26-61 Fire_Station_Alerting System.pdf

City of Norwich Department of Finance – Purchasing Agent Phone: (860)823-3706 100 Broadway, Room No. 105 Fax: (860)823-3812 Norwich, CT 06360 E-mail: kklein@cityofnorwich.org

Request for Proposals

RFP 26-61

The Purchasing Agent, City of Norwich will receive proposals for the purchase of Fire Station Alerting System until 2:00 P.M. prevailing time on June 2, 2026 at which time they will be opened on the Procurement website and be available to view. All bids are to be submitted via the City of Norwich Procurement Portal at the following website:

City of Norwich Procurement Portal

The project documents may be downloaded from the following website:

City of Norwich Procurement Portal

Addenda, if any, will be posted on the website listed above. All bidders, prior to submitting their bids, should check the websites to ensure they have received all issued addenda.

The City of Norwich reserves the right to reject and all bids, in whole or in part, to waive minor irregularities in the bidding and to award the bid to other than the low bidder if deemed in the best interest of the City.

No Bidder may withdraw its bid within sixty (60) days of the bid opening date. Should there be reason why the contract cannot be awarded within the specified time, the time may be extended by mutual agreement between the City and the designated, qualified low bidder.

All final awards of the bid shall be in compliance with the City of Norwich Code of Ordinances §7-46 – Delinquent Tax Setoff Against Money Due Bidder or Contractor.

All bidders must submit bids/proposals through the City Procurement Portal.

Responding bidders must ensure that employees and applicants for employment are not discriminated against because of their race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, intellectual disability, mental disability or physical disability, including, but not limited to blindness, unless it is shown by such bidder that such disability prevents performance of the work involved.

Karl J. Klein Jr Purchasing Agent mailto:kklein@cityofnorwich.org https://norwichct.bonfirehub.com/portal/?tab=openOpportunities

BIDDER'S INSTRUCTIONS

RFP 26-61

Fire Station Alerting System

The following instructions and specifications shall be observed by all proposers:

Time and Place of Bid Opening Proposals will be received on June 2, 2026 at 2:00 P.M. online at:

https://norwichct.bonfirehub.com/portal/?tab=openOpportunities Proposals will not be allowed after the time and date of the opening.

Pre-Bid Meeting May 11, 2026 at 10:00A.M. at 10 Thames St. Norwich, CT.

Availability of Documents Vendors are advised that all documents relative to this project are only available online at the following web address:

https://norwichct.bonfirehub.com/portal/?tab=openOpportunities

Addenda If additional information becomes available or changes are made to the documents, an addendum will be issued not later than 3 days prior to the opening date. All addenda shall become part of the Contract Documents.

It is incumbent on the Vendor to ensure that it has received all issued addenda by checking the websites listed above. Failure of any Vendor to receive any such addendum shall not relieve it of the obligations under its proposal.

Notice of any addendum will be posted on the following website:

https://norwichct.bonfirehub.com/portal/?tab=openOpportunities

Instructions Proposals must be submitted to the City of Norwich Procurement portal at:

https://norwichct.bonfirehub.com/portal/?tab=openOpportunities Proposals will not be accepted by mail, in person or by email.

All forms and associated documents must be uploaded through the procurement portal.

Sales and Use Tax Vendors are reminded that the Connecticut State Sales and Use Tax and associated Federal taxes are not applicable under this contract, and therefore these taxes are not to be included in the price.

Under the terms of Connecticut Agencies Regulations §12-426-18, Contractors and Subcontractors, the contractor may purchase materials and supplies as are to be installed or placed in projects being performed under these contracts and will remain in such projects after completion, including tangible personal property that remains tangible personal property after its installation or placement, without payment of the tax and shall not charge any such exempt organization or agency any sales or use tax thereon.

Definitions For the purposes of these documents:

The word “City” means the City of Norwich, CT.

The word “Proposer” or “Vendor” refers to the party or parties submitting a proposal to perform the work to be done or materials to be furnished under the Contract; the legal representatives of such party or parties.

Certificate in Good Standing Any corporation whose proposal is being considered for acceptance by the City may be required, if requested, to provide a “Certificate of Good Standing” from the Office of the Secretary of State for Connecticut.

https://norwichct.bonfirehub.com/portal/?tab=openOpportunities

Sales and Use Tax Bidders are reminded that the Connecticut State Sales and Use Tax and associated Federal taxes are not applicable under this contract, and therefore these taxes are not to be included in the bid price(s).

Under the terms of Connecticut Agencies Regulations §12-426-18, Contractors and Subcontractors, the contractor may purchase materials and supplies as are to be installed or placed in projects being performed under these contracts and will remain in such projects after completion, including tangible personal property that remains tangible personal property after its installation or placement, without payment of the tax and shall not charge any such exempt organization or agency any sales or use tax thereon.

Acceptance/Rejection of Proposals The City may reject proposals which are incomplete, conditional, obscure, contain additions not called for, erasures or corrections not initialed, or which contain alterations or irregularities of any kind. The City may rightfully waive informalities. Determination of the best interest of the City shall include consideration of active or pending civil litigation between the City and any firm (or its subcontractors or suppliers) submitting a proposal to the City.

Withdrawal of Proposal Submitted Any bid may be withdrawn prior to the designated date and time for receipt of proposals. Proposals may be withdrawn ninety (90) days after the opening if no award has been made by the City. If the City does not award a contract within ninety (90) days after the opening, all proposals will be null and void, except this time may be extended by mutual agreement of the City and the selected vendor.

Award Execution The firm whose proposal is accepted will be issued a “Notice of Award.” The Vendor will be required to execute the “Notice of Award,” and provide a certificate of insurance that meets the requirements in section 15 of the Standard Bid Contract Terms and Conditions, within ten working days from the date the Notice of Award is issued.

Freedom of Information All proposals shall be made available for public inspection, in accordance with the provisions of Connecticut General Statutes § 1-210, Freedom of Information. Copies of any information resulting from any proposal opening are generally not available until a contract has been awarded or a purchase order issued.

Non-Collusion The individual signing the proposal hereby declares that no person or persons other than members of its organization are interested in this proposal or in the contract proposed to be taken; that it is made without any connection to any other person or persons submitting a proposal for the same work and is in all respects fair and without collusion or fraud; that no person acting on behalf of or employed by the City of Norwich is directly or indirectly interested in the supplies or work to which they relate or will receive any part of the profit or any commission therefrom in any manner which is unethical or contrary to the best interests of the City of Norwich.

Contract Execution The firm(s) whose bid(s) has/have been accepted by the City will be required to furnish all insurance certificates in the amounts specified, within 5 days from the date of the notice of award. The firm(s) will also be required to furnish all performance and payment bonds to the City prior to contract signing.

The firm(s) whose bid is accepted will be required to execute a contract, in substantially the form included in the bid documents, on a date and time mutually agreed to by all parties. Once the contract is executed, the contractor(s) will be issued a Notice to Proceed.

Contracts valued at less than $25,000.00 may be executed directly via the issuance of a purchase order, at the discretion of the City.

Bond Requirements For all contracts in excess of $25,000.00, the awarded contract shall provide the City with the following bonds in the minimum amounts specified herein.

a. Labor and Materials Bond in the amount equal to 100% of the Total Proposal Price guaranteeing to the City payments for all labor, materials and equipment utilized in the completion of the work under this contract in the amount of the contract award.

b. Performance Bond in the amount equal to 100% of the Total Proposal Price guaranteeing to the City the completion of the Contract.

All bonds shall be issued by a surety that is named in the current list of “Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies” as published in Circular 570 (amended) issued by the U.S. Department of the Treasury, Bureau of the Fiscal Service, Surety Bond Section.

It is distinctly agreed and understood that any changes in the plans and/or specifications for this work, whether such changes decrease or increase the amount thereof, or the manner or time of payment, shall in no way annul, release or affect the liability and surety on the bond given by the contractor.

Request for Proposal (RFP) 26-61 Fire Station Alerting System City of Norwich, CT – Norwich Fire Department RFP No: 26-61

1. Introduction & Background The City of Norwich, CT, on behalf of the Norwich Fire Department, is soliciting proposals from qualified vendors for the provision, installation, and support of a Fire Station Alerting System (FSAS).

The City seeks a modern, reliable, and mission-critical alerting solution to improve emergency response times, ensure firefighter safety, and integrate seamlessly with the Department’s Computer Aided Dispatch (CAD) and radio systems.

This RFP covers the implementation of:

- One (1) Dispatch Center System

- Two (2) Fire Station Systems (Headquarters and Station 2)

- Option for additional station controller units

2. Project Overview The project includes the design, procurement, installation, configuration, and support of an enterprise-grade Fire Station Alerting System. The proposer shall provide clear, labeled diagrams illustrating the overall system architecture and integration of the proposed fire station alerting solution. At a minimum, diagrams must depict network connectivity between system components (including on-premises, station-based, and any cloud-hosted elements) and clearly show integration points with the City’s CAD system (PremierOne or equivalent) and relevant radio system components (e.g., dispatch consoles, logging recorders, control stations, or gateways). Diagrams should identify major components, data flow, and communication methods (e.g., API, IP, audio paths), and must be sufficiently detailed to allow the City to understand how the system interfaces with existing infrastructure.

The system must:

- Provide fast, redundant, and reliable alerting.

- Interface with existing CAD and radio systems.

- Deliver audible, visual, and mobile device alerts to firefighters.

- Support expansion to additional stations in the future.

3. Scope of Work

A. Dispatch Center Requirements -Redundant communications gateway servers.

- CAD interface capable of integrating with Motorola PremierOne

- Audio/Radio gateway interface.

- Training for administrators and supervisors (minimum 4 hours).

- One-year warranty with option for annual support renewal.

-Option for virtual redundant servers.

B. Fire Station Requirements

- Station controller capable of managing multiple zones and devices.

- Voice alerting license per station.

- Visual alerting devices (message boards, indicator panels, strobes).

- Clear, intelligible speakers (standard and strobe-integrated).

- Push buttons for manual and emergency activation.

- Optional components such as HDTV integration and UPS backup.

- Training for station personnel (minimum 4 hours).

- One-year warranty with option for annual support renewal.

C. Services -Project management for dispatch and station systems.

- System configuration and commissioning.

- Engineering/design services.

- Installation by certified personnel.

- Documentation of system design and configuration for equipment and services.

-Vendor will be responsible for any and all needed wiring.

4. Vendor Qualifications Vendors must demonstrate:

- Prior experience with public safety fire station alerting systems.

- Ability to provide certified installers and ongoing technical support.

- References from at least three similar installations.

- Proven track record of uptime, reliability, and mission-critical deployments.

5. Proposal Submission Requirements Proposals must include:

1. Cover letter and company profile.

2. Detailed technical response showing how requirements will be met.

3. Itemized pricing for equipment, installation, and services (using Appendix E template).

4. Warranty and support options.

5. Proposed project schedule (installation, testing, training, go-live).

6. References from similar projects.

6. Evaluation Criteria

- Technical compliance with requirements.

- Total cost of ownership.

- Vendor qualifications and references.

- Support, warranty, and service options.

- Implementation schedule.

7. Terms and Conditions

- The City reserves the right to reject any or all proposals.

- The City may request clarifications or conduct interviews with vendors.

- All proposals must remain valid for at least 120 days.

- Final contract will be subject to City procurement rules and policies.

- Payment terms will be negotiated upon award.

8. Appendices

Appendix A – Dispatch System Requirements & Equipment List System Components:

- (2) Communications Servers (redundant pair)

- (1) CAD Interface module (Motorola PremierOne or equivalent)

- (1) Audio/Radio Interface module

- (1) Consolette interface cable (or equivalent)

Services:

- (40 hours) server configuration & modifications

- On-site installation & start-up assistance

- Project management (multiple phases)

- Training – System Administrator & Dispatch Supervisor (4 hours)

- One-year warranty & support coverage

Appendix B – Headquarters Station Requirements & Equipment List Licenses:

- (1) Voice Alerting License (single station)

- (Up to 24) Mobile App Licenses (covered under support/warranty)

Station Controller:

- (1) Station Controller unit (capable of 4 amplifier/zone outputs, expandable to 8)

- (1) UPS backup power unit (standard)

- (1) UPS wall-mount shelf/bracket

Peripheral Devices:

- (1) Color Indicator Remote

- (1) Standard Push Button (black)

- (2) Emergency Push Buttons (red)

- (2) Message Remote modules

- (4) LCD Message Signs (28” active width)

- (2) Mounting arms/brackets for signs

- (19) Flush-mount LED illuminated speakers (70v)

- (2) Strobe-integrated omnidirectional speakers

- (2) Red LED Strobe Lights

Services:

- Installation by a certified contractor

- Configuration & commissioning

- Project management

- Engineering & design services

- One-year warranty & support coverage

Appendix C – Station 2 Requirements & Equipment List Licenses:

- (1) Voice Alerting License (single station)

- (Up to 24) Mobile App Licenses (covered under support/warranty)

Station Controller:

- (1) Station Controller unit (capable of 4 amplifier/zone outputs, expandable to 8)

- (1) UPS backup power unit (standard)

- (1) UPS wall-mount shelf/bracket

Peripheral Devices:

- (1) HDTV Remote interface module

- (1) Emergency Push Button (red)

- (1) Message Remote module

- (2) LCD Message Signs (28” active width)

- (1) Mounting arm/bracket for sign

- (5) Flush-mount LED illuminated speakers (70v)

- (1) Strobe-integrated omnidirectional speaker

- (1) Red LED Strobe Light

Services:

- Installation by a certified contractor

- Configuration & commissioning

- Project management

- Engineering & design services

- One-year warranty & support coverage

Appendix D – Optional Expansion (Box Sale Configuration) Licenses:

- (5) Voice Alerting Licenses (single station)

- (Up to 120) Mobile App Licenses (covered under support/warranty)

Station Controllers:

- (5) Station Controller units (each capable of 4 amplifier/zone outputs, expandable to 8)

- (5) UPS backup power units (standard)

- (5) UPS wall-mount shelf/brackets

- (10) LCD Message signs (28” active width)

Services:

- (5) Configuration & commissioning packages

- (5) Project management packages

- One-year warranty & support coverage

Appendix E – Vendor Pricing Template Vendors must complete the following pricing tables. Add rows if necessary. All prices must be in USD.

Dispatch System Pricing Item Quantity Unit Price Extended Price

Communications Gateway Servers (pair)

2 $ $

CAD Interface Module

1 $ $

Audio/Radio Interface Module

1 $ $

Consolette Interface Cable (or equivalent)

1 $ $

Gateway Configuration & Modifications (hours)

40 $ $

Installation & Start- Up (lot)

1 $ $

Project Management (lot)

1 $ $

Training (dispatch-level, 4 hours)

1 $ $

Warranty & Support (1 year)

1 $ $