Approximate Feet of RG6 Coaxial 400 Cable 8 2" X 10" bus bar 12 Angle adapter 12 Hardware/Copper Paste 50 #2 AWG 20 Lugs 18 2" Pipes with brackets 8 PTP Kits 8 Entry Boots 20 Hangers 75 Platform hangers with hardware 120 feet of Hoffman QTP2X8 cable 120 tray and mounting hardware 90 degree junction for Hoffman 1 QTP2X8
H. Antenna Placement and Interference Control The Bidder shall develop an antenna layout that minimizes interference, transmitter noise, and receiver desense between radio units. Priority should be given to the EOC and Backup Dispatch Center antennas. The existing two antenna platforms shall be utilized to the extent possible. Three chain mounts will be added at the 119 foot level to support a portion of the R.A.C.E.S. antennas; three chain mounts will also be added at the 89 foot level for future use (see additional chain mounts in §4.7). The additional equipment in §4.7 includes eight 2" X 10" ground bus bars to be utilized for antenna grounding. Three ground bars will be added for each antenna platform. An additional ground bar will be utilized at each of the two levels supporting chain mounts (119 feet & 89 feet). All grounding methods shall conform to R56. The Bidder will document and itemize all antenna dimensions, associated frequency bands, and transition lines, and develop a recommended antenna layout to optimize performance and minimize mutual interference between radio units. The recommended antenna layout shall be provided as a scaled 3D CAD drawing detailing the platforms and antenna locations with a proposed labeling scheme. The labeling scheme will be utilized throughout each transmission line run. Failure to submit a competent and viable antenna layout will result in Bid disqualification.
12/9/2013 1:42 PM
p. 34
City of Richardson
I.
Bid 20-14
Testing & Verification All antennas, transmission lines, and jumpers shall be tested with a network analyzer or TDR to verify specified performance. All tests shall be stored electronically and compiled into a final test report. The test report shall clearly label the associated device under test. All antennas shall be tested to verify manufacturer specified VSWR (not worse than 1.5) within the proposed band of operation. All transmission line segments and each transmission line run as a whole shall be tested to verify specified performance based upon measured VSWR, distance to fault, and return loss with calibrated open, short, and 50 ohm load.
J.
Documentation The Contractor shall deliver the following documentation before final payment: • • • • •
Listing of all materials provided As-built drawing of antenna placements on monopole As-built drawing of cable routing and terminations All manufacturer supplied documentation Testing results
X. Design Review Prior to ordering materials to perform the Scope of Work, the Contractor shall perform a Design Review with the City’s designated Project Manager. The Design Review shall confirm all installation plans, cable routes, antenna layout, labeling nomenclature, materials, requirements, and scope of work. No materials shall be ordered nor work performed prior to approval of the Design Review by the City’s Project Manager.
XI.
Change Orders Additions or deletions to the Scope of Work and/or materials may be ordered through the assigned Project Manager. All added or deleted items will be included in final documentation and warranties.
XII.
Billing Parts and labor must be separate line items.
12/9/2013 1:42 PM
p. 35
12/9/2013 1:42 PM
City of Richardson
p. 36
Bid 20-14
City of Richardson
Bid 20-14
Question and Answers for Bid #20-14 - Antenna System Installation - Emergency Operations Center
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
12/9/2013 1:42 PM
p. 37
