015-25 RFco EOC AV.pdf

Wayne County, New York

Request for Competitive Offer

Emergency Operations Center

Audio Visual Upgrades

RFB Number: 015-25

RFB Release Date: 04/24/2025

Questions Due: 05/08/2025

Bids Due: 05/19/2025

Refer Questions to:

Christopher O’Connor NIGP-CPP, CPPB

Wayne County Purchasing Agent

16 William Street

Lyons, NY 14489

Purchasing@WayneCountyNY.gov

Submit Sealed Proposals To:

Kelley P Loveless

Clerk - Wayne County Board of Supervisors

26 Church Street

Lyons, NY 14489

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RFB CONTENTS

Section 1 Instructions to Bidders Page 2 Section 2 Scope of Work and Specifications Page 9 Section 6 Proposal Forms Page 12 Section 7 Attachments & Exhibits Page 22

NOTICE TO BIDDERS

NOTICE IS HEREBY GIVEN that the County of Wayne will receive sealed bids for various audio visual (AV) upgrades for the

Emergency Operations Center for Wayne County’s Office of Emergency Management

Such proposals may be submitted electronically using the BidNet platform at https://www.bidnetdirect.com/new-york/waynecountyny (vendor registration required) OR by mail in a sealed envelope clearly identified and filed with the Clerk of the

Wayne County Board of Supervisors, 26 Church Street, Lyons, New York 14489, on or before 2:15 PM prevailing time on 05/19/2025, at which time said bids, will be publicly opened and read.

An electronic copy of proposal forms, specifications, and plans can be obtained by visiting https://www.bidnetdirect.com/new-york/waynecountyny or by requesting them directly from the Purchasing Department Office located at 16 William Street, Lyons, NY by email request to purchasing@waynecountyny.gov (Telephone: 315-946-7675)

NOTICE: The County of Wayne (hereinafter “County”), shall not be held responsible for the completeness or accuracy of any bid documents received by a contractor that was not directly issued to that contractor by the Purchasing Department.

Any contractor submitting a bid based on incomplete or inaccurate information resulting from documentation received from any third party, shall not have cause for relief from award or completion of a contract in accordance with the official documents on file with the Clerk of the Board of Supervisors.

It is HIGHLY suggested that all contractors interested in participating in this bid, contact the Purchasing Department directly at the above address or telephone number to assure they have received the most accurate and up-to-date material concerning this contract.

The County does not offer or supply anyone the list of people that have obtained a copy of these proposal specifications or cost estimates for the project prior to the opening of the proposals. NO EXCEPTIONS ARE MADE TO THIS POLICY.

*The County reserves the right to reject any or all bids.

COUNTY OF WAYNE

Dated: 04/24/2025 Kelley P Loveless, Clerk

Lyons, New York WC Board of Supervisors https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fwww.bidnetdirect.com%2fnew-york%2fwaynecountyny&c=E,1,2_nQ4oW01JU8rIt5fe190UI1s3wksAhzdR7SsijwiHToN2iboa4awbwoPtJKyvPFKGLwjVqmYhoBD9ceqgr5uoEH00iNPy0ajF5iDzG0f8bc&typo=1 mailto:purchasing@waynecountyny.gov

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Section 1

INSTRUCTIONS TO BIDDERS

1.1 DEFINITIONS

(A) A “Bid” as a complete and properly signed proposal to sell and deliver to the County the services as described in the specifications, submitted in accordance with the Instruction to Bidders.

(B) A “Bidder” is a person or entity who submits a bid.

(C) “Contract Documents” shall consist of Notice to Bidders, Instruction to Bidders, Scope of Work and Specifications, Wayne

County Bid Proposal, Non-Collusion Bidding Certification, Certification regarding Debarment/Suspension/Responsibility, Certification of Compliance with the Iran Divestment Act, Certificate Regarding Lobbying, Any Documents regarding Insurance as outlined the Insurance section.

1.2 SUBMISSION/RECEIPT OF BIDS

Proposals may be submitted via hardcopy, or online electronically utilizing the BidNet Platform

Hardcopy Submissions:

Sealed bids will be received by the Clerk of the Board of Supervisors, at 26 Church Street, Lyons, New York 14489 until the date and time listed in the advertisement and at that time all bids will be publicly opened and read aloud. Any bid received after the specified time will be returned to the Bidder unopened.

Bidders shall indicate on the outside of their sealed bid the following information:

1. Title of Bid

2. RFB#

3. Date and Time of Bid Opening

4. Company Name

Electronic Submission:

Bids shall be submitted via electronic submission on BidNet (https://www.bidnetdirect.com/new-york/waynecountyny) no later than the time and date specified in the Section 5.3. Please note that Offerors must register on BidNet

(https://www.bidnetdirect.com/ ) in order to submit their Bids electronically. Late proposals will not be accepted. For assistance with the Bidnet platform please contact BidNet’s Support Department at (800)835-4603, Option 2

1.3 BIDDER’S REPRESENTATIONS

By making a Bid, the Bidder represents and warrants to the County that:

i. The Bidder is able to enter into an Agreement to performed the services listed;

ii. The Bidder has carefully examined the Contract Documents;

iii. The Bidder fully understands the intent and purpose of the Contract Documents; and

iv. The bid is based upon the terms and conditions set forth in the Contract Documents without exception.

1.4 INTERPRETATION OR CORRECTION OF CONTRACT DOCUMENTS

No oral interpretation will be made to any Bidder as to the meaning of the Contract Documents or any part thereof. Any request for such an interpretation shall be made in writing and submitted to the Purchasing Department at least four (4) days prior to the date set for the receipt of Bids. Any interpretation made to a Bidder will be in the form of a written

Addendum and when issued will be on file at the Clerk of the Board of Supervisors. In addition, all Addenda will be sent to each person recorded as having received a copy of the Bid Documents, but it shall be the Bidder's responsibility to make inquiry prior to submitting a Bid as to the Addenda issued. All such Addenda shall become part of the Contract Documents and each Bidder shall be bound by such Addenda, whether or not received by the Bidder.

1.5 SALES TAX EXEMPTION

The County is exempt from payment of sales and compensating use taxes under the Tax Law of the State of New York.

Bidders shall not include sales or use taxes in their Bid price.

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1.6 PREPARATION AND EXECUTION OF BIDS; NON-COLLUSION BIDDING CERTIFICATION

Bids must be submitted on the Bid Form included in the Contract Documents and prepared in the following manner:

(A) All blank spaces on the Bid Form shall be filled in legibly, in ink or typewritten. If both words and figures are requested, the written words shall be binding on the Bidder. In the event of an error in the sum total of the Bid, the Bid shall be the sum total of all items in written words.

(B) Erasures and alterations must be initialed by the signer of the Bid.

(C) The Bidder shall not make any changes in the wording of the Bid Form or make any stipulations or qualify the Bid in any manner.

(D) The Bidder shall note the receipt of Addenda in the spaces provided on the Bid Form by entering the number and the date of each Addendum. If no Addenda have been received, insert the word “NONE”. Failure to acknowledge

Addenda shall be sufficient cause for rejection of the Bid.

(E) The Bid must be signed by the person legally authorized to bind the Bidder to a contract. The name of the person signing the Bid must be typed or printed below the signature.

(F) The Non-Collusion Bidding Certification required by Section 103-d of the General Municipal Law must be submitted with each Bid.

(G) The Proof of Insurance, consisting of an insurance certificate or letter of intent showing insurability in accordance with the requirements indicated in the Standard Insurance Provisions must be submitted with each

Bid.

(H) An executed Debarment Certification must be submitted with each Bid.

(I) An executed Certification Regarding Lobbying must be submitted with each Bid.

(J) An executed Certification of Compliance with the Iran Divestment Act must be submitted with each Bid.

1.7 INSURANCE

A. The contractor shall furnish:

a. ACORD Form 25 - Certificate of Insurance to evidence all liability coverages as outlined in the table below;

b. A copy of the applicable Additional Insured endorsement form evidencing the coverage endorsed onto the liability policies as required in the table below;

c. New York State Workers’ Compensation Form C105.2 or New York State Insurance Fund form U26.3 to evidence New York State workers’ compensation coverage;

d. A copy of the applicable Waiver of Subrogation Endorsement Form, evidencing the coverage endorsed onto the Workers’ Compensation policy, either on a specific/schedule or blanket basis.

B. The County of Wayne and its officers, employees, and agents shall be named as Additional Insureds under the liability policies issued for the above coverages.

C. A Waiver of Subrogation in favor of The County of Wayne and its officers, elected officials, employees, and agents shall apply to the Workers’ Compensation policy listed above.

D. If the contractor maintains broader coverage and/or higher limits than the minimums shown in the table, the County requires and shall be entitled to the broader coverage and/or the higher limits. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the County.

E. The County reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

F. The per occurrence and aggregate limits for specified coverage shall apply on a per-location or per-project basis.

G. The contractor shall maintain insurance with the required limits above for the duration of this contract. Completed Operations coverage must be maintained and evidenced for at least two (2) years after completion of the project.

H. All certificates of Insurance must be approved by either the Wayne County Attorney or the Self-Insurance Specialist prior to commencing work under the contract.

I. The insurance carriers providing the above coverages shall be licensed to do so in New York State and shall also be rated no lower than "A-" by the most recent Best's Key Rating Guide or Best's Agent's Guide or must be otherwise acceptable to the County Board of Supervisors.

J. It is expressly understood and agreed by the Contractor that the insurance requirements specified above contemplates the use of occurrence liability forms. If claims-made coverage is evidenced to satisfy any of these requirements the contractor shall comply with the following requirements:

a. If the claims-made coverage terms designate a specific retroactive date, the contractor shall maintain a retroactive date which is not later than the earlier of (a) the date of the commencement of the term of this agreement, or (b)

Page | 4 the original coverage retroactive date for the Contractor’s first claims-made policy for each and every coverage provided on a claims-made basis.

K. For the duration of this contract or its subsequent renewals, if the retroactive date is advanced or if the policy is non-renewed, cancelled or is otherwise materially changed, the contractor agrees to purchase at its own expense, an Extended Reporting Endorsement. This endorsement must provide for extended reporting period (“Tail” coverage) in compliance with the minimum standards promulgated by the Department of Financial Services (Insurance Department) of the State of the New York as contemplated in Regulation No. 121 (11 NYCRR 73) or its subsequent amendments or revisions.

L. Upon termination of the services provided to the County by the contractor, it is agreed that such claims-made coverage will be maintained without interruption for a period of time equal to the length of any Extended Reporting Period requirement as cited above. If the retroactive date is advanced or if the policy is non-renewed, cancelled, or is otherwise materially changed during this period of time the Contractor agrees to purchase, at its own expense, an Extended Reporting Endorsement that is in compliance with the minimum insurance standards promulgated by the Department of Financial Services (Insurance Department) of the State of the New York as cited above.

VENDOR CLASSIFICATION: Non-Professional Contract Services

Insurance Type Coverage amount

Commercial General Liability

Each Occur. $1,000,000

Fire Damage/Damage to Rented Premises $50,000

General Agg. $2,000,000

Prod. Comp. Op. $1,000,000

Personal & Adv. Injury $1,000,000

Med. Expense $5,000

Auto Liability

Any Auto OR $1,000,000

Owned $1,000,000

Hired $1,000,000

Non-Owned $1,000,000

Excess/ Umbrella

Aggregate $1,000,000

Cyber Liability (if applicable)

Each Occur. N/A

Aggregate N/A

Additional Insured on a Primary & Non- Contributory Basis with a Waiver of Subrogation and 30 Days’ Notice of Cancellation or Non- Renewal

General Liability, Auto, Excess & Work Comp (waiver of subrogation)

1.8 MODIFICATION OR WITHDRAWAL OF BIDS

A Bid may be modified or withdrawn by an appropriate document duly executed (in the manner that a Bid must be executed) and delivered to the place where Bids are to be submitted at any time prior to the scheduled time for opening of

Bids.

A Bid may not be modified, withdrawn, or canceled for a period of forty-five (45) days after the date of the Bid opening;

thereafter, a Bidder may withdraw his Bid only by a written notice of withdrawal submitted in advance of the bid award.

1.9 BIDDER’S QUALIFICATIONS

A. The County may make such investigations as deemed necessary to determine the responsibility of any Bidder to perform the work, and any Bidder shall furnish to the County the information, samples, and data required by the County. The

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County reserves the right to reject any Bid if the evidence submitted by or Investigation of any such Bidder fails to satisfy the County that any such Bidder is responsible, or qualified to carry out the obligations of the Contractor to complete the work as contemplated therein.

B. The following shall be considered the minimum requirements to qualify for Bidding:

(1) Be an established business, registered to do business in the State of New York

(2) Maintain in direct employ experienced, and trained personnel.

C. Maintain and be familiar with the requirement of all applicable codes and regulating bodies.

D. Must submit Certificates of Insurance and copies of endorsement forms, meeting requirements of the County of Wayne’s minimum insurance standards, a copy of which is included in the Bidding Documents

E. Must be doing business or have done business in a minimum of 3 accounts of equal or greater value as the Bid submitted.

F. Must be doing business with or have done business within the past 2 years with at least one (1) other Municipality of equal or greater value as the Bid submitted.

G. Must include a reference list pertaining to item E and F.

1.10 CONSIDERATION OF BIDS; ACCEPTANCE OF BID

A. Contract may be awarded to the Bidder submitting the lowest responsible Bid that meets the requirements of the

Specifications.

B. The County shall have the right to reject any and all Bids; to reject a Bid not accompanied by the required Bid security (If applicable) or by other data required by the Contract Documents; to reject a bid which is in any way incomplete or irregular; and to waive any informality in a Bid.

C. The County shall have the right to award any combination of Bid and Alternative to determine total bid amount

D. The County shall award the bid to one bidder for the total amount indicated on the bid form.

E. Bids prices shall remain firm for a period of 45 days after the bid opening date.

F. The acceptance of a Bid by resolution of the Board of Supervisors shall bind the successful Bidder to comply with the terms and conditions of the Contract Documents.

G. Non-Collusion Bidding Affidavit must be complete, signed and submitted with Bid.

H. The selected Contractor must agree to conditions incorporated into the standard contract used by Wayne County, subject to approval of the County Attorney.

I. The selected Contractor will enter into a contract with the County for performance of the work specified in the BID.

J. All work obviously necessary for the completion of the contract shall be included in the Contractor’s Bid.

K. The Agreement will be governed by the laws of New York State. The Contractor shall comply with all applicable laws including those regarding labor, discrimination and equal employment opportunity.

1.11 METHOD OF AWARD

Except where the County exercises the right to reject any or all Proposals, the County will award the Contract to the lowest responsive and responsible Bidder meeting all specifications of the bid, provided further that such Bidder complies with all requirements of the Advertisement and these Instructions to Bidders, after investigations are made to determine the

Bidder's responsibility and capability. Official Notice of Award will be provided the successful Bidder upon approval by resolution by The Wayne County Board of Supervisors.

The County guarantees no minimum or maximum purchases or contracts as a result of award of this bid. Additionally, the

County reserves the right to purchase any goods or services included as a part of this bid through any means legally available to it at any time.

1.12 GUARANTEE

The vendor guarantees that all work will be conducted in accordance with the Bid Specifications and that all goods, materials and/or equipment supplied to the County meet or exceeds the Bid Specifications. Should the goods, materials and/or equipment be found not to meet the Bid Specifications, the vendor must remove and/or at the County’s sole discretion, replace all faulty goods, materials and/or equipment within a time frame dictated by the County at no cost to the County.

1.13 BACKORDERS/ORDER STATUS

The vendor agrees to provide the using department and/or Purchasing with a monthly open order report. Any order more than ten (10) days old must include an explanation of the delay as well as an estimated arrival date.

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1.14 SUBSTITUTE OR “OR EQUAL” ITEMS

A Contract, if awarded, may be on the basis of materials and equipment as described in the Bid Specifications, and “or equal” items submitted by the bidder and accepted by the County.

The bidder may offer “or equal” items that meet the same performance and reliability standards as specified herein. If the bidder offers an “or equal” item, the bidder must include with the bid package, documentation establishing equality of construction, operation and utility. Said “or equal” items must be accepted or rejected based upon the County’s evaluation of the submitted documentation. All costs associated with the review of any “or equal” items prior to recommendation of award, must be at the bidders expense.

If a submitted “or equal” item is rejected, the bidders must be afforded an opportunity to meet with the County to offer additional qualifying opinions and information prior to the County rejecting the bid. However, if the County determines that the materials or equipment do not meet the minimum acceptable specification, the vendor will not have the opportunity to offer the County other alternatives or to offer the original equipment specified by the County. Additionally, the bidder must not have the opportunity to submit any alternative materials or equipment after the bids have been opened or awarded.

Neither the County nor its representatives must make any determinations as to equality of materials or equipment prior to the opening of bids.

The decision to accept or reject an “or equal” item rests solely with the County. If a substitute “or equal” item is not accepted by the County, the bid will be deemed non-responsive and the County must reject this bid. The next lowest responsive bid must then be reviewed for recommendation of award.

1.15 EXECUTION OF CONTRACT

The Bidder, whose proposal has been accepted, shall have a legally authorized representative execute the contract and submit it to the County within ten (10) calendar days of the date of Notice of Award.

1.16 CANCELLATION CLAUSE

The County reserves the right to cancel the contract at any time during the contract term by written ten (10) days’ notice mailed to the address of the vendor.

1.17 COMMUNICATIONS

The individual listed below is responsible for the conduct of this procurement. All questions, inquiries, concerns, or clarifications regarding this solicitation must be submitted electronically (via email or submitted on the BidNet Platform) to this individual or their designee. Offerors shall not contact or communicate with any other County employees.

Unauthorized contact about this RFB with any other County employees may result in immediate disqualification. The

County will not be responsible for any oral representations or instructions. All contact with any county official must take place during normal work hours, at the county office, or a site related to the service being proposed.

Contact Name: Christopher O’Connor NIGP-CPP, CPPB Title: Purchasing Agent

Address: 16 William St Lyons, NY 14489

Phone #: (315)946-7675 Email: purchasing@waynecountyny.gov

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1.18 ANTICIPATED RFB TIMELINE

The Owner will make every effort to adhere to the schedule below. However, the Owner reserves the right, at its sole discretion, to adjust the RFB Schedule of Events as it deems necessary.

NO Activity Time Date

1 RFB Issued 04/24/2025

2 Deadline for Questions 3:00 PM EST 05/08/2025

3 Questions Answers as an Addendum (if any) 05/13/2025

4 Deadline for Proposal Submission (Proposal Due Date) 2:15 PM EST 05/19/2025

5 Anticipated Award Date 06/17/2025

Right to withdraw proposals expire on the date and time for deadline for proposal submission listed above

1.19 SITE VISITS

☒Applicable ☐Not Applicable

All bidders are responsible for becoming adequately familiar with the project site(s) and the overall project.

Failure of a bidder to request a site visit will not relieve that bidder of the responsibility to have familiarized themselves with the site and the conditions under which the work will be performed. Please email purchasing@waynecountyny.gov if interested

Site Visits will be held at:

Address: 7376 Route 31, Lyons NY 14489 Building/Room Location: First Floor Conference room

1.20 PREVAILING WAGE RATES AND SUPPLEMENTS

☐Applicable ☒Not Applicable All contractors and subcontractors engaged in public works projects are required to pay not less than the prevailing hourly wage rates and the prevailing hourly supplements for the project as determined by the New York State Department of

Labor. The current schedules of prevailing wage rates and supplements are included in the Contract Documents. In the event that the prevailing wage rates or supplements change after the bids have been opened or after the contract is awarded, updated schedules will be issued by the State Department of Labor. All contractors and subcontractors must comply with the updated schedules. The Owner shall not be responsible for any increased labor costs which result from errors or defects in the schedules of wage rates and supplements or from changes in the schedules. No change in the

Contract Sum shall be allowed to a contractor for any such errors, defects or changes in the schedules.

Section 220-a of the Labor Law requires contractors and subcontractors engaged in public work projects to provide their subcontractors with a copy of the prevailing wage rate schedule in effect for the contract and to obtain from all their subcontractors a verified statement that such subcontractors have reviewed the schedule in and agree to pay the wages and supplements set forth therein. Before final payment is made by the Owner to a contractor, the contractor must file with the Owner every verified statement required to be obtained by the contractor from its subcontractors, and a verified statement which provides in part that, to the knowledge of the contractor, all of its subcontractors have paid the required prevailing wages and supplements to their employees and that the contractor acknowledges liability for underpayment by subcontractors of prevailing wages and supplements as described in Section 223 of the Labor Law.

all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor

(NYSDOL) under Labor Law Section 220-i.

The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines

“subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, mailto:purchasing@waynecountyny.gov

Page | 8 excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after

December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after

December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a

Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

1.21 EXTENSION OF USE

☐Applicable ☒Not Applicable

The County reserves the right to allow all municipal and not for profit organizations authorized under the General Municipal

Laws of the State of New York (“GML”), to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to GML Sections 100 through 104. However, it is understood that the extension of such contracts are at the discretion of the vendor and the vendor is only bound to any contract between the County and the vendor.

END OF INSTRUCTIONS TO BIDDERS

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Section 2

SCOPE OF WORK AND SPECIFICATIONS

2.1 SCOPE OF WORK

Wayne County is soliciting proposals from firms to provide various audio/visual updates for the Wayne County Emergency

Operations Center located within the Wayne County Public Safety Building.

2.2 SCHEDULE

Since the Operations Room is used on a regular basis for training and other activities, coordination for installation work will be discussed upon award. Scheduling will be mutually agreed upon.

2.3 PROJECT LOCATION

The Project is at the Wayne County Emergency Operations Center.

2.4 GOALS

• Interface Zetron Max (Room 2010) to existing AV Switching Unit (Room 2009)

• Interface Davis Weather Station PC (Room 2011) to AV Switching Unit (Room 2009)

• Supply, install and interface 55” commercial wall monitor (Room 2011) to AV Switching Unit (Room 2009)

• Supply, install two speakers with volume control into (Room 2010 Comm Room), interface into Room PA system (Room

2009)

• Update existing AV Switching Unit (Room 2009) to control updated Spectrum cable TV

• Update Operations Room (Room 2011) to improve suitability for video conferencing and interface into AV Switching

Unit (Room 2009)

• Update existing control system programming (Room 2011) and touch screen to control modifications

• Remove any obsolete hardware

• Replace any other components as necessary for a fully functional system

2.5 DETAILED TECHNICAL REQUIREMENTS

Wayne County Emergency Management Office will consider ideas and systems that allow for improved workflow and create efficiencies that will provide savings to our taxpayers. Therefore, if there are any items within the scope of work below that can be completed in a different manner or are unnecessary due to new technologies or processes that can be utilized, the vendor should detail those items in their response.

It is the intent of the county to award a single contract for the design (engineering), build, programming, and installation of the project, including any necessary equipment and materials to provide a complete turnkey update to the county.

System Environment

1. All equipment in the Operations Room is powered through a single Uninterruptable Power Supply.

2. AV switching equipment rack is located in Electrical Room 2009.

3. Master console control station for the AV switching equipment is located in the rear corner of Operations Room

2011.

4. Zetron Max is location in Comm Room 2010.

5. Davis Weather Station Computer is located in Operations Room 2011.

6. All necessary uninterruptible AC power, where required for equipment shall be County-provided.

7. LAN where required by the County.

8. Cable TV by the County.

Vendor’s Solution Hardware and Software Requirements

1. The proposed solution shall integrate into existing audio/visual equipment.

2. The proposed solution shall be commercially available (no beta version will be considered) and designed to support the switching of diverse audio and visual signals originating from a variety of sources as detailed previously.

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3. The proposed solution should be designed with commercial quality components that are readily available on NYS

Contract or cooperative purchasing program where possible.

4. The Vendor’s products shall, in the current or prior versions, have been on the market for at least two years.

5. The Vendor shall supply cabling six weeks before installation of equipment.

6. The Vendor shall provide detailed specifications for data wiring a minimum of six weeks before the solution is installed.

7. Vendor shall terminate all cabling.

8. The vendor shall update the existing control system software and operator interface.

9. The proposed solution shall not have any user license fees or require any third-party software whose licenses shall be renewed annually.

2.6 ADDITIONAL INFORMATION

Wayne County Public Works will install all power and cabling required to locations as specified by Offeror.

1. The County will supply:

i. 120 VAC with UPS to equipment

ii. Installation of network data wiring (supplied by vendor) and power to a location adjacent to equipment

Site Inspection

A site inspection is highly suggested.

Vendor General Requirements

1. To provide for an effective evaluation of proposals, all cost proposals shall provide the following (it is acceptable to provide vendor’s standard quote form as an attachment):

a. Equipment Cost. Equipment shall be line item detailed by manufacturer, description, model number, quantity, unit cost, total cost.

b. Reference state contract or other purchasing contract where appropriate.

c. Installation Cost

d. Programming Cost

e. Materials Cost

f. Preventive Maintenance Agreement Options

g. Shipping Cost

2. No change orders shall be approved for missing or inadequate information or materials supplied to the County that subsequently delays the installation of the equipment.

3. Service department

a. The Offeror shall provide a service technician, or applicable required staff, to the facility within two (2) hours for emergency service calls

b. Specify the location of the nearest service tech/depot

Upgrades and Maintenance

1. All upgrades available to the solution at time of installation shall be included as part of the contract for the solution at no additional cost.

2. All components shall be current life-cycle products at time of order. No out-of-production or announced end of life components or subassemblies shall be accepted.

Project Manager/Work Plan

The vendor shall provide a project manager with the necessary expertise and manpower to oversee and perform the tasks involved to ensure the successful and timely implementation of the solution.

At the beginning of the project, the project manager shall provide the County a detailed written plan that sets forth the various project phases with definitive starting and completion dates. This work plan shall include, but not be limited to,

1. Specifications of all hardware/software.

2. All necessary owner supplied power and cabling, including any necessary specifications.

3. Hardware / software installation.

4. Delivery of documentation.

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5. Training schedules.

6. System acceptance.

The project manager shall submit an updated project work plan to the County at regular intervals, and as project events may require.

Upon project commencement, the project manager shall provide a bi-weekly written status report to the County's project manager. This report shall document the project's status, identify tasks not on schedule, report problems, and specify how and when problems will be solved.

Training

The vendor shall provide the necessary training for user personnel. This training shall assure that the users will be capable of continued operation of the solution. The training plans should also include related costs and materials, i.e., Reference

Guides, Tutorials and Related CDs, etc.

Documentation

The solution shall be fully documented prior to acceptance of the solution by the County. The County shall maintain the right to make a sufficient number of copies of all documentation for its own internal use. Documentation shall include:

• Management Overview

• Detailed user instruction

• Technical components, programs, files, procedures, etc.

• As-built drawings

• Sample copies of documentation as part of the Proposal Outline

Warranties

The vendor shall provide warranty of at least twelve (12) months as a part of the agreement. The warranty shall warrant that the system is free of major defects and operates in accordance with vendor documentation and provides functions and performance as required by these specifications

Help Desk Support

The vendor shall provide help desk operations.

Maintenance Agreement

The vendor will list any recommended maintenance agreements as a separate line item on their proposal.

2.7 BASIS FOR AWARD

The basis for award will consider the following factors

• Cost of solution (35 points)

• Cost of Optional Maintenance Agreements (5 points)

Cost will not be the only factor in the selection of a firm. The proposed price will be graded upon the following formula:

Average Bid/Your Bid = X (whereby X cannot exceed 100%)

X * 35 Points = Points awarded based on cost of proposed solution

X * 5 Points = Points awarded based on cost of optional Maintenance Agreements

Non-cost considerations will have the following maximum points allocated to them:

• Ability to meet delivery and implementation timeline (10 Points)

• Features of proposed solution (20 Points)

• Firm’s capacity and availability to perform services (20 Points)

• References from projects of similar scale and scope (10 points)

Total maximum points: 100 Points

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Section 3

PROPOSAL FORMS

Submittal Form A Offeror Background Submittal Form B Cost Proposal Submittal Form C Non-Collusion Certification Submittal Form D Certification Regarding Debarment, Suspension, and Responsibility Submittal Form E Certification of Compliance with the Iran

Divestment Act Submittal Form F Certification Regarding Lobbying Submittal Form G Insurance Documentation

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SUBMITTAL FORM A – OFFEROR BACKGROUND

PROJECT INFORMATION

RFB Number:

Project Name:

OFFEROR INFORMATION

Name of Company:

Web URL:

Address:

FID #:

Number of Years in Business (Under Current Business Name):

CONTACT INFORMATION

Identify an individual that can be contacted for clarification on this proposal

Name:

Title:

Email:

Telephone:

ADDENDA ACKNOWLEDGEMENT

The Offeror acknowledges receipt of any addenda and has incorporated the requirements of such addenda into their proposal. Failure to identify and sign for all addendum may subject the Offeror to disqualification. The Offeror must list all addenda’s (by number), then initial and date to confirm that you have received and incorporated them into your Proposal. The Offeror may add more rows as necessary (Bidders need only complete this section if any addenda were issued for this RFB)

Number Initials & Date Number Initials & Date Number Initials & Date

STATEMENT OF CERTIFICATIONS AND ASSURANCES

The Offeror does, hereby, expressly affirm, declare, confirm, certify, and assure ALL of the following:

1. The Offeror has thoroughly reviewed this RFB, contract documents, including the sample agreement, and all pertinent appendices, exhibits, and attachments include as part thereof, and that we fully understand all elements required for the full completion of the project as defined therein.

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2. The Offeror further certifies that, if selected as the successful firm, we will enter into the contract agreement included with this RFB.

3. The prices in his Proposal have been arrived at independently without collusion, consultation, communication or agreement for the purposes of restricting competition as to any matter relating to such prices with any other firms or with any other competitor.

4. The Prices quoted in his Proposal have not been and will not be knowingly disclosed directly or indirectly by respondent to any other firm or competitor prior to the final date and time for submission of such proposal.

5. No attempt has been made or will be made by respondent to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition.

6. The Response submitted in response to the RFB shall remain valid for at least 60 days subsequent to the date of the Response opening and thereafter in accordance with any contract pursuant to the RFB.

7. They understand and have complied with the requirements of State Finance Law Sections 139-j and 139-k and will continue to do so throughout the Restricted Period.

8. The business entity noted above certifies, and in the case of a joint quote each party thereto certifies as to its own organization, under penalty of perjury, that the business entity submitting this quote has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201-g of the New York State Labor Law.

By signature below, the signatory certifies legal authority to bind the responding entity to the provisions of this RFB and any contract awarded pursuant to it. The Owner may, at its sole discretion and at any time, require evidence documenting the signatory’s authority to be personally bound or to legally bind the responding entity.

DO NOT SIGN THIS DOCUMENT IF YOU ARE NOT LEGALLY

AUTHORIZED TO DO SO BY THE ENTITY RESPONDING TO THIS RFP.

SIGNATURE:

PRINTED NAME:

TITLE:

NAME OF FIRM:

DATE:

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SUBMITTAL FORM B–COST PROPOSAL

SECTION 1 – PROJECT COSTS

The Offeror is required to provide a clear breakdown in this Submittal Form. The Offeror’s Total Project Cost shall include the cost for everything that is necessary to meet the intent of the County as described in this RFP, including, but not limited to: materials, products, labor, subcontractors, suppliers, equipment, applicable taxes, fees, overhead, profits, travel, direct and indirect costs, etc.

Project Total Cost (Emergency Operations Center):

SECTION 2 – PROJECTS BREAKDOWN

*Equipment must be line item detailed by manufacturer, description, model number, quantity, unit cost, total cost- Include as a separate pages

PROJECT 1 – EMERGENCY OPERATIONS CENTER

Design Cost:

Equipment Cost:

Programming Cost:

Installation Cost:

Engineering Cost:

Materials Cost:

Shipping Cost:

Estimated Downtime (Days)

Options

Any additional software required to program and/or maintain the system:

Additional factory training required to program and/or maintain the system:

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SECTION 3 – PROJECT ALLOTMENT RELEVANT TO DELIVERABLE MILESTONES

MILESTONE

DELIVERABLE AMOUNT

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SUBMITTAL FORM C – NON-COLLUSION CERTIFICATION

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies to its own organization, under penalty of perjury, that to the best of knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, 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;

2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any bidder or to any competitor; and

3. No attempt has been made or will be made by the bidder to induce any other person partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

The signature of the Bidder to this Bid shall be deemed a specific subscription to the certificate required under

Section 103-d of the General Municipal Law of the State of New York, and the Bidder affirms that the statements herein contained are true under the penalties of perjury.

Sincerely Yours, Bidder:

By:

Signature of Authorized Representative

Title:

Address:

Phone Number:

Date:

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SUBMITTAL FORM D – CERTIFICATION REGARDING DEBARMENT,

SUSPENSION, AND RESPONSIBILITY

The undersigned certified, to the best of his/her knowledge and belief, that the Contractor and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

2. Have not within a three-year period preceding the proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted or otherwise criminally or civilly charged by a government entity

(Federal, State or Local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

4. Have not within a three-year period preceding the Agreement had one or more public transactions

(Federal, State or Local) terminated for cause or default.

Print Name of Contractor:

By:

Signature of Authorized Representative

Print Name:

Title:

Date:

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SUBMITTAL FORM E– CERTIFICATION OF COMPLIANCE WITH THE IRAN

DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) §165-a and New York General Municipal Law §103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List”). Pursuant to SFL §165-a (3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL §165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time of the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the County receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ______________________________________, being duly sworn, deposes and says that he/she is the

________________________________ of the __________________________________ Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

Sworn to before me this ______ Day of _______________, 20__ Notary Public

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SUBMITTAL FORM F– CERTIFICATION REGARDING LOBBYING

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the Undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any Person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all* sub-awards at all tiers (including sub-contacts, sub-grants, and Contracts under grants, loans, and cooperative agreements) and that all* sub-recipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Grantee/Contractor Organization Program Title

Name of Certifying Official Signature

Date

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SUBMITTAL FORM G– INSURANCE DOCUMENTATION

The Offeror shall submit the following required insurance forms or a letter of intent from your insurance agent. The Offeror shall submit:

ACORD Form 25 - Certificate of Insurance to evidence all liability coverages as outlined in the RFP document.

A copy of the applicable Additional Insured endorsement form evidencing the coverage endorsed onto the liability policies as required in the RFP document.

New York State Workers’ Compensation Form C105.2 or New York State Insurance Fund form U26.3 to evidence New York State workers’ compensation coverage.

A copy of the applicable Waiver of Subrogation Endorsement Form, evidencing the coverage endorsed onto the Workers’ Compensation policy, either on a specific/scheduled or blanket basis.

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Section 7

ATTACHMENTS & EXHIBITS

Exhibit 1 Sample Agreement / Contract

Exhibit 2

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Exhibit 1

SAMPLE

OWNER-CONTRACTOR AGREEMENT

(Term of Contract: – )

THIS AGREEMENT, made as the _____ day of __________, 20___, by and between the COUNTY OF WAYNE, a municipal corporation with offices for business at 26 Church Street, Lyons, New York 14489 ("County") and __________________, having an address at ____________ ,________________,____________,("Contractor").

W I T N E S S E T H:

WHEREAS, in accordance with Wayne County Board of Supervisors’ Resolution No. _____, duly enacted on ______________, the Contractor is willing to provide services including, but not limited to___________________________________________________________________________________________ _____________________________ pursuant to the bid submitted _____________ 20___ for the Wayne County __________________, subject to the terms and conditions set forth herein;

NOW, THEREFORE, in consideration of the mutual covenants and agreements hereinafter set forth, the parties agree as follows:

1. TERM OF AGREEMENT

The term of this agreement shall commence on __________, 20___ and terminate on_________, 20__ with the option to renew for an additional one (1) year period, unless earlier terminated as provided herein.

2. SCOPE OF SERVICES

The Contractor shall provide _______________in accordance within the written RFP. THE HEREIN AGREEMENT SHALL SUPERSEDE AND BE CONTROLLING RELATING TO ANY AMBIGUOUS, INCONSISTENT OR CONTRARY TERM(S)

AND/OR CONDITION STATED WITHIN THE RFP.

3. WARRANTIES AND REPRESENTATIONS; STANDARDS OF PERFORMANCE

A. The Contractor warrants and represents that it is qualified to perform the work and services required of it…