20-5008 RFP AMD 3.docx
DOCX document 491 KB Posted
- Solicitation number
- 20-5008
- Issued by
- Dane County, Madison City, Wisconsin
About this file
This is Amendment #3 to a Request for Proposal issued by the University of Wisconsin-Madison Facilities, Planning & Management for an Enterprise Access Control Solution (Proposal No. 20-5008). The amendment, issued on June 10, 2020, with a proposal due date of July 15, 2020 at 2:00 PM CDT, provides instructions for a virtual walk-through, revises multiple RFP sections, answers bidder questions, updates the cost sheet, and adds implementation phase diagrams. The project encompasses approximately 5,000 access points across multiple University buildings with various configurations including full card reader doors, electronic locking doors, and monitored-only doors. The University expects project commencement around July 1, 2020, with bidders required to provide pricing for three distinct completion scenarios: April 2022, December 2022, and August 2023. The contract award will be made to the highest-scoring proposer using whichever timeline is deemed in the University's best interest, contingent on successful contract negotiations. Proposal prices and terms must remain firm for sixty days from the proposal date to opening.
The cost evaluation methodology awards 100 percent of cost points to the lowest priced proposal, with other proposals scored using a formula where the lowest proposed cost is multiplied by the maximum cost evaluation points and divided by each competing proposal's cost. Bidders must submit three separate cost proposal forms detailing comprehensive line-item costs including software licenses, maintenance, support (both software and hardware), implementation, training, cabling, hardware discounts, integration options for systems such as Milestone, Star Rez, Morse Watchmans Keywatcher, Event Management Software, Metasys, and Manitou, and optional features for future expansion. The University requires all costs to remain firm for the life of the contract or as negotiated with justification. Supplemental information including device specifications, building plans, device locations, and auxiliary connection details are available only to vendors who execute a non-disclosure agreement and contact the contract manager. The project requires integration with existing on-premise systems (Milestone and Metasys) and cloud-based capabilities, with approximately 20 interlocks and various remote release and lockdown buttons and gate controls specified.
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| File | Type | Posted |
|---|---|---|
| 20-5008 RFP AMD 2.docx | DOCX document | |
| 20-5008 RFP AMD 1.docx | DOCX document | |
| 20-5008 RFP.docx | DOCX document |
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Text version
AMENDMENT #3
Proposal No. 20-5008
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
Amendment #3 to Request For Proposal
THIS IS NOT AN ORDER
OFFICIAL SEALED
Proposal Number: 20-5008
NO PUBLIC OPENING
AMD #3 Issue Date: 06/10/2020
Due Date: 07/15/2020 2:00 PM CDT Agent: Brad Bauman
Questions regarding this proposal – see Section 2.7
For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3
Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.
If NO BID (check here) ☐ and return.
Enterprise Access Control Solution Amendment #3 is issued to:
1. Provide Instructions for the Virtual Walk-Through
2. Revise Sections 4.3.3 #7; 4.3.9 #10; 5.2.1 Pricing; and 5.4 Contract Award
3. Answer additional questions received from bidders
4. Revise Attachment C Cost Sheet
5. Add Attachment I Access Control Implementation Phases Diagram
If this amendment is not returned, it shall be assumed your original bid meets all conditions of the amendment.
All other terms and conditions remain the same. Please revise and submit your bid accordingly.
In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.
By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.
The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.
Company Name:
Proposer Street Address:
| Proposer City, State & Zip: |
| Date: |
Signature:
Type or Print Name:
Title:
| Telephone Number: ( ) |
| Fax Number: ( ) |
Email address:
| Fein Number : |
| DUNS #: |
Instructions for the Virtual Walk-Through. The virtual walk-through includes a slide show of representative buildings and environments, and additional controller location information. The University will provide a link to access the virtual tour to vendor representatives who sign and return the University Non-Disclosure Agreement. Contact brad.bauman@wisc.edu for more information.
The following RFP sections are Amended as shown:
| 4.3.3 | System and Server Infrastructure: |
| 7. | Explain the ability to support OSDP (Open Supervised Device Protocol) security from the door controller to the reader? |
a. What impact does that have on the existing wiring between the door controller and the reader?
4.3.9 Implementation:
10. The University expects the project to begin on approximately July 1, 2020 and full implementation with the system fully functional by January 31, 2022. Please describe how you will meet this timeline. The University is seeking three different project completion dates for comparison. Scenario 1 fully functional and project completion by April 2022; Scenario 2 fully functional and complete by December of 2022; and Scenario 3 fully functional and complete by August 2023. Refer to the Access Control Implementation Phases diagram sheets in Attachment I.
Pricing
5.2.1 The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will be scored using the formula as follows:
| Lowest Proposed Cost |
| X |
| Maximum evaluation points given to cost |
| = SCORE |
Other Proposer’s Cost (Varies according to proposal being scored)
Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This result will always be less than one. The result is then multiplied by the number of points given to the cost section of the RFP.
Each of the three different cost scenarios based on the different completion timelines will be scored separately and assigned points based on the above methodology.
5.4 Contract Award:
The Contract will be awarded to the highest scoring Proposer, using the April 2022, or December 2022, or August 2023 cost scenario timeline, whichever is deemed to be in the best interest of the University, providing contract negotiations are successful.
ADDITIONAL QUESTIONS AND ANSWERS FOR RFP #20-5008
| Q1. | Can the University identify the type of IOU devices used at each panel (AC-1A, DM-20, DO-20, etc.)? |
| A1. | Please contact the contract manager to request pre-approved supplemental device information. The University will require a non-disclosure agreement (NDA) prior to releasing any supplemental information. |
| Q2. | Can the University confirm that the approximately 5,000 access points within the scope include multiple types of equipment configurations (Full Card Reader Door/ Monitor Only Door / Lock Only Door / etc.)? |
| A2. | Yes, there are multiple types of equipment configurations: Full card reader doors, electronic locking doors, monitored only doors. |
| Q3. | Provide plans for the buildings, and device locations. |
| A3. | Please contact the contract manager to request pre-approved supplemental information. The University will require a non-disclosure agreement prior to releasing any supplemental information. |
| Q4. | What is the anticipated schedule for the completion of the entire system conversion? |
| A4. | Ideally, a minimum viable product will be implemented by April 2022. |
| Q5. | Software integrations: Brief explanations for the Milestone, Star Rez, Morse Watchmans Keywatcher, Event Management Software, Metasys, and Manitou system current uses, and expectations. |
| A5. | Milestone - tied to specific alarms, video pop-up on alarm. Morse Watchmans Keywatcher - provides access to specific keys in cabinet via access control software (treat keys as a door/opening in the access system). Star Rez - possible integration with providing facility access through room reservation software. Metasys - potentially tie alarms in to access control system so all alarms ring in through one system/monitor, we would like the same as Manitou. |
| Q6. | Number of users, monitor points, or locations for accessibility that are expected to be impacted or accessible by the new access control system. |
| A6. | Please contact the contract manager to request pre-approved supplemental information. The University will require a non-disclosure agreement prior to releasing any supplemental information. |
| Q7. | Which systems are hosted on premise and which are in the cloud? |
| A7. | Milestone and Metasys are on premise. Manitou is currently on premise, hoping to move to cloud soon. |
| Q8. | Auxiliary connections: Estimated number and proximity of monitored inputs such as contacts, remote release buttons, lock down buttons, weather alert, or other unique functionalities. |
| A8. | Please contact the contract manager to request pre-approved supplemental information. The University will require a non-disclosure agreement prior to releasing any supplemental information. |
| Q9. | Physical connections related to things such as camera, intercom, intrusion, gate entry, or pharmacy dispensing Input/Output. |
| A9. | We do have some remote release and lockdown buttons, as well as gate controls. |
| Q10. | Estimated number of interlocks, if any. |
| A10. | Approximately 20. |
| Q11. | Pricing: Can you kindly confirm if you are seeking a single, total solution price or if you are seeking multiple itemized prices (if multiple itemized pricing is required should hardware components be included)? We did not see a place on the pricing page for a single total price to be entered. |
| A11. | Please review the revised cost sheets and instructions published in this Third Amendment. Include all elements required to meet the requirements; itemize as instructed. |
| Q12. | The Alumni building is listed for “monitor” under doors. Wondering what this exactly entails? |
| A12. | The Alumni hall facility has its own access control system, but door alarms are monitored through our access control system as inputs. |
| Q13. | Question referencing CSC/AFCH. |
| A13. | Anything listed under CSC/AFCH is out of scope of this project. |
| Q14. | Education services is blank under the door list. Is there a count here or are there no current doors being controlled? |
| A14. | The Education Sciences building is in the midst of a couple of remodel projects that are adding Andover access control. This project has not been finalized yet, but will result in fewer than 20 access points. |
| Q15. | Are there site prints or as-builts we might be able to work from? |
| A15. | Site floorplans will be provided to those signing a non-disclosure agreement, but we do not have as-builts available. |
| Q16. | Will the virtual walk thru be open for viewing while the walk thru is being conducted? |
| A16. | The walk-through is a photo slide show of representative environments, and will be made available to those signing an NDA. |
Attachment C: Cost Proposal Form Revised June 10, 2020 for Amendment #3 Complete a SEPARATE Cost Proposal Form for EACH of the three different estimated completion dates: April 2022, December 2022, and August 2023 outlined in Attachment I: Access Control Implementation Phases Diagram.
The University reserves the right to select the implementation phase timeline which is deemed to be in the best interest of the University.
Costs are based on key milestones listed in Attachment I: Access Control Implementation Phases Diagram. Proposer must provide comprehensive, line item cost proposals that detail all costs including all license fees, support, upgrades, maintenance, implementation, testing, installation, and any other costs to create a fully-operational electronic access control system in accordance with the RFP requirements. Minimally, we need a functioning access control system in place in order to retire the legacy system in April 2022, with the ability to convert to an OSDP-compliant access control system at a later stage of this project.
Label each of your 3 Cost Proposal Forms with its respective completion date Scenario (Apr 2022, Dec 2022, or Aug 2023).
| Software Initial Cost |
| Year 1 license |
< describe the types of licenses required and costs>
< breakout any additional modules to meet RFP requirements>
| Software Maintenance (quote the annual cost) |
| Year 2-3 |
| Year 4-6 |
| Years 7-9 |
| Year 10-12 |
License model
| Software Support (Describe and quote the annual cost) |
| Year 1-3 |
| Year 4-6 |
| Years 7-9 |
| Year 10-12 |
24x7 telephone support
On-site support option
Other levels (please describe)
(describe response times / SLA levels for each quoted support level)
| Hardware Support (Describe and quote the annual cost) |
| Year 1-3 |
| Year 4-6 |
| Years 7-9 |
| Year 10-12 |
24x7 telephone support
On-site support option
Other levels (please describe)
(describe response times / SLA levels for each quoted support level)
| Implementation Costs |
| Rate |
| Qty |
| Total Cost |
Implementation Project Management
Implementation labor costs
Training costs
Programming rate
Cabling hourly labor rate
Material costs for cabling per 1000 foot
1350 units
Other (describe any other costs)
Attachment C: Cost Proposal Form (cont.)
Costs specified here must remain firm for the life of the contract, or as otherwise negotiated with justification. These costs are NOT scored in the cost proposal, but will be considered contracted prices for invoice payment and/or disputes. Provide price lists where applicable.
| Hardware costs |
| Discount off List |
< list hardware categories>
| Implementation Section (if Applicable) |
| Hourly Rate |
| Comment/ Description |
Consulting rate
Service Labor standard business hours
Service Labor on-call or emergency
Other (add description)
| Additional Integration Options |
| Initial Cost |
| Annual Cost |
Integration costs by Milestone
Integration cost StarRez
Integration cost Morse Watchmans Keywatcher
Integration cost of Event Management Software
Integration cost of Metasys
Integration cost of Manitou
Purchase of API or SDK
List line item costs for additional features and services that are available but not included nor needed in the base system proposed.
Other Value-Added and Optional Features
Future expansion Option 1 (See RFP 4.4.2) costs: $__________________________
Future expansion Option 2 (See RFP 4.4.3) costs: $__________________________
Attachment I: Access Control Implementation Phases Diagram – Scenario 1
Attachment I: Access Control Implementation Phases Diagram – Scenario 2
Attachment I: Access Control Implementation Phases Diagram – Scenario 3 image2.png image3.png image4.png image5.png image1.png
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