THE CITY OF DALLAS REQUEST FOR COMPETITIVE SEALED PROPOSALS (RFCSP) FOR THE EVALUATION, SELECTION, AND ACQUISITION OF In Car Mobile Data Computers (MDC) & Rugged Laptops Bid # BHZ1518
TABLE OF CONTENTS 1. PURPOSE ............................................................................................................... 3 2. SCOPE OF WORK .................................................................................................. 3 2.1. SPECIFICATIONS ................................................................................................... 4 2.1.1. GENERAL SPECIFICATIONS .......................................................................... 4 2.1.2. LIFESPAN......................................................................................................... 4 2.1.3. COMPLETENESS ............................................................................................ 4 2.1.4. CURRENCY OF EQUIPMENT ......................................................................... 4 2.1.5. ACQUISITION................................................................................................... 4 2.1.6. COMPUTER EQUIPMENT ............................................................................... 5 2.1.7. BIOS CUSTOMIZATION ................................................................................... 8 2.1.8. WARRANTY ..................................................................................................... 8 2.1.9. EQUIPMENT DELIVERY .................................................................................. 8 2.1.10. VENDOR PROVIDED WEB SITE ..................................................................... 8 2.1.11. IMAGE SUPPORT SERVICES ......................................................................... 9 2.1.12. LOSS/STOLEN PREVENTION MEASURES DETECTION .............................. 9 2.1.13. MOBILE MOUNTING SOLUTION FOR MDCS AND RUGGED LAPTOPS ...... 9 2.1.14. DOCUMENTATION .......................................................................................... 9 3. Qualification of Proposers ........................................................................................ 9 4. PRICING ................................................................................................................ 10 5. EXCEPTIONS ........................................................................................................ 10 6. INSURANCE REQUIREMENTS ............................................................................ 10 7. COMMUNICATION ................................................................................................ 10 8. PROPOSALS ......................................................................................................... 10 9. PROPOSAL SUBMITAL GUIDELINES .................................................................. 11 10. RFCSP INQUIRES................................................................................................. 11 11. PRE-PROPOSAL CONFERENCE ......................................................................... 12 12. OPENING OF PROPOSALS ................................................................................. 12 13. SELECTION OF BEST QUALIFIED PROPOSALS................................................ 12 14. DISCUSION WITH REASONABLY QUALIFIED PROPOSERS ............................ 13 15. REJECTION OR ACCEPTANCE OF PROPOSALS .............................................. 14 16. LATE AND WITHDRAWN PROPOSALAS ............................................................ 14 17. CONFIDENTIALITY ............................................................................................... 14 18. DISQUALIFICATIONS OF PROPOSERS .............................................................. 14 19. METHOD OF AWARD ........................................................................................... 14 20. CITY’S RESPONSIBILITY ..................................................................................... 15 21. PROPOSER’S RESPONSIBILITY ......................................................................... 15 22. METHOD OF SELECTION .................................................................................... 16 23. EVALUATION PROCEDURE & CRITERIA ........................................................... 16 24. BASIS OF EVALUATION ....................................................................................... 16 25. BUSINESS INCLUSION AND DEVELOPMENT .................................................... 18 26. INVOICE REQUIREMENTS .................................................................................. 18 27. PAYMENT .............................................................................................................. 18 28. TERMINATION ...................................................................................................... 19 29. ERROR AND OMISSION ....................................................................................... 19 1
30. SUPPLEMENTAL INFORMATION ........................................................................ 19 31. Proposer Evaluation Questionnaire Instructions .................................................... 19 31.1. RFCSP QUESTIONNAIRE ............................................................................. 19 EXHIBIT A – ESTIMATED REPLACEMENT SCHEDULE ............................................ 22 EXHIBIT B – PROPOSED CONFIGURATION.............................................................. 23 EXHIBIT C – VENDOR COST PROPOSAL .................................................................. 25 EXHIBIT D – ONSITE WARRANTY PARTS ................................................................. 27
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1. PURPOSE The purpose of this specification is to establish a 5 year purchase agreement with 3 – 1 year renewal options with a vendor qualified to provide: •
in vehicle Mobile Data Computers (MDCs)
•
Rugged Laptops
• Each proposed system(s) must include a 5 year warranty The proposed systems listed above will be awarded to a single or multiple proposers that can best satisfy the requirements of the City and the end users. If a proposer only addresses a portion of the requirements in their proposal, they must clearly specify what requirements and how the products meet the overall solution. Also, depending on the City’s requirements, not all items specified in this RFCSP may be purchased 2. SCOPE OF WORK The City of Dallas (City) is requesting proposals concerning the purchase of MDCs and Rugged Laptops. The term of this agreement will be 5 years with three (3) – One (1) year renewal options. The purchase of the equipment covered by this agreement will be spread out over a 5-year period initially with the vendor being responsible for products, and warranty. The City believes that a long-term arrangement to purchase computer equipment will provide it with the flexibility to take advantage of new and updated computer equipment and changes in pricing of equipment as these factors become available. The City will provide the Proposer with a schedule and number of estimated systems to be ordered each fiscal year, see Exhibit A. In addition, the City may place orders on an annual, quarterly, monthly, weekly, or daily basis for additional units depending upon the needs of the City. The successful Proposer must demonstrate the ability to provide, deliver, and support the appropriate hardware solutions that adhere to the specifications outlined in this RFCSP. The Proposer must provide warranty services. The proposer must convey prior experience with providing the proposed solution in other organizations and/or governments of comparable size, complexity and level of account activity.
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2.1. SPECIFICATIONS 2.1.1. General Specifications The following specifications outline the requirements of the City to acquire MDCs and Rugged Laptops. The system(s) that the City will procure must satisfy the requirements listed in this Section. 2.1.2. Lifespan Proposer must guarantee that all current technologies that the Proposer has available to the public at-large will be maintained or upgraded to the current industry standards throughout the contract period. Proposer must also guarantee that all hardware and software tools used to implement the proposed hardware solutions will remain, or be available during the contract period, or be replaced with equivalent equipment at no cost to the City. 2.1.3. Completeness All component parts proposed must be capable of performing as part of an entire system. It is the proposer’s responsibility to include all necessary components and modules to ensure that the hardware will be ready to work as part of the total system when delivered to the City. 2.1.4. Currency of Equipment All hardware components and parts must be bid and delivered at the most current model and release level (and that level must be agreed and specified by the City). All modifications, corrections, fixes, or other known changes that are generally available to customers must be included. To be considered as qualified for consideration, Proposers MUST bid hardware that is compatible with the City’s hardware specifications that are outlined within this RFCSP. 2.1.5. Acquisition The City may not acquire every item shown in this RFCSP. Actual items acquired, the order in which they are acquired, and the features or components that are herein listed, may be deleted or increased at the sole discretion of the City. The City may also need to acquire equipment that is not part of the designated standard specified in this RFCSP but is comparable and aligned with the scope of the agreement.
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2.1.6. Computer Equipment MDC systems that meet the following minimum or equivalent specifications:
Ruggedized Case
Rugged case that meets Mil-spec 810F for vibration durability, SAEJ1455 for automotive crash shock standard, sealed ports-screen-keyboard, thermaldust- moisture resistant, secure locking, IP65 Certification
Processor
Intel i5 or better
Motherboard
Must support 8 Gig RAM
Memory:
8GB RAM
Hard Drive
128 GB or higher Solid State Drive Required: docking connector, 2 USB, VGA/HDMI, headphone/speaker out/ ,
I/O Ports Optional: RS2323 Serial
Docking/mounting
Secure fix mount and docking, to support, keyboard, monitor, mouse, network, 4 powered high speed USB ports, RF/wireless (pass-through), printer, camera, and drives. Rapid and timed charging option
Wireless Connectivity
Wireless 802.11 (b)(g)(g/a), optional mobile broadband, optional Bluetooth and Datatec radio
Certification:
Energy Star Compliant,
Operating system
Windows 7, License supplied by City of Dallas, Texas (Must be Window 8 capable)
Power
Display
8 Hour Battery Life 2 Hour Quick Charge capability 13” – 14” (max) wide screen LCD panel (1024x768), sealed, strike resistant, finger touch sensitive, 500 NIT outdoor screen brightness 5
External Display
Support up minimum resolution of 1024x768 Finger touch sensitive
Video
Integrated Graphics, 256MB shared memory
Keyboard
Integrated 87-Key US, spacing 19.05mm, sealed key design, back lighted
Pointing Device
Touchpad
Sound System:
Integrated Audio, 2.0 Watt integrated speakers
Network Adapter:
Gigabit, 10/100/1000 Ethernet interface adapter
Desktop
Pre-boot Execution Environment (PXE) and Wake on LAN (WOL) compatible
Management
Options for physical multifactor authentication Multifactor
Optional Remote Monitor
Including: •
Biometric Fingerprint Reader
•
Multimode HID Card Reader
12” – 20” Finger touch sensitive with a minimum resolution of 1024x768 and associated mounting hardware
Rugged Laptop computer systems that meet the following minimum or are equivalent specifications:
Ruggedized Case
Rugged case that meets Mil-spec 810G for vibration durability, SAEJ1455 for automotive crash shock standard, sealed ports-screen-keyboard, thermaldust- moisture resistant, secure locking, and IP65 certification
Processor
Intel® i5 Processor or Better
Motherboard
Must support 8 Gig of RAM
Memory:
4GB with an option for 8GB RAM
Hard Drive
128 GB or higher Solid State Drive Required:
I/O Ports
docking connector, 4 USB, VGA/HDMI, headphone/speaker out/ Ethernet RJ45, Optional: RS232 Serial connection 6
Docking
Docking port to support, keyboard, VGA/HDMI, mouse, network, USB, and drives
Wireless Connectivity
Wireless 802.11 (b)(g)(g/a), optional mobile broadband, optional Bluetooth
Certification:
Energy Star Compliant
Operating system
Windows 7, License supplied by City of Dallas, Texas (Must be Windows 8 Capable)
Power
Minimum 8 Hour Battery Life 2 Hour Quick Charge
Display
Min 13 inch, wide screen LCD panel (1280x800) With Finger Touch Sensitivity, 500 NIT Outdoor Screen Brightness
External Display
Support up to maximum resolution of 1920x1200
Video
Integrated graphics, Min 256MB shared memory
Keyboard
Integrated 87-Key US,
Pointing Device
Touchpad
Sound System:
Integrated Audio, integrated speakers and Microphone
Network Adapter:
Gigabit, 10/100/1000 Ethernet interface adapter
Camera
Front and Rear Facing Cameras
Desktop
Pre-boot Execution Environment (PXE) and Wake on LAN (WOL) compatible
Management
Options for physical multifactor authentication Multifactor
Optional Remote Monitor
Including: •
Biometric Fingerprint Reader
•
Proximity Card
12” – 20” Finger touch sensitive with a minimum resolution of 1024x768 and associated mounting hardware, 500 NIT outdoor screen brightness
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2.1.7. BIOS Customization Systems must allow local BIOS Flash by City personnel to restore the system to base configuration in the event the BIOS system is locked. All systems must be compatible with Comp trace Tracking and be TPM 1.2 or higher compliant. 2.1.8. Warranty MDCs and Rugged Laptops will be covered by Five (5) year warranty for each unit purchased (duty lifecycle) with guaranteed 24 hour response time and five (5) day repair time on warranty service. In the event a unit or component cannot be repaired within the five (5) day repair time, Proposer(s) will be required to replace the unit or component with an item of equal or better quality within 48 hours. Any unit or with the same issue on multiple occasions will be replaced by the Proposer at no cost to the City. The Proposer(s) will also provide a warranty/replacement program for rugged laptop batteries to be included in the purchase of for the duty lifecycle of the device. Proposer will maintain an inventory of warranty parts at the City for City technicians. A list of Warranty parts is included in Exhibit D. 2.1.9. Equipment Delivery Delivery of equipment shall meet the City established timelines. The Provider must deliver within a schedule of approximately 20 business days from the time of order placement. In some cases, the City may request an order be expedited and expects special cost for this delivery service. 2.1.10. Vendor Provided Web Site The Proposer(s) will provide an interactive web site for select City staff to review, update equipment specifications, pricing, view optional equipment add-on, and develop specific device configurations with optional equipment with updated pricing. The web site will have the necessary security measures to protect the user data and prevent unauthorized access. The site will support the ability purchase equipment on-line, to include estimated updated pricing, delivery date, funding sources, order status, equipment shipped or returned, and various 8
custom user reports. Site should also be capable of handling workflow approvals, search features and comprehensive reporting. 2.1.11Image Support Services The City will provide all Image Service.
2.1.12. Loss/Stolen Prevention Measures Detection The City will provide software to enable the detection of lost or stolen equipment. All systems must be compatible with the City’s current loss prevention application, Comp trace. If proposer(s) are recommending similar software, provide specs and system requirements. City must approve alternate solution.
2.1.13.Mobile Mounting Solution for MDCs and Rugged laptops The Proposer(s) will provide mobile mounting solutions for a variety of City owned equipment(s) which are permanently fixed mounted and/or portable-easily removal. The various solutions must both satisfy the physical safety of the device and the personal safety of the user. In some cases, the mounting solution may require a primary device with a secondary slave unit located in another compartment of the vehicle. The proposed solution must provide sufficient power to charge, recharge, and maintain battery current. Offer sufficient ports for various peripherals such as Digital Video Recorder (DVR), camera, portable printer, magnetic-stripe card reader, and broadband hot spot. Support connectivity for wireless and broadband communications. Provide features as to not drain the vehicle battery when the computer is operational and the vehicle is stopped or parked with the motor running or not. 2.1.14. Documentation The proposer shall provide at least three (3) complete digital sets of installation and service manuals and documentation for all hardware acquired upon request. The Proposer must provide electronic copies of all Proposer(s) supplied training and other documentation. The City requires written consent from the proposer to make multiple copies of manuals and documentation as needed for in-house use. 3. QUALIFICATION OF PROPOSERS 9
The successful proposer(s) shall demonstrate the ability to deliver, the install process, and support the systems as specified. The successful proposer should be in an established business of Five (5) years or more. If requested, proposers must provide references to provide proof of five (5) or more years of business 4. PRICING Pricing provided in the responses will be considered firm for the five year term of this agreement from the date of the award. 5. EXCEPTIONS Any and all exceptions to specifications must be addressed by email to the buyer no later than two (2) days following the pre-proposal conference. If exceptions are approved, all proposers will be notified by an addendum to the original offer. If there are no exceptions, the full list of items must be furnished exactly as described. 6. INSURANCE REQUIREMENTS The awarded contractor shall provide a certificate of insurance evidencing proof of General Liability, Automobile, and Workers’ Compensation insurance coverage. The City will be provided a Waiver of Subrogation on the Workers’ Compensation policy. The City will be shown as the certificate holder. This insurance shall stay in force for the duration of the contract. 7. COMMUNICATION In order to provide the customer service required, proposer(s) shall respond quickly and clearly, this is essential for the City. Proposer shall answer written correspondence from the City within two (2) working days; proposer shall have a company employee (no answering machine or service) answering the phone during normal business hours or provide either a mobile phone or pager number. Phone messages left with personnel must be returned within two (2) hours. 8. PROPOSALS All proposals shall be submitted in a sealed envelope clearly marked with BHZ1518 In Car Mobile Data Computers & Rugged Laptops 10
All proposals shall be received at the address below before 2:00 p.m. central on the due date. The City is not responsible for submissions not properly identified.
All Proposals shall be addressed to: RFCSP# BHZ1518 Attn: Judy Levin-Simmons 1500 Marilla St., Suite 3FN Dallas, TX 75201 Any proposals received after 2:00 p.m. on the due date will be considered late and nonresponsive and returned to the applicant unopened. The City reserves the right to reject any and/or all proposals or waive irregularities. 9. PROPOSAL SUBMITAL GUIDELINES 1. No modifications or addenda will be accepted after the proposal
submission date and time unless requested by the City. 2. Proposals received after the due date and time will not be accepted and
will be returned to the proposer unopened. 3. Each firm’s proposal shall be typed and submitted as:
a. One (1) Original – clearly marked “ORIGINAL” on the front. b. Eight (8) legible hard Copies – each clearly marked “COPY” on the front. c. Five (5) electronic copies on 5 separate flash drives of the entire submittal with the firm name, solicitation number and submittal name on the front. 4. All shall be submitted in a sealed package. Faxed or emailed responses are not acceptable. 5. The original proposal shall be clearly marked "ORIGINAL” and signed in blue ink, by hand, in the space marked Authorized Signature. 10. RFCSP INQUIRES During the Solicitation process, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to:
[email protected] All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is no later than three days following 11
the Pre-Proposal Conference. Requests for information will not be honored beyond the established timeframe to allow sufficient time for distribution of the requested information to proposers. Responses provided will be written and will be issued via Addendum. Addenda will be made available electronically on the City’s procurement website https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService No proposal negotiations, decisions or actions initiated by any proposers as a result of any verbal discussion with any City employee shall be binding upon the City. Only proposers will be notified of any communications after the proposal closing. All inquiries shall be directed to the buyer assigned to this procurement. Inquiries are not to be directed to any consultant of the City or City staff member. Such action may disqualify proposers from further consideration of this RFCSP. During the initial review of the RFCSP and preparation of proposals, proposer(s) may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, proposer(s) shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all proposers before the RFCSP due date and time. The Business Development and Procurement Services Department will make all necessary arrangements for direct contact with other City departments, if required. 11. PRE-PROPOSAL CONFERENCE The City shall hold a pre-proposal conference for potential Proposers concerning the City’s requirements. The pre-proposal conference will be held at 10:00 a.m. on July 20th, 2015 at Dallas City Hall, 1500 Marilla St., Conference room B located on L1FN, Dallas, Texas 75201. This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-qualification conference, it will be posted as an addendum online for all potential Proposers to view. This RFCSP shall only be modified by written addendum. Verbal agreements or statements are not official and are non-binding on the City. 12. OPENING OF PROPOSALS Proposals will be opened by the City at 2:00 p.m. the day following the due date so as to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process. 13. SELECTION OF BEST QUALIFIED PROPOSALS 12
An evaluation committee will review the proposals submitted by all proposers. On the basis of the evaluation criteria, the City will determine which proposal(s) are best qualified for the award of the contract. The City may at any time, investigate a proposer's ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City's request; however, if failure to submit such information does not clarify the City's questions concerning the ability to perform, the City may discontinue further consideration of a particular proposal. Please be aware that the City may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City. The City or its representative reserves the right to cancel this agreement anytime if the services are deemed unsatisfactory. 14. DISCUSION WITH REASONABLY QUALIFIED PROPOSERS The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers. The request for best and final offers may include: • Notice that this is the opportunity to submit written best and final offers. • Notice of the date and time for submission of the best and final offer. • Notice that if any modification is submitted, it shall be received by the date and time specified or it may not be considered. Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the City considering price or cost and the evaluation factors in the RFCSP. After the most advantageous proposer(s) has been identified, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, Purchasing will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and Business Development and Procurement Services executes a completed contract or Business Development and Procurement Services determines that no acceptable alternative proposal exists.
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The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint. 15. REJECTION OR ACCEPTANCE OF PROPOSALS This RFCSP does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP. The City will require the recommended proposer to sign the necessary contract documents prepared by the City Attorney's Office. A sample contract is included as an attachment. 16. LATE AND WITHDRAWN PROPOSALS Proposals offered to the City after the time and date will not be accepted. Any proposal may be withdrawn prior to the scheduled due date. 17. CONFIDENTIALITY Respondents are advised that materials contained in proposals are subject to open records after the contract award, and may be viewed and copied by any member of the public, including news outlets and competitors. The Attorney General may make the final determination as to whether documents are releasable. 18. DISQUALIFICATIONS OF PROPOSERS Proposers may be disqualified for any of the following reasons, but not limited to: • Reason to believe collusion exists among the proposers. • The proposer is involved in any litigation against the City. The proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City within the past five years. 19. METHOD OF AWARD The City reserves the right to award by the method deemed most advantageous to the City. 14
The City will require the selected proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the successful proposers and the City. City staff may elect to request the awarded vendor provide a live demonstration of the system to ensure the desired end result is obtained. • • • • • • •
No work shall commence until the contract document(s) are signed; and proposer has provided necessary evidence of insurance as required. In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected proposers and commence negotiations with another proposer. If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities. Misrepresentation of the proposers’ ability to perform as stated in the proposal may result in cancellation of the contract award. The City reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available. The City will require the Contractor to sign the necessary contract documents prepared by the City Attorney’s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee. Contract award will be subject to approval by the Dallas City Council. The City will require the awarded vendor Contractor to sign the necessary contract documents prepared by the City Attorney’s Office prior to going to Council.
Proposers understand and agrees that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for proposers actions. 20. CITY’S RESPONSIBILITY For product delivered, the City shall pay the successful proposers an amount not to exceed the successful proposal amount. 21. PROPOSER’S RESPONSIBILITY A. In order for a proposal to be considered for funding, Proposers must comply with the requirements as specified, and provide requested information and attachments. B. Contractor will assume complete responsibility for all tasks detailed in the "Scope of Services."
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C. Any task not specifically detailed in the specified work program as the responsibility of the City will be the responsibility of the contractor. 22. METHOD OF SELECTION All Proposals received by the above referenced due date will be reviewed by an Evaluation Committee as part of a two-step selection process. Each proposer shall provide a demo system for each unit quoted with their proposal. (One (1) MDC, and One (1) Laptop) If the MDC is in a Laptop format then only one system will be required. The first part of this process, proposal and system review, may result in the creation of a short list to consist of those solution providers that are to be invited to demonstrate their solution. The second part of this process is to evaluate and rank the proposer’s complete solution which may require vendor presentation and/or demonstrations of the proposed solution. The City will initiate a Best and Final Offer (BAFO) process with the Proposers who are ranked highest. A recommendation for award of a contract will be made to the proposer(s) that offer the solution that best meets the needs of the City. 23. EVALUATION PROCEDURE & CRITERIA The Selection Committee will consist of City technical, management, and end-user personnel and others designated by the City. This committee will evaluate the proposals based on criteria listed below: Cost
30%
Technical Match
35%
Experience and Capabillity
20%
Business Inclusion and Development Plan
15%
Total Points
100%
As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references. 24. BASIS OF EVALUATION It is each proposer’s responsibility to effectively communicate their qualifications, services and products to the City by thoroughly responding to each requirement contained in this RFCSP.
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The evaluation is based upon the following criteria: A. Related to Cost: 1. Value to the City as determined through pricing and benefits. 2. Actual cost of various elements of the system as identified in the Proposal Pricing document. B. Technical Match 1. Completeness of the Solution 2. Functionality of the Solution 3. Availability of the Solution
C. Experience and Capabillity 1. Experience in providing similar services, equipment, and support. 2. Ability to perform the specified work. 3. Leadership and sustainable position in the installation, maintenance and support D. Business Inclusion and Development Plan (BID) Demonstrated inclusion and commitment to and understanding of the City’s Business Inclusion and Development (BID) Plan – It is the policy of the City to involve Minority and Women Business Enterprises (M/WBE) to the greatest extent feasible on the City’s construction, procurement and professional services contracts. The following information shall be submitted with the proposal and shall include: 1. Submission of an Affirmative Action Plan or Policy – 1% 2. Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204) – 1% 3. Submission of the RFCSP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) documenting the history of M/WBE utilization on previous contracts – 4% 4. Submission of the RFCSP/RFQ Contractors Affidavit Type of Work by Prime and Subconsultant Form (BDPS-FRM-206) which includes a significant number of diverse M/WBE firms in meaningful roles on the project – 7% a. The name, address and telephone number of each M/WBE b. The description of the work to be performed by each M/WBE; and c. The approximate dollar amount/percentage of the participation
5. Submission of the Business Inclusion and Development Affidavit (BDPS-FRM203) which demonstrates the intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. The BID Affidavit exhibits evidence of acknowledgement of the City’s BID Plan – 2%
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25. BUSINESS INCLUSION AND DEVELOPMENT The City encourages Proposers to consider utilization of subcontractors and to provide Minority Business Enterprise and Women Business Enterprise (MBE/WBE) subcontractors with a full and fair opportunity to submit proposals to participate on this contract. Proposers are encouraged to use the suggested voluntary outreach efforts by contacting the Buyer to obtain the necessary forms and instructions. All proposers will complete and submit the Business Inclusion and Development (BID) forms attached to this RFCSP. The BID packet also include an overview of the City's program and participation goals established by the Dallas City Council.
Help in preparing the forms may be obtained by contacting a member of the ResourceLink team: Erica Turner 214-671-5010
[email protected] 26. INVOICE REQUIREMENTS Invoices submitted for payment must include the following information: 1. 2. 3. 4. 5. 6. 7.
Name and address of the department where product(s) were delivered Date of delivery Delivery order number that authorized the purchase City encumbrance number Manufacturer’s part number and a detail description of each item delivered. Unit cost and extended cost of each item Total cost of the order
Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice. 27. PAYMENT Payment will be made within thirty (30) days of receipt and approval of shipment, and receipt of accurate invoice. No payments will be made from statements. Successful Proposers will ensure that the correct mailing and remittance addresses are on file with the City. Payment for all five (5) years of service up front will not be made. Payment will coincide with the renewal term accordingly for each year of service. Send invoices to: Dallas City Hall Attention: CIS Finance Team 18
1500 Marilla St, Suite 4DS Dallas, TX 75201 28. TERMINATION The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Proposer. The City will compensate Proposer in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such notice. 29. ERROR AND OMISSION Proposers shall not be allowed to take advantage of any error or omission in these specifications. The vendor is required to review these specifications carefully and notify the City Business Development & Procurement Services Department if errors are found. 30. SUPPLEMENTAL INFORMATION The City reserves the right to request additional information from individual proposers, or to request all proposers to submit supplemental materials in fulfillment of the content requirements of this RFCSP, or to meet Additional information needs of the City. 31. PROPOSER EVALUATION QUESTIONNAIRE INSTRUCTIONS In order for the Proposer(s) to be responsive to the RFCSP, the Proposer(s) shall answer all questions for the City to evaluate the RFCSP. The information requested must be complete and accurate. The City, reserves the right to independently verify the information or to independently ask questions not completed for purpose of evaluating the proposal. The Proposer(s) may be requested by the Business Development & Procurement Services Department, through the assigned buyer, at the City’s discretion, to provide the City any information within twenty-four (24) hours of the request. All communications must be made through the assigned buyer. The City, and CIS, understands that descriptions, counts, examples or explanations of past Proposer(s) activity do not necessarily imply that the Proposer(s) will continue that level of activity in the future, or even continue the service or product. If, however, the Proposer(s) has announced, or has knowledge, that a product or service is to be discontinued or altered in the future, that information must be made known to CIS and the City in a reasonable time frame.
a. RFCSP Questionnaire
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For each answer the Proposer(s) should, on a separate sheet of paper, identify and repeat the question and then provide their answers. i. All hardware (where applicable) The Proposer(s) shall identify the number of customers of similar size utilizing their hardware, sites in Texas, and the United States. Please provide the following information for the most recent three installations for each piece of hardware offered. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Name of Company or Municipality Address of Company or Municipality Type of Business or Municipality Name of Contact Phone Number Internet Address (Web site or E-Mail address) Fax Number Hardware installed Date installed Operating Platform
Questions may be asked of these references regarding the proposer’s technical support, hardware quality, and timeliness of responses to requests for service, total system functionality and reliability. ii. Implementation The Proposer(s) shall declare the number of times they have provided similar hardware systems. Please provide five (5) references for recent efforts. For each reference list: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Name of Customer Address of Customer Type of Business Name of Contact Phone Number Internet Address Fax Number System installed, implemented Date begun Date completed
iii. Describe Product Life Cycle and Technology
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1. How often does the manufacturer introduce major upgrades to the products offered? 2. In your proposed solution, what is the current end of life-cycle projections? 3. How does the proposed hardware address power consumption and energy savings? 4. Describe the hardware architecture related to power users such as ComputerAided-Design and Computer Aided-Dispatching using the Intel platform? 5. For rugged computers, describe measures taken to resist shock, vibration, dust, and moisture in the case, keyboard, and screen design. 6. For rugged computers, how is the wireless connectivity established and optimized when fix mounted in a vehicle
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Exhibit A – Estimated Replacement Schedule MDCs Fiscal Year
Approximate Number of Computers Anticipated to be Replaced
FY 2015/16
500
FY 2016/17
10/1/16 - 9/30/17
500
FY 2017/18
10/1/17 - 9/30/18
500
FY 2018/19
10/1/18 – 9/30/19
200
FY 2019/20
10/1/19 – 6/30/20
300
Rugged Laptops Fiscal Year
Approximate Number of Computers Anticipated to be Replaced
FY 2015/16
200
FY 2016/17
10/1/16 - 9/30/17
500
FY 2017/18
10/1/17 - 9/30/18
500
FY 2018/19
10/1/18 – 9/30/19
500
FY 2019/20
10/1/19 – 6/30/20
300
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Exhibit B – Proposed Configuration MDC Computer Hardware & Components: Make or Model Processor: Motherboard: Memory: Hard Drive: Optical Drive: Case style Expansion Slots: External Ports: Certification: Operating System:
City Provided Win7
Power Monitor: Video: Keyboard: Mouse: Sound System: Headphones Adapter: Network, WiFi, and Wireless Options Docking Components Warranty
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Rugged Laptop Computer Hardware & Components: Make or Model Processor: Motherboard: Memory: Hard Drive: Optical Drive: Case style Expansion Slots: External Ports: Certification: Operating System:
City Provided Win7
Power Monitor: Video: Keyboard: Mouse: Sound System: Headphones Adapter: Network, WiFi, and Wireless Options Warranty
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Exhibit C – Vendor Cost Proposal Indicate in your proposal that the proposal is good for 180 days and that the prices quoted will be effective for the duration of the contract. Since this proposal calls for hardware to be configured and delivered to the City over a five (5) year period. MDCs Item Type
Price
Trade in Allowance Hardware (System and Mounting Hardware) Warehousing (up to twenty-one (21) days of warehousing. Warrant5 year – Next business day response) Total
Rugged Laptops Item Type
Price
Trade in Allowance System Mounting Hardware Warehousing (up to twenty-one (21) days of warehousing Warranty (5 year – Next business day response) Total
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Optional Items Optional Remote Monitor
Technical Engineering Support
Notes: 1. Purchase price per configuration should include all hardware as specified in Section 2 - Scope of Work. 2. In addition to the quoted price for the specified hardware and software configuration and related services, The City also requests that vendor provide as part of their proposal, a cost to cover purchase of related computer components and peripherals, e.g. additional RAM, additional or replacement hard disk storage and computer components over the life of this agreement.
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Exhibit D – Onsite Warranty Parts Description
Quantity
Replacement Hard Drives for each type in use
10
Replacement Touch Screens for each type in use
5
Replacement Keyboards for each type in use
10
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