17-065 SO UPS Bid.docx

Request for Bid

For: The Walworth County Sheriff’s Department

To ensure notification of any bid opportunities, vendor must be registered on Demandstar by Onvia at: www.demandstar.com . To REGISTER, at NO CHARGE go to www.onvia.com/WAPP .

Please note that all Notifications, Releases and Amendments associated with this solicitation will be posted on Demandstar.

To ensure notification of future bid opportunities with Walworth County, vendors must be registered.

BUYER: Diane Knoll

PHONE: 262 741 7261

FAX: 262 741 3195

EMAIL: dknoll@co.walworth.wi.us

Table of Contents

1. INVITATION

Walworth County is accepting sealed bids for an Uninterruptible Power Supply (UPS) for the Walworth County Sheriff’s Department. Bids will be received until 10:00 a.m., on June 8, 2017 by Walworth County Purchasing, Department of Public Works, W4097 County Road NN, Elkhorn, WI 53121. Shortly after 10:00 a.m., all bids received will be opened and recorded in the Department of Public Works Conference Room.

The intent of the Sheriff’s Office is to replace a UPS for the electronic equipment in the Communications Center located at 1770 County Road NN in Elkhorn. The primary function is to provide regulated / filtered power under normal conditions, and continue providing power to the electronics during a temporary outage of commercial / generator services. The Sheriff’s Office Communication Center would like a unit that supports all of the existing equipment, but also has the ability to increase its size / capacity in the future.

2. POSTING OF SOLICITATIONS

All Walworth County solicitations are posted on Demandstar by Onvia at: www.demandstar.com .

Bid documents and specifications may be obtained from Demandstar by Onvia at: www.demandstar.com.

Vendors may register with Demandstar, at no charge, through the Wisconsin Association of Public Purchasers (WAPP) of which Walworth County is a participating member, at: http://www.onvia.com/WAPP

NOTE: Walworth County will make no attempt to contact vendors with updated information. It is the responsibility of each vendor to periodically check the website for any and all notifications, releases and amendments associated with this solicitation.

3. PRE-BID MEETING / SITE TOUR

A Pre-Bid meeting and walkthrough will be held on May 30, 2017, at 1:30 PM at the Walworth County Sheriff’s Office at the address above. Please be on time as no accommodations will be made for late arrivals. NOTE: This will be the only opportunity for a walk through, therefore, be sure to bring all potential subcontractors. Vendors are also reminded to review all Bid Documents prior to arrival.

4. DEFINITIONS

5. VENDOR REQUIREMENTS

Successful vendor shall be required to meet the following minimum requirements:

a. Be familiar with Supply and Installation of an Uninterruptible Power Supply (UPS) System in order to have a clear understanding of this particular project.

b. Vendors must possess a minimum of five (5) years of verifiable experience in providing and installing UPS equipment. Experience shall include accounts equal or larger in size and scope similar to this project.

c. Vendor must be an authorized dealer, and have repair capabilities for the equipment bid and awarded.

6. REFERENCES:

Vendor shall complete Exhibit C, References, and include it with their bid that will certify that they are experienced with or meet the requirements of this specification. This will include the names of companies for which similar work was performed along with the name of a person to contact and their phone number.

7. EXAMINATION OF BID DOCUMENTS

The bidder is required to carefully examine the bid specifications, as herein contained and known as the bid documents... It will be assumed that the bidder has investigated and is satisfied as to the requirements of the bid documents. It is mutually agreed that the submission of a bid shall be considered as conclusive evidence that the bidder has made such examination and is satisfied as to all the conditions and contingencies.

All labor, equipment, parts, items, details of services, or features not specifically mentioned which are regularly furnished in order to complete this type of purchase / work will be furnished at bid pricing and shall conform in quality, workmanship and service to that usually provided by the practice as specified in this Request for Bids.

8. INQUIRIES/SINGLE POINT OF CONTACT

Any questions, requests for changes, clarifications, etc., concerning the solicitation are to be submitted in writing to:

Diane Knoll, CPPB, Sr. Buyer Walworth Co. Dept. of Public Works Purchasing Division W4097 County Road NN Elkhorn, WI 53121

Communications related to this solicitation will be received between 7:00am and 3:30pm, Monday through Friday with the exception of legal holidays.

Questions must be received no later than 3:30 p.m., CDT, May 31, 2017

No information provided verbally, or by parties other than the Buyer, will be considered binding.

Contact with any other party or attempts by Vendors to contact any other party may result in the rejection of their bid.

9. VENDOR REQUESTS FOR EXCEPTIONS/CHANGES TO BID

It is the responsibility of all vendors to carefully examine the RFB in its entirety. Vendors should make a request for interpretation or correction of any ambiguity, inconsistency or error.

If any of the terms and conditions of this RFB or specifications are not in full accord and changes, alterations, additions, deductions or exceptions to be taken, in regard to size of equipment, layout, etc. which causes your firm to be noncompliant with the specifications and prevent you from submitting a bid, consideration will be given to a vendor’s request for change.

Any requests for changes, clarifications, etc., must be submitted in writing to the Walworth County Purchasing Division, to the attention of the buyer whose name appears on page one of this RFB, by the due date and time for questions, as listed on the cover page of this solicitation. Requests received after that time will not be considered.

Any changes made as a result of a written request will be issued via an amendment and, will be posted to www.demandstar.com. Vendors are responsible for checking this website for any future amendments, etc., prior to the opening date. If an amendment is issued, it must be acknowledged on the Vendor’s Certificate of Compliance (Exhibit B). Vendor’s who do not acknowledge the amendments may have their bids rejected.

10. SUBMISSION OF BID

Bids must be submitted using the Bid Forms provided herein. Submit only the required documents. It is not necessary to return the entire bid document with the bid.

Vendors must submit one (1) original and three (3) copies of their bid enclosed in a sealed envelope. Bids must be clearly labeled with vendor name, return address, project number, project title, and opening date.

Interested firms shall submit their sealed bids to:

Walworth Co. Dept. of Public Works Purchasing Division W4097 County Road NN Elkhorn, WI 53121

The following documents must be included with your bid:

· Certificate of Compliance

· References

· Cost Summary

Bids must be dated and time stamped by the Walworth County Purchasing Division on or before the date and time due. Bids submitted or time stamped in another office will be rejected. Actual receipt in the office of the Purchasing Division is mandatory.

Late responses will not be accepted, and will not be considered and will be returned unopened.

Bids may not be transmitted orally, by Email or Fax Machine.

All bids will be opened and recorded in the Walworth County Public Works Conference Room located at W4097 County Road NN, Elkhorn, WI 53121.

All bids shall be valid for a period of ninety (90) days after the scheduled time of closing.

All vendors, by submission of their bid, agree to abide by the rules, regulations, and procedures of Walworth County.

11. WITHDRAWAL OF BID

Bids may be withdrawn only in total and only by a written request to Walworth County Purchasing prior to the time and date scheduled for bid opening.

12. BID ACCEPTANCE / REJECTION

Walworth County reserves the right to accept or reject any or all bids, in whole or in part, received in response to solicitations, to waive or permit cure of minor irregularities, and to request clarification from any or all qualified vendors.

13. METHOD OF AWARD

Award shall be made to the lowest responsible, responsive bidder conforming to specifications, terms, and conditions, or to the most advantageous bid submitted to the County on a quality versus price basis.

The contract shall be deemed as having been awarded when formal recommendation of award has been approved by the appropriate County Committee having the authority to make such approval.

Among other things, warranty, time of delivery, purpose for which required, competency of bidder, the ability to render satisfactory service and past performance will be considered in determining responsibility.

14. CONTRACTOR’S RELATIONSHIP TO WALWORTH COUNTY

It is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work, and the Contractor is in no respect an agent, servant, or employee of Walworth County. The contract will specify the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor.

15. VENDOR SUPPLIED DOCUMENTATION / MATERIALS

All vendor-supplied materials, including the bid, become the property of Walworth County. Materials contained in bids are subject to the State of Wisconsin Open Records Law and, after contract award, may be viewed by any member of the public. Walworth County will work with vendors to meet their confidentiality requirements, provided they are within reason. All vendor confidential material must have each page clearly marked as confidential. If you are claiming a statutory exception to the Wisconsin Open Records Law, you must specify which statutory exception provision applies. To review the statutory exceptions, go to http://folio.legis.state.wi.us/cgi-bin/om_isapi.dll?clientID=83141&infobase=stats.nfo&j1=19.36&jump=19.36&softpage=Browse_Frame_Pg.

The County reserves the right to make determinations of confidentiality. If the County does not agree with the information designated under one of the disclosure exceptions, it may either reject the bid or discuss its interpretation of the allowable exceptions with your firm. If agreement can be reached, the bid will be considered. If not, the County will remove your bid from consideration for award and return it to your firm. In no event will price be deemed confidential.

16. LICENSURE, CERTIFICATION AND OTHER STATUTORY REQUIREMENTS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing the product and/or service described in the specification will apply and will be deemed incorporated into the agreement. Contractor shall be responsible for obtaining al licenses and/or permits necessary to perform the services. These requirements shall be done at the Contractor’s expense.

17. MINORITY BUSINESS ENTERPRISE

Walworth County promotes and encourages participation of small and disadvantaged businesses, women’s business enterprises and minority businesses. Walworth County requires all Contractors and subcontractors to promote the participation from these entities.

18. BACKGROUND

The Sheriff’s Office has (2) independent power sources. Commercial Utility power is used primarily for HVAC and Lighting. This power is 3 phase 277/480V Wye.

Generator backup power comes into the building on the east side and is primarily used for all the electronics in the building. The generator is located immediately East of the Sheriff’s Office. This power is 3 phase 277/480V. Thus it measures 230V from any leg to neutral. It measures 480V between any 2 legs.

The UPS is powered from the generator via ESB-1 which is 277/480V, 600A, 30 or from commercial utility power via ATS-1/1 which is 480V 150A 30.

19. SCOPE OF WORK

The scope of this project is for the removal of the existing UPS, and supply and installation of the new replacement UPS system. Vendors shall provide pricing for work to be done between the hours of 7:00 a.m. to 3:30 p.m., Monday through Friday. However, it is the County’s preference to have any work that causes the system to be shut down to be completed between the hours of 4:00 a.m. and 6:00 a.m. Any power outage to the Communications Center’s public safety network will affect the entire County. Vendors shall also provide pricing for any work to be done between the hours of 4:00 a.m. and 6:00 a.m., Monday through Friday. NOTE: The successful vendor and the Sheriff’s Department agree to coordinate the hours of work to be done between the hours of 4:00 a.m. and 6:00 a.m. and 7:00 a.m. and 3:30 p.m.

At a conceptual level it should include:

1) A commercial UPS unit capable of expanding both the KVA size, and the Run Time in the future without replacing any items purchased in this procurement.

2) Batteries with any needed cabinet.

3) An external maintenance by-pass method (make-before-break) that allows complete removal of the UPS system.

4) A new distribution panel.

5) Connections to the generator source and to the existing emergency panel.

6) A full maintenance and service manual.

7) Grounding and lightning protection based on current Tower / Equipment shelter guidelines.

8) All labor to install, turn-up, test, coordinate, and cut-over the new UPS.

There is available space inside the equipment room that measures 60 in. X 70 in. The room temperature is kept between 63-68F degrees. Any additional future expansion of the UPS will need to be contained in this area.

It is critical that the electronic equipment at this facility be in operation at all times. (No down time) The County understands that switching equipment through a UPS system does require a brief outage. Any outage will need to be coordinated so that the County can re-route individual services and move one (1) item at a time to minimize the impact during cut-over of the new equipment.

20. SPECIFICATIONS

The minimum specifications are intended to define the level of quality and performance of the requested equipment and not to be restrictive. Equipment offered shall be of equivalent dimensions, quality and performance.

UPS Unit shall be:

a. Initially sized to provide a minimum of 18 kVA, with the ability to expand to a minimum 28 kVA by adding power modules to the same unit.

b. In line between the source power and the load power.

The UPS unit shall include:

a. A minimum of (3) alarm outputs in the form of dry contact closures.

b. Ethernet capability allowing either a client software or web browser interface for monitoring needs.

c. SNMP / Syslog messages that include the unit’s change of state, along with alarm messages.

b. AC Input Voltage: 208 volts ±10%, three-phase, 4 wires plus ground, 50-70 Hz.

c. AC Output Voltage: 208/120 volts ±2%, three-phase, 4 wires plus ground, 60 Hz.

d. Audible Noise: Maximum noise under full load at a distance of 1 meter should not exceed 51.3 dBA.

e. An external by-pass switch that will allow the entire UPS unit to be removed if necessary.

f. A properly sized disconnect, along with external bypass switch shall be provided between the generator and the UPS. A panel is required on the output of the UPS.

The UPS batteries will be initially sized to provide 30 minutes of run time under full load.

Vendor shall provide:

a. All physical, electrical, environmental specifications of all the proposed equipment.

b. Installation of a new Main Breaker panel capable of 40 circuits.

c. Main breaker on the panel.

d. Sub-feed breaker to feed the existing emergency panel.

e. 50A Surge Protector feed breaker.

f. 30 amp single circuit breaker

g. (10) 20 amp single circuit breakers

h. (10) 15 amp single circuit breakers.

i. Installation of a customer provided surge protection panel on the new main breaker panel.

j. On-site service within 4 hours of a critical UPS failure, and next business day for non-critical failures. (Critical is defined as: The in-ability of the UPS unit to provide proper AC service and required by-pass function to restore service to the load equipment.)

21. ALTERNATES

If articles in the bid have been identified by a Brand Name, unless otherwise noted, such description is intended to be descriptive of quality, workmanship, finish, function and approximate characteristics desired and is not intended to be restrictive. Substitutions may be accepted at the sole discretion of Walworth County.

22. WARRANTY

A one (1) year on-site inclusive parts & labor warranty shall be included in the initial purchase.

All equipment, including the material used therein, shall be guaranteed against design, mechanical, electrical, and workmanship defects. In the event defects become evident within the warranty period, vendor shall furnish replacement parts, materials and procedures, and labor as necessary, which shall be provided at no cost to the County for the duration of the warranty period.

The warranty period shall commence on the date of system acceptance, not on the date of equipment delivery or completion of installation.

Acceptance is defined as acceptance by the County after its authorized agent has found the system to be in compliance with the specifications and any requirements set forth in this Request for Bids.

23. FREIGHT INCREASE

If there is a freight increase prior to delivery of the units, the additional increase must be at the vendor’s expense.

24. OSHA/ANSI REQUIREMENTS

All commodities and/or service shall satisfactorily comply with applicable OSHA/ANSI regulations in effect at the time commodities are shipped and/or service is performed.

25. DESCRIPTIVE LITERATURE

Bidder shall attach manufacturer's current literature and specifications covering the latest model of equipment on which he is bidding and which specifically and clearly indicates coverage of all items shown in the bid specifications. If the manufacturer's literature does not clearly reflect these items, the bidder shall attach certification from the manufacturer verifying compliance with the bid specifications. Failure to provide this information may result in bid rejection.

26. UNSUITABLE EQUIPMENT

Bids will not be considered for equipment which has previously failed to perform satisfactorily.

27. DEVIATION

The absence of a written list of deviations submitted with the bid shall hold the bidder strictly accountable to the County and to the specifications as written. Any unauthorized deviation from the specifications may be grounds for rejection of the equipment when delivered.

28. TRAINING OF OWNER PERSONNEL

Contractor shall provide on-site training for six (6) County personnel in the proper operation, maintenance and testing of equipment provided including the following:

1) Checking normal operational status.

2) Responding to any alarm.

3) Emergency by-pass procedures.

4) Emergency Shut-down procedures.

All training shall be during normal working hours, Monday through Friday, 8:00 a.m. to 4:30 p.m.

29. NEW EQUIPMENT

Unless otherwise noted, all materials and equipment used in this installation shall be new and unused. Equipment classified as demonstrators, previously titled, prototype or discontinued, are not acceptable. All equipment shall be the latest model offered and must be tried, proven, and in current use.

30. PATENT INFRINGEMENT

Bidders must warrant that the equipment bid does not constitute an infringement or other violation of any copyright, trade secret, trademark or patent of any third party. Bidder further agrees to indemnify and shall hold harmless the County against all liability to third parties arising from the violation of any third party’s trade secrets, proprietary information, trademark, copyright or patent rights in connection with the sale of the equipment.

31. REJECTION

All Work done and material furnished by the Contractor are subject to acceptance by the County based on the material and labor’s conformity to these project specifications. In the event where the Contractor or its subcontractor were to provide materials and or labor that does not conform to these project specifications and has not gained prior approval from the County’s Project Manager, the material and or labor will be subject to rejection. Rejected Work or materials shall be replaced or redone at the expense of the Contractor.

32. PRICE/DELIVERY

Pricing is to include delivery, FOB destination, all parts, equipment and materials, start-up fees, labor, travel, mileage, and any other expenses needed to remove the existing UPS and install the new UPS equipment.

All equipment shall be completely inspected and serviced by the dealer prior to delivery.

Within five working days of receipt, Walworth County shall make an inspection and, if found not to be in accordance with these specifications, the dealer shall, upon notification, pick up and re-deliver the equipment after it conforms to the specification. In no event shall this time frame exceed 15 calendar days from date of notification of non-conformance. Should this time frame exceed the 15 calendar days, the County reserves the right to cancel the contract and award to the next lowest complying bidder.

County will reject shipments sent C.O.D. or freight collect.

33. TAXES

Walworth County is a tax-exempt municipality and some or all materials to be incorporated in the Project may therefore be tax exempt per Wis. Stat. under WI Stats. 77.54(9a).

The State of Wisconsin Department of Revenue has issued tax exempt number CES045129 to Walworth County.

Walworth County’s Federal Tax ID Number is 39-6005752.

34. PAYMENT TERMS

Walworth County’s preference is to pay for goods and/or services with a P-Card. If you accept payment by p-card, all pricing must be inclusive of any and all fees associated with the acceptance of MasterCard; i.e. no minimums and/or additional fees.

In addition, vendor should note how many days after receipt and acceptance of goods/services or receipt of invoice (whichever is later), payment must be processed to accept the credit card. The County will not process payment until the receipt of goods is confirmed. Walworth County requires a minimum of ten (10) days to process p-card payments.

If you are unable to accept credit card, payment will be made within forty-five (45) days of receipt, providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example: 1%/10 days. Discounts will be taken into consideration when evaluating costs.

BID CONTENT

In order to expedite the evaluation process, bids for this project should include the following information:

· Certificate of Compliance – (Exhibit B). Complete, sign and return the attached Walworth County Vendor(s) Certificate of Compliance.

· References – (Exhibit C). Vendor shall provide references of recent clients with similar requirements as specified in the solicitation.

· Cost Summary – (Exhibit D).

END OF DOCUMENT

EXHIBIT A

INSURANCE REQUIREMENTS

I. Supplier shall furnish County with Certificate of Insurance indicating proof of the following insurance from companies licensed in the State:

1. Workers Compensation and Employers' Liability - Worker's Compensation statutory - in compliance with the Compensation law have the State and Employers’ Liability insurance with a limit not less than $ 100,000 each accident.

1. Comprehensive or Commercial General Liability with a minimum limit of $1,000,000 per occurrence, $1,000,000 if aggregate Combined Single Limit for Bodily Injury and Property Damage Liability. This insurance shall include, but is not limited to, the following coverage:

5. Personal Injury

The County reserves the right to require higher or lower limits where warranted.

C. Automobile Liability with a minimum limit of $1,000,000 per occurrence/$1,000,000 aggregate Combined Single Limit for Bodily Injury and Property Damage Liability. This insurance shall include coverage for all of the following:

1. Owned Automobiles

1. Hired Automobiles

1. Non-Owned Automobiles

II. The certificate shall list the Certificate Holder and address as follows: Walworth County, Attn: Walworth County Purchasing, Department of Public Works, W4097 County Road NN, Elkhorn, Wisconsin 53121.

III. Such insurance shall include under the General Liability and Automobile Liability Policies Walworth County, its employees, elected officials, representatives, and members of its boards and/or commissions as "Additional Insureds."

IV. Such insurance shall include a thirty (30) day notice to the County prior to cancellation or material policy change. The notice shall be given to Walworth County Purchasing, Department of Public Works, W4097 County Road NN, Elkhorn, Wisconsin 53121. NOTE: Standard Cancellation Clause on a Certificate of Insurance is not acceptable.

V. Supplier shall require sub supplier; if applicable, to furnish identical Certificates of Insurance to Walworth County prior to contract taking effect.

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EXHIBIT B

VENDOR(s) CERTIFICATE OF COMPLIANCE Walworth County Purchasing Division Request for Bid Uninterruptible Power Supply

Vendor Name________________________________________________________________________________

This form must be completed in its entirety and submitted with vendor(s) response to acknowledge that vendor(s) meets or exceeds the minimum requirements.

INSURANCE: Vendor certifies that the company / individual is in compliance with, or is prepared to comply with the insurance requirements as detailed in the attached Exhibit A. Certificates of insurance must be provided prior to issuance of a contract and/or purchase order. If the certificate(s) of insurance is/are not received by the Walworth County Purchasing Division within five (5) days of notification of award, the County reserves the right to select another vendor.

Acknowledgement of Insurance Requirements (Exhibit-A) ________ (initials)

PRODUCT SPECIFICATIONS COMPLIANCE:

Uninterruptable Power Supply (UPS) Complies: ____ Yes ____ No

DESCRIPTIVE LITERATURE

Vendor has included the manufacturer's current literature and specifications in accordance with paragraph 26. If the manufacturer's literature does not clearly reflect the items specified, the vendor shall attach certification from the manufacturer verifying compliance with the bid specifications. Failure to provide this information may result in bid rejection.

_______ (initials)

REFERENCES: Vendor(s) has completed Exhibit C, References. _______ (initials)

RECEIPT OF ADDENDUM: Vendor(s) acknowledges receipt and inclusion of Addendum number ___ through___.

FORM OF PAYMENT: Would company accept a Purchasing Card as a form of payment, without any minimums and/or additional fee(s)? ____ Yes ____ No

If yes, how many days after receipt of invoice (or acceptance of goods, whichever is later) payment must be processed to accept the credit card. Note: Minimum of 10 days is required. _____ Days

PIGGYBACKING: My Company agrees to furnish the item(s)/service(s) proposed in this bid to other units of government at the same terms and conditions. ____ Yes ____ No

DEBARRED CONTRACTORS: Acknowledgement that the vendor(s) is not on any list of debarred contractors with the effective dates during this project: ________ (initials)

EXCEPTIONS TO THE MINIMUM REQUIREMENTS:

I hereby certify that all statements herein are made on behalf of:

Name of Company:

Contact Name:

Address:

Phone Number:

Email:

Signature:

Date:

Contact Person(s)

Contact person for order placement:

Name:

Phone:

E-Mail:

Fax:

Contact person for signature of contract:

Name:

Phone:

E-Mail:

Fax:

Contact person for payment:

Name:

Phone:

E-Mail:

Fax:

EXHIBIT C

References Provide references for similar contracts you have, preferably one who is a public sector client, which demonstrates your firm’s relevant experience. Include name, address and phone number of a person who can be contacted regarding the project.

Reference 1:

Name of Company or Vendor(s): _________________________________

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Phone Number: _______________ Fax Number: ___________________

Relevant Project Name ________________Year of Service ___________

Reference 2:

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Relevant Project Name ________________ Year of Service ___________

Reference 3:

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Relevant Project Name ________________ Year of Service ___________

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EXHIBIT D

Cost Summary Request for Bid #17-065 Uninterruptible Power Supply (UPS)

Vendor Name: ____________________________________________

UPS System

Number of Days for Installation:

load that includes:

· AC noise________________________________________________

· AC distortion _____________________________________________

· Surge protection __________________________________________

· Overload range ___________________________________________

· Charge time______________________________________________

· Current limit protection _____________________________________

Indicate if you honor a percentage off the price for early payment: ____Yes ____No image1.png