Download RFP #06-8052-11CS

COMMONWEALTH OF VIRGINIA
COUNTY OF HENRICO
DEPARTMENT OF FINANCE
CECELIA H. STOWE, CPPO, C.P.M.
PURCHASING DIRECTOR
May 20, 2016
ADDENDUM NO. 2
Request for Proposal: #16-1139-2CS
Subject: Annual Contract Fire Station Alerting System – Division of Fire
Please make the following changes, corrections, additions and/or deletions to the above-referenced
Request for Proposal:
This RFP and any addenda are available on the County of Henrico Purchasing website at http://www.henrico.us/purchasing/.
To receive an email copy of this document, please send a request to: [email protected].
The Due Date for this Request for Proposal has been extended to 3:00 p.m., June 10, 2016.
Section III. Scope of Services, D. Alerting – In Station - currently reads:
11. The fire station alerting system should include turnout timers, which will count up in onesecond increments upon receipt of a call. Preference would be to have it as integral part of
the display (not a separate or standalone timer). Please provide information that pertains to
having the timer part of the integral display.
This requirement has been deleted.
Section III. Scope of Services, K. Installation - currently reads:
6. The Successful Offeror shall be responsible for removal of previously installed alert systems.
The removed system shall be boxed and labeled by site and turned over to the County or
properly disposed of if authorized by the County Project Manager.
Replace with the following:
6. The Successful Offeror is responsible for removal of the current Fire Station Alerting
system controller. The Successful Offeror shall be responsible for removal of previously
installed equipment (speakers, monitors, message boards, etc.) only when new equipment
will be installed in the same location. The removed equipment shall be boxed and labeled
by site and turned over to the County or properly disposed of if authorized by the County
Project Manager. Offerors may propose optional pricing for consideration by the County in
the proposal for removal of all equipment.
1
Section III. Scope of Services, K. Installation - currently reads:
7. The Successful Offeror shall return all sites to pre-installation condition for existing sites and to
new condition for new sites. This includes patching and painting of walls, ceiling and, debris
removal and cleanup at the end of each workday to minimize the impact to occupants of
installation sites. To protect owner/occupants from dust and debris during construction, the
Successful Offeror must provide their plan to limit the exposure to individuals. Plans and
procedures must be set in place for those sites that have 24/7 services for protection from
dust, debris and other items. Specific attention shall be given to ensuring all living spaces
are protected from dust, debris and other construction related hazards during
implementation.
Replace with the following:
7. To protect owner/occupants from dust and debris during construction, the Successful Offeror
must provide their plan to limit the exposure to individuals. Plans and procedures must be
set in place for those sites that have 24/7 services for protection from dust, debris and other
items. Specific attention shall be given to ensuring all living spaces are protected from
dust, debris and other construction related hazards during implementation. To minimize
the impact to occupant’s debris removal and cleanup should occur at the end of each
workday. Spaces that have been altered should to be left as they were prior to construction.
Example: A hole in the sheet rock needs to be repaired and painted with the correct color.
Ceiling tiles that are removed need to be replaced. Some sites may have surplus ceiling
tiles that can be used or tiles moved from less conspicuous places in order to meet this
requirement. If no tiles are available the Successful Offeror must try to match existing tiles.
Section III. Scope of Services, K. Installation - currently reads:
10. The Successful Offeror shall not use subcontractors for installation or maintenance of
systems unless they are bound to the same contract provisions as the Successful Offeror
and are approved in advance by the County Project Manager. The Successful Offeror and
any subcontractor shall be registered contractor in the Commonwealth of Virginia in
accordance with Title 54.1, Chapter 11 of the Code of Virginia, as amended, at the time of
providing a cost proposal to Henrico County.
Replace with the following:
10. The Successful Offeror shall not use subcontractors for installation or maintenance of
systems unless they are bound to the same contract provisions as the Successful Offeror
and are approved in advance by the County Project Manager. The Successful Offeror or
the subcontractor shall be a registered contractor in the Commonwealth of Virginia in
accordance with Title 54.1, Chapter 11 of the Code of Virginia, as amended, at the time of
providing a cost proposal to Henrico County. Evidence of licensure shall be provided as
part of proposal submitted.
2
Section III. Scope of Services, K. Installation – currently reads:
16. Coordination of system switch over on a site by site basis shall be coordinated with the
County Project Manager.
Replace with the following:
16. Coordination of system switch over on a site by site basis shall be coordinated with the
County Project Manager. The downtime at each site to switch from previous system to the
new System shall not exceed four (4) hours. The switch over will begin once all new
equipment is in place and tested to minimize the downtime at each site. The installation of
the new alerting system shall be as non-disruptive of normal operations as possible.
Section III. Scope of Services, K. Installation – currently reads:
17. Prior to starting any site work/installation the Successful Offeror must provide installation
schedule, drawings, schematics and equipment list to be installed at each site.
Replace with the following:
17. Prior to starting any site work/installation the Successful Offeror must provide five copies of
installation schedule, drawings, schematics and equipment list to be installed at each site to
the County Project Manager. The County Manager will review the documents and provide
approval or comments to be addressed by the Successful Offeror. The Successful Offeror
must provide a copy of all required permits to the County Project Manager and post a copy
of the same at each site. The Successful Offeror shall be required to attend scheduled preconstruction meetings with County representatives from Division of Fire, Department of
General Services, and Information Technology prior to start of any work.
Section III. Scope of Services, O. Pricing and Payment, 1. A. Schedule 1:
Add the following:
7. Identify how cost will be charged for additional items that are added during the installation.
(Example: Additional strobe, message board, color indicator, speaker/LED light, etc. may
be added to certain rooms that are not identified in the equipment lists by site.) Provide a
cost list by equipment type and hourly rate for installation. County must approve all
additional equipment requests prior to installation.
Add the following:
8. Complete Attachment I – Pricing Recap Sheet. Attachment I will be used to recapitulate
pricing per station as provided by the Offeror in Pricing Schedule 1.
3
Attachment G – Site Equipment Matrix
Replace Attachment G from the RFP issued on April 15, 2016, with the attached
Attachment G.
Attachment I – Pricing Recap Sheet is attached.
Please see attached Questions and Answers.
Unless otherwise changed by an addendum, all other information will remain the same.
Sincerely,
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
[email protected]
804-501-5685
4
Request for Proposal #16-1139-2CS
Annual Contract Fire Station Alerting System – Division of Fire
Questions and Answers
May 20, 2016
Q1.
Does the Fire Station Alerting System need to activate the bay doors?
A1.
No. The System will not control the bay doors.
Q2.
Can the County provide a list of approved, local, low-voltage installers?
A2.
The County does not provide this type of information. The Offeror must provide a list of
subcontractors with the proposal. Refer to RFP Section III. Scope of Services, K. Installation,
#10 and Section VI. General Contract Terms and Conditions, S. Subcontracts.
Q3.
Will Station 10 require an update to the Fire Station Alerting System?
A3.
Yes, Station 10 will require the same system that will be installed in all other locations. All
Offerors must include a price for Station 10.
Q4.
What type of power supply must be provided? How long should it provide power after
loss of power?
A4.
Refer to RFP Section III. Scope of Services, A. Alerting – General, #5.
Q5.
Does the UPS provided by the Offeror need to power all devices?
A5.
The UPS provided by the Successful Offeror must power all devices installed by the
Successful Offeror.
Q6.
Who provides the equipment and rack (if rack is needed)?
A6.
The Successful Offeror provides the equipment. Current racks can be utilized if space is
available. State in your proposal mounting method proposed for each station and if use of an
existing rack is proposed.
Q7.
Are you looking for a centralized system or a location at each site?
A7.
Units are assigned and dispatched from a centralized communications center. Each firehouse
and rescue squad building should have the ability to receive alerts for their particular stations.
DOF would like to only alert station(s) with a unit assigned to the call and not every firehouse
and rescue squad building.
5
Q8.
Are you looking for grounding equipment? Can existing bars be utilized?
A8.
The Successful Offeror must provide grounding equipment. Current ground bars can be
utilized if there are existing empty bolt points available and the additional connection does not
disturb other existing connections. No double or stacked connections will be allowed. It is the
Successful Offeror’s responsibility to determine if current bars can be utilized. Refer to RFP
Section III. Scope of Services, A. Alerting – General, #6.
Q9.
How many radio channels and groups? Are they UHF or VHF?
A9.
One channel is utilized. It is an 800 MHz frequency band. DOF has 16 talk groups. The
Successful Offeror is not required to set up talk groups with this System. Over the radio voice
will occur on the primary dispatch channel. The Successful Offeror must work with the County
Radio Shop to fully implement over the radio voice dispatching. Provide details on what you
need to accomplish a computer generated voice dispatch and examples of any customers you
have in this area using over the radio computer generated voice dispatch.
Q10. What is the radio console manufacture and model at the Emergency Control Center?
Will there be changes with the “new system”?
A10. The Emergency Control Center currently uses a Centracom Gold Elite SmartZone 3X
consoles. The County is upgrading the radio system within the next 24 months and the radio
console may change.
Q11. Is there one base station at each site?
A11. Four sites have two base stations (three Battalion Chiefs and one Division). All other sites
have one base station. The Successful Offeror will only access one base station at each site.
Q12. Are you turning on the system site by site? How much latency?
A12. Yes. Sites will be turned on after successful installation and testing at each site. The County
are allowing a 4 hour cutover period from the old alert system to the newly installed alert
system. The County would like full installation of the system by the end of 2016 at all sites.
The County understands that may not be a realistic timeframe and will work with the
successful offeror to establish an acceptable installation time period. Offerors should describe
their typical installation plan.
Q13. Is there tone alerting?
A13. No, there are different alert tones to denote Fire vs EMS calls but no alert tones for individual
units.
Q14. Does the Successful Offeror interface directly into console, radio, or other options?
6
A14. See RFP Section III E. Alerting: Automated Voice - Over the Radio. Ideally the County would
like to use a single dispatch talk group for both the Automated Voice and for normal dispatch
radio traffic. The County wants a workable solution and would like the Successful Offer’s
guidance.
Q15. Do you want Voice over Radio?
A15. The Successful Offeror should have this capability and set it up for the County’s use. The
County will enable this feature at a time after the system is fully operational in the stations. See
RFP Section III E. Alerting: Automated Voice - Over the Radio.
Q16. Are the mute switches usually located in same place at each site?
A16. The mute switches for individual rooms are in areas where personnel may need to turn the
speakers off in a select area. The Successful Offeror should have the ability to program the
station speakers off and on at set times. For example at 0700 every day the speakers would
turn on. The location of these switches varies depending on the layout of the station.
Q17. How will turnout timers work?
A17. Individual Turnout timers are no longer a required. If Offerors have a turnout timer integrated
into their monitor display, the County will accept a turnout timer. Currently the turnout timer
activates with a call for service and counts up in seconds. The turnout timers currently reset
with the entire alert system 120 seconds after an alert is received.
Q18. Are acknowledge buttons tied to the equipment or could one button be used for
multiple pieces of equipment?
A18. Acknowledge buttons are tied to the specific piece equipment that is listed for each site that is
needed. Each acknowledge button installed must have four buttons which could be utilized for
future expansion, if needed. When personnel push the acknowledge button a message is sent
to our CAD interface which indicates a specific unit’s acknowledge button was pressed.
Q19. Are televisions dedicated to alerting systems? Do current televisions need to switch
over when an alert is sent?
A19. Televisions are not dedicated to the alerting system and do not need to switch to an alert. The
Successful Offeror must provide monitors that work with the System as identified by the
County.
Q20. What equipment is required for gas shut offs and who supplies the equipment?
A20. The shut offs must be able to shut off electric and gas stoves via an electrical contactor or gas
sednoid, including the igniter. One shutoff box must handle multiple stoves, depending on
each site. The Successful Offeror must provide the equipment, installation and any relay and
connection to existing devices. Henrico stations have these devices already installed which
are to be replaced by the Successful Offeror.
7
Q21. Is the Successful Offeror responsible to run conduit to exterior buildings?
A21. If an exterior building is listed and the Successful Offeror is unable to use the existing conduit
according to specified conduit fill capacity, then at that point they will need to run conduit.
Q22. Can the message on the message board be flashing?
A22. The preference is to have a static message to enable staff to receive the entire message
immediately. If that is not available, a scrolling message is acceptable. Describe the
capabilities your typical message boards include in regards to overall size, number of
characters displayed at one time, font color options, etc. Please include product literature with
your proposal submission.
Q23. Do speakers have volume control?
A23. The overall system needs to have volume control. In addition, the County has provided specific
areas that will need individual volume control.
Q24. Do speakers have lighting?
A24. Speakers located in bunk areas and hallways outside of bunk areas must have LED lighting.
Speakers in other areas are not required to have LED lighting. Speakers in restrooms do not
need to have LED lighting. Speakers in all restrooms and bathrooms must be all weather
speakers due to humidity. Our intention is to maintain night vision in low light areas during
night time hours. Personnel exiting their bunks should have night vision
Q25. What type of speaker is required in the bay?
A25. Speakers located in the bay must be an analog, outdoor rated speaker. The County will
discuss the lowering of speakers on a site by site basis if needed.
Q26. Explain what happens when the mayday/panic button is pushed.
A26. Upon pressing the mayday button color indicators light up a specific color inside the station. A
message is then sent to the CAD interface which notifies the Emergency Communications
Center of a mayday and its location inside the station
Q27. Explain the mute button, is it a volume control?
A27. The mute button is a volume control for individual speakers (see question 23). If the Offeror is
unable to program all stations speakers into a muted state during nighttime hours, describe
what capabilities the System has to adjust speaker volume on an individual and station wide
level.
Q28. What does the room remote control?
8
A28. Room remotes should control any station alerting equipment inside the room. For instance in
bunk rooms the room remote should control the speakers and unit color indicators. Room
remotes should have the ability to select which unit alert is received for that particular room.
An example is Firehouse 10 that houses Engine 10 and Truck 10. Personnel should be able to
select alerts for just Engine 10 or Truck 10.
Q29. Are room remotes surface mounted or cut into wall?
A29. Room remotes should be recessed if the wall is gypsum. A surface mount is acceptable if the
wall is brick or block.
Q30. How many zones are located at sites?
A30. The number of zones at each station will vary depending on number of assigned units and
station layout. Please include how your alerting system addresses zoning and any known
limitations that may exist. Henrico County will provide guidance during the installation phase
on zoning layout.
Q31. Is there a dedicated electric circuit for this system at each site?
A31. Yes. Assume that needed power circuits will be available, if not the County will provide or
upgrade the electrical circuit at the electrical breaker panel only. The Successful Offeror shall
extend circuits to needed locations.
Q32. How is power provided to individual equipment?
A32. The Successful Offeror must provide power to their equipment if power is not available.
Q33. Can plans be provided for the rescue squad buildings?
A33. The County is unable to provide any additional information about the rescue squads.
Q34. What is the completion date for Station #19?
A34. The anticipated start date for construction of Station #19 is Fall 2016 with anticipated
completion in December 2017.
Q35. Will installs be in the wall for Station #19?
A35. Yes. The Successful Offeror will work under a subcontract with the General Contractor to
install the System. The subcontract will be based on the AGC Standard Subcontract
Agreement Form. The Successful Offeror will work with the County Project Manager to agree
to conduits, standard back boxes and standard monitor mounts and their respective locations
that then will be included in the general construction bid documents to be provided by the
general contractor. The Successful Offeror shall provide all non-standard back boxes and
monitor mounts.
9
Q36. Where is the controller located in Station 19?
A36. The controller is located in the data area in the mezzanine. It is a rack layout.
Q37. Who is responsible for obtaining permits?
A37. The Successful Offeror is responsible to obtain and pay for all required permits.
Q38. Can existing cabling be used?
A38. The Successful Offeror is responsible for determining if existing cabling is acceptable for the
new equipment. If any equipment or cabling is being reused, Offeror must provide a warranty
on said equipment as if they provided and installed the equipment.
Q39. Who is responsible for equipment and installation if data jacks are needed for station
controllers?
A39. Some sites may require a data line for the IP connection. Offerors are required to provide the
IP connection. The County reserves the right to install the connections on a case by case
basis.
Q40. What size monitor is required? Who provides mounting?
A40. Monitors should be a minimum of 32”. The Successful Offeror shall provide and install
monitors, including mounting brackets with proper blocking and attachment. Offerors shall
provide product literature for monitors and mounting brackets with proposal submission.
Q41. Where is the location of the controller at each station?
A41. The location of the controller will depend on station layouts and space conditions. The
Successful Offeror shall recommend the location of the new station controller. Ideally the
controller will be located in the data closet if space allows and it is climate controlled. The
County will review the recommendation of the Successful Offeror during the pre-construction
meetings. The existing FRAP controllers do not require an IP connection. Some sites may
require a line for the IP connection. Offerors are required to provide the IP connection. The
County reserves the right to install the connection.
Q42. Do you want wiring in the wall or in a conduit?
A42. In addition to the conduct placement requirements in the RFP new conduits can be placed on
existing apparatus bay walls in stations that have existing exposed electrical or data conduits
on the wall. Where existing conduits are unpainted the new conduits may be unpainted.
Q43. Do you need a minimum of 16 relay contacts available after installation?
A43. The County requires minimum of 4 spare relay contacts with the installation. Please describe
any limitations and cost for future expansion if needed.
10
Q44. The County issued an RFP for a Fire Alerting System several years ago. Fire Station
#10 has the system currently installed. Why is the County going out for another RFP?
A44. The County issued an RFP in 2013 for a Fire Alerting System. At that time funding was not
available for all projects and only the base system was installed at the Emergency
Communication Center and Fire Station #10. The pricing for future projects would have been
based on a time and materials pricing. It is in the County’s best interest to bid the entire
requirement on a firm, fixed-price basis and to have the warranty and on-going maintenance
cost clearly defined and payable annually for the entire installed system.
Q45. Will all firms be required to provide pricing for all stations and the software?
A45. Yes. In order to be considered, all firms will be required to provide pricing for all requirements
and warranty as requested.
Q46. Please provide a list of stations that will be zoned and the different units/zones in each
station including Battalion Chief or other officer quarters if they are to be zoned. Also,
please confirm if each “open” dorm only houses one unit or multiple units and if those
units are static or if they move to different sleeping areas?
A46. Stations will need a varying number of zones. Areas that have room remotes such as
bedrooms will be zoned. Question 30 addresses zoning requirements.
Q47. Please confirm that Henrico wants Reader boards only for the Apparatus Bay areas and
Monitors inside the stations? Please confirm the size of the monitors will be 32 inches.
If not, please provide the monitor size. What information does Henrico want displayed
on their monitors?
A47. The County requests reader or message boards in the apparatus bays and monitors inside
living quarters. Monitors should be 32” minimum. Information displayed shall include units
assigned to the call, address, and call type. Describe any other information that you may
typically include on this type of displays. See RFP Section III D. Alerting: In Station.
Q48. Please confirm if the Reader Boards will continue to display (Units, Incident Type, and
Address) or if that information will be changed? Also, if you want a timer shown on the
Reader Board or Monitor?
A48. The County must have the ability to change information, if needed. If a reader board or monitor
has the capability to offer a timer in addition to (Units, Incident Type, and Address) the County
will entertain the availability of such information. See RFP Section III D. Alerting: In Station.
Q49. Please confirm if the Fire Station Alerting equipment will be “wall mounted” or “rack
mounted” at each of the stations.
A49. The County prefers rack mounted equipment. The space will dictate if the Successful Offeror
can wall mount or rack mount equipment.
11
Q50. Please provide a list of those stations you want outside speakers and the number of
speakers.
A50. Refer to Attachment G – Site Equipment Matrix that is provided with this Addendum.
Q51. Please provide a list of those stations that have outside buildings and if those
structures require any Fire Station Alerting (FSA) equipment. Specify what FSA
equipment is desired in those outside buildings. Also, confirm if there is existing
electrical power from the station to those structures. If there is not power, please
confirm if Henrico will be responsible for running the electrical to these structures or if
the FSA vendor will be responsible.
A51. Refer to Attachment G – Site Equipment Matrix for sites that require Fire Station Alerting
equipment in exterior buildings. Needed electrical circuits are the responsibility of the
Successful Offeror.
Q52. Please confirm if the “old” FSA equipment will be removed by Henrico or if it will be
removed by the Fire Station Alerting vendor and therefore included in the FSA vendor
bid/
A52. Refer to Section III. Scope of Services, K. Installation as replaced in this Addendum.
Q53. On the provided Attachment “G” Site Equipment Matrix, some of the described
functionality of the FSA components listed and in Station #10 is proprietary to a specific
Fire Station Alerting vendor. Please confirm that “like” equipment can be bid or if
changes or omission of that equipment is acceptable, if FSA vendor provides an
explanation and recommendation as to why?
A53. Offerors can propose equipment that is similar to equipment described in the RFP. Included
details of the equipment proposed. All equipment will be replaced, including the current
equipment in Station #10.
Q54. Section II, last sentence, last paragraph on page 4. The RFP states that, “County IT will
write the CAD portion of the interface to integrate to the Successful Offeror’s system
and will work with them to connect the interface to the alerting system.” Without
knowing the technical experience that the County IT staff has with writing CAD
interfaces, it may be difficult to determine the technical support hours needed to assist
the County staff. Does the County IT staff who will be assigned to this project have
experience in writing interfaces to the County’s CAD? How old is the County’s CAD?
A54. The County has expert level software developers available for this project. They have written
dozens of system interfaces against a wide variety of vendor API's. The County’s CAD was
initially deployed in 2008 and is managed under a continuous improvement process so as to
be evolving as needed to meet user demands.
12
Q55. Section D, 3 on page 8. The County desires the ability to silence all station speakers
manually except when the station is alerted by a call for service. What non-alert audio is
being manually silenced? It is the general radio traffic, background music, etc.?
A55. The County wants the ability to generally silence all radio traffic and have the speakers in a
“night mode”. The firefighters do not need to hear radio traffic as they sleep. The County
expects when an alert is received that the system will turn on all speakers for a period of 3
minutes. At that point the system will again silence the speakers.
Q56. Section F, 2 on page 10. Please elaborate on the custom manual alerting/monitoring
application. If our proposed solution includes automatic and manual backup alerting
functionality, does the County envision writing an application that provides monitoring?
If so, please discuss what is being monitored and what functionality the County is
looking for.
A56. The County would prefer the Successful Offeror to provide a manual alerting/monitoring
application to back up the automated CAD interface. However, since the County has
experience developing such applications, having done it twice before, the County want to
procure a system that will allow us to develop a custom alerting/monitoring client program
should the County determine it to be in our users best interest. Such a program would provide
the capability to: create manual alerts messages; create announcement messages; direct
these alerts/messages to any/all stations/zones via the CAD interface; receive system status
information for exceptional occurrences such as equipment failure at a station, etc.
Q57. Section N, 1 on page 16. The RFP states that the number of spare sets of equipment will
be determined on the proximity of the locations of maintenance technicians, parts and
equipment to Henrico County, VA. Please elaborate on this requirement. Who
determines the number of spares to be included in the proposal? Is the quantity based
on the number of miles the vendor is from the County? Is the number of spares tied to a
response time requirement? Is the County providing the labor to exchange a nonworking unit for a spare? Better definition is needed in order to provide pricing.
A57. The County would like to minimize the downtime of a system to 24 hours. If the Successful
Offeror cannot have replacement parts on site in 24 hours, the County would elect to purchase
one of each type of equipment installed in our stations. Labor cost would be based off the
maintenance programs offered.
13