CN-700000-18003.pdf

INVITATION TO BID (ITB)

FOR

PERSONAL BODY ALARM (PBA) SYSTEM STATEWIDE

FDC ITB-18-021

RELEASED ON

September 6, 2017

By the:

Florida Department of Corrections

Bureau of Procurement

501 S. Calhoun Street

Tallahassee, FL 32399-2500

(850) 717-3700

Refer ALL Inquiries to

Procurement Officer:

Nicole Branch purchasing@fdc.myflorida.com

EXHIBIT A

mailto:purchasing@fdc.myflorida.com

Page 2 of 51 FDC ITB-18-021

TABLE OF CONTENTS

TIMELINE

SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

1.2 Contract Term and Renewal

1.3 Conflicts and Order(s) of Precedence

1.4 Definitions

1.5 Specifications

1.6 Deliverables

1.7 Performance Measures and Financial Consequences

1.8 Qualifications

1.9 Estimated Quantities

1.10 Substitutions

1.11 Minimum Order

1.12 Damaged Goods

SECTION 2.0 TECHNICAL SPECIFICATIONS

2.1 Overall System Requirements

2.2 Minimum System Performance Requirements

2.3 Accessories

2.4 Maintenance and Accessibility

2.5 Project Conditions

2.6 Additional Equipment

2.7 Installation

2.8 Execution

2.9 Field Quality Contract and Customer Acceptance Test

2.10 Acceptance and Warranty

2.11 Technical Documentation Requirements

2.12 Quality Assurance

SECTION 3.0 NON-TECHNICAL SPECIFICATIONS

3.1 Modifications after Contract Execution

3.2 Addition/Deletion of Items

3.3 Summary Reports

3.4 Delivery

3.5 Mandatory Documentation

3.6 Records and Documentation

3.7 Price Page

3.8 Purchasing Card Program (PCard)

3.9 Vendor Ombudsman

3.10 Payment and Invoicing

3.11 Contract Management

SECTION 4.0 PROCUREMENT RULES AND INFORMATION

4.1 Instructions to Respondents

4.2 Bidder Inquiries

4.3 Cost of Bid Preparation

4.4 Instructions for Bid Submittal

4.5 Disclosure of Bid Submittal Contents

4.6 Bid Opening

4.7 Bid Evaluation

4.8 Florida Preference

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4.9 Basis of Award

4.10 Disposal of Bids

4.11 Bid Rules for Withdrawal

4.12 Addenda

4.13 Verbal Instruction Procedure/Discussion

4.14 No Prior Involvement and Conflict of Interest

4.15 State Licensing Requirements

4.16 MyFloridaMarketPlace (MFMP) Registration

4.17 Certificate of Authority

4.18 Confidential, Proprietary or Trade Secret Material

4.19 E-Verify

4.20 Vendor Substitute W-9

4.21 Scrutinized Companies

4.22 Identical Tie Bids

4.23 Rejection of Bids

4.24 Inspector General

4.25 Protest Procedures

SECTION 5.0 SPECIAL CONDITIONS

5.1 General Contract Conditions (PUR1000)

5.2 State Initiatives

5.3 Subcontracts

5.4 Copyrights, Right to Data, Patents and Royalties

5.5 Independent Contractor Status

5.6 Assignment

5.7 Severability

5.8 Use of Funds for Lobbying Prohibited

5.9 Employment of Department Personnel

5.10 Legal Requirements

5.11 Insurance

ATTACHMENT I - PRICE PAGE

ATTACHMENT II - DELIVERY LOCATIONS

ATTACHMENT III - BIDDER’S CONTACT INFORMATION

ATTACHMENT IV - PURCHASE ORDER TERMS AND CONDITIONS

ATTACHMENT V - CERTIFICATION OF DRUG FREE WORKPLACE PROGRAM

Page 4 of 51 FDC ITB-18-021

TIMELINE

FDC ITB-18-021

EVENT DATE/TIME LOCATION

Release of ITB

September 6, Vendor Bid System:

http://vbs.dms.state.fl.us/vbs/main_menu

Last day for written inquires and requests for approved equivalents to be received by the

Department

September 19, 2017 by 5:00 p.m., Eastern Time

Submit to:

Florida Department of Corrections Nicole Branch, Procurement Officer Email: purchasing@fdc.myflorida.com

Anticipated

Posting of written responses to written inquires

October 17, Vendor Bid System:

http://vbs.dms.state.fl.us/vbs/main_menu

Sealed Bids Due and Opened

October 31, at 2:00 p.m., Eastern Time

Submit to:

Florida Department of Corrections Nicole Branch, Procurement Officer 501 South Calhoun Street Tallahassee, Florida 32399-2500

Anticipated Posting of

Recommended Award

November 28, Vendor Bid System:

http://vbs.dms.state.fl.us/vbs/main_menu

Page 5 of 51 FDC ITB-18-021

SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The purpose of this Invitation to Bid (ITB) is to secure competitive Bids, from qualified, responsive, and responsible Bidders to provide complete Personal Body Alarm (PBA) Systems, as specified by the Florida Department of Corrections (Department), to various institutions throughout the State of Florida. In addition to complete systems, some portion thereof may also be purchased off any resulting Contract at the same rates herein. The successful Bidder shall furnish the products specified, or a Department approved equivalent. Requests for approved equivalents must be submitted in writing to purchasing@fdc.myflorida.com prior to the deadline for questions included in the Timeline. The Department is issuing this solicitation to establish a new resultant Agency Term Contract (ATC).

1.2 Contract Term and Renewal

As a result of this ITB, the lowest responsive, and responsible Bidder will be awarded a five (5) year ATC, which may be renewed for up to five (5) renewal years, or portions thereof, in accordance with Section 287.057(13), Florida Statutes (F.S.), at the same prices, terms and conditions. Purchases may be accomplished through the issuance of MyFloridaMarketPlace (MFMP) Purchase Orders.

1.3 Conflicts and Order(s) of Precedence

All Bids are subject to the terms of the following sections of this ITB, which in case of conflict shall have the following order of precedence:

a) Addenda, in reverse order of issuance

b) Invitation to Bid, including attachments

c) General Contract Conditions (Form PUR 1000) (Section 5.1)

d) General Instructions to Respondents (Form PUR 1001) (Section 4.1)

1.4 Definitions

The terms used in this ITB, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1. Agency Term Contract: A written agreement between the Department and awarded Bidder that is mandatory for use by the entire Department and will be used to issue purchase orders from, when the need for goods, as stated herein, are required by the Agency.

2. Bid: A Bidder’s response to this ITB, which the Bidder shall submit on approved forms.

3. Breach of Contract: A failure of the Vendor(s) to perform services, or provide commodities, in accordance with the terms and conditions of the resultant Contract.

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4. Contract: The agreement which results from this ITB, between the awarded Bidder and the Department.

5. Contractor: The organization or individual providing services to the Department, in accordance with the terms of the resultant Contract.

6. Department: The Florida Department of Corrections (FDC).

7. Deliverables: Those services, items and/or materials provided, prepared and delivered to the Department, in the course of performance of the Contract.

Deliverables shall be more specifically described in definable, and verifiable detail in Attachment I, Price Page.

8. Mandatory Responsiveness Requirements: Terms, conditions, and requirements that must be met by the Bidder to be considered responsive to this solicitation. Failure to meet these responsiveness requirements will cause rejection of a Bid. Any Bid rejected for failure to meet mandatory responsiveness requirements will not be reviewed further.

9. Material Deviation(s): The Department has established certain requirements with respect to Bids submitted. The use of shall, must, or will (except to indicate the future) in this ITB indicates a requirement, or condition, which may not be waived by the Department, except where the deviation is not material. A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with the ITB’s requirements, provides an advantage to one Bidder over other Bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department. Material deviations cannot be waived, and shall be the basis for determining a Bid non-responsive.

10. Minor Irregularity: A variation from the ITB terms and conditions, not affecting the price, not giving the Bidder an advantage or benefit not enjoyed by other Bidders; does not adversely impact the interests of the Department. A minor irregularity will not result in a rejection of a Bid.

11. PCard: Refers to the State of Florida’s purchasing card program, using the Visa platform.

12. Responsible Bidder: A Bidder who has the capability to fully perform all aspects of the resultant Contract requirements, and the integrity and reliability that will assure good faith performance.

13. Responsive Bid: A Bid, submitted by a responsible Bidder, which conforms to all material aspects of the solicitation.

14. Specifications: The detailed conditions of the Contract, detailed technical specifications, and other descriptions of the work, as set forth in the Contract documents.

15. Subcontract: An agreement between the Vendor and any other person, or organization, wherein that person or organization agrees to perform any

Page 7 of 51 FDC ITB-18-021 requirement(s) for the Vendor, specifically related to securing, or fulfilling, the Vendor’s obligations to the Department, under the terms of the resultant Contract.

16. Vendor or Bidder: A legally qualified corporation, partnership, person, or other entity, submitting a Bid to the Department, in response to this ITB.

17. Alarm Condition: Intentional activation of the PBA Transmitter (Transmitter: See 2.21).

18. Body Alarm Transmitter: (Transmitter: See 2.21)

1.5 Specifications

The intent of these specifications is to describe the equipment and functional requirements of a PBA System that shall operate as an Officer (Man) Down System or Officer Duress system. This specification does not allow for the reuse of any existing PBA components. The PBA system shall function as a complete system to accurately calculate the transmitter position and identity. The system shall be described as a Personal Safety System consisting of a network of transmitters, receivers, repeaters, and redundant computer(s), including proprietary software designed to provide users with a means of alerting security personnel when faced with an emergency situation.

The PBA system shall utilize mesh or equivalent multi-hop networking and shall utilize a completely wireless communication backbone. The successful Bidder shall furnish a fully functional system including all hardware, communications infrastructure, software and training.

The successful Bidder shall furnish the products specified, or Department-approved equivalent. Requests for approved equivalents must be submitted in writing to purchasing@fdc.myflorida.com prior to the deadline for questions included on Timeline.

1.6 Deliverables

The following service tasks are identified as deliverables for the purposes of any resulting Contract:

a. Upon substantial completion of the system installation, the Bidder shall perform Final Customer Acceptance and Certification Test(s), to ensure the Department’s satisfaction with all services provided.

b. For each new system site, an itemized list of materials shall be provided to the Department within seven (7) days after the site visit.

c. Shop drawings for each new system site shall be submitted within 14 days after receipt of Purchase Order.

1.7 Performance Measures and Financial Consequences

The Department desires to contract with a Bidder who clearly demonstrates its willingness to be held accountable for the achievement of certain performance measures in successfully delivering services under any Contract resulting from this

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ITB. Therefore, the Department has developed the following Performance Measures which shall be used to measure the Bidder’s performance and delivery of services.

The Bidder shall comply with all Contract terms and conditions upon Contract execution, and the Department will monitor this compliance upon implementation of services to ensure that Contract requirements are being met. The Bidder will be responsible for ensuring that all subcontractors who provide services adhere to all terms and conditions of the Contract executed as a result of this ITB.

Listed below are the key Performance Outcomes, Measures, and Standards deemed most crucial to the success of the overall desired service delivery. The Bidder shall ensure that the stated performance outcomes and standards (level of achievement) are met.

The Bidder expressly agrees to the imposition of financial consequences, in addition to all other remedies available to the Department by law.

The Department’s Contract Manager, or designee, will provide written notice to the Bidder’s Representative of all financial consequences assessed, accompanied by detail sufficient for justification of assessment. Within 10 days of receipt of a written notice of demand for consequences due, the Vendor shall forward payment to the Department. Payment shall be for the appropriate amount, be made payable to the Department, and be in the form of a cashier’s check or money order. As an alternative, the Vendor may issue a credit, for the amount of the financial consequences due, on the next monthly invoice following imposition of consequences; documentation of the amount of consequences imposed shall be included with the invoice.

1.7.1 Performance Measure #1 – Itemized List of Materials

Expectation: For each new system site, an itemized list of materials shall be provided to the Department within seven (7) days after the site visit.

Measure Duration: Per New System Site Project

Financial If the Bidder fails to meet this Performance Measure, the Consequences: Department will impose financial consequences in the amount of $20.00 per day, after the seventh (7th) day post site visit.

1.7.2 Performance Measure #2 – Shop Drawings

Expectation: Shop drawings for each new system site shall be submitted within 14 days after receipt of Purchase Order.

Measure Duration: Per New System Site Project

Financial If the Bidder fails to meet this Performance Measure, the Consequences: Department will impose financial consequences in the amount of $50.00 per day, after the 14th day post receipt of Purchase Order.

The performance expectation must be met for each measure for the duration/frequency specified. The Bidder shall advise the Department, in writing, of

Page 9 of 51 FDC ITB-18-021 any extenuating or mitigating circumstances that will prohibit them from meeting the above-outlined performance measure standards.

By execution of any Contract resulting from this ITB, the Vendor hereby acknowledges and agrees that its performance under the resulting Contract shall meet the standards set forth above. Any failure by the Bidder to achieve the Performance Measures identified above will result in assessment of the identified Financial Consequences.

Any such assessment and/or subsequent payment thereof shall not affect the Bidder’s obligation to provide services as required by this ITB.

1.8 Qualifications

1.8.1 The PBA system described in this ITB shall be provided by one manufacturer or authorized distributor and all equipment shall be certified by this source as a fully compatible system.

1.8.2 The system shall consist of readily available parts and equipment with a minimum

10-year parts and repair availability. A Manufacture’s Affidavit certifying parts and repair availability for this term shall be submitted to the Department as part of the Bidder’s Bid.

1.8.3 The PBA equipment provided shall feature self-healing networking configuration/topology that prevents a single point of failure from disrupting proper operation of the entire system.

1.8.4 The PBA equipment provided under any resulting Contract shall be equipment that has been successfully provided, utilized and tested in a detention environment for at least five years.

1.8.5 The PBA equipment shall be designed for, and in compliance with, all applicable

FCC rules and regulations.

1.8.6 The Bidder shall be certified by the manufacturer for this type of equipment and for this type of installation. Certification in the form of a letter from the manufacturer shall be submitted to the Department as part of the Bidder’s Bid.

1.8.7 The PBA System components shall be built in a modular construction for ease of expansion and servicing. System components shall consist of/feature: replaceable panels, modules, or circuit boards to accommodate quick functional changes when required. All Repeaters and receivers shall be housed in tamperproof enclosures.

All units shall be of a solid state design. Repeaters and receivers shall incorporate anti-jamming technology.

1.8.8 The Bidder, or any subcontractor, shall be licensed in the State of Florida under

Chapter 489, Part II, F.S. and certification shall be provided, upon request.

1.8.9 Upon issuance of a Purchase Order, the Bidder shall submit three sets of submittals for each location, before installation begins. The submittals shall include site drawings that have been reviewed and certified by the manufacturer of the supplied equipment showing all zones, the layout of all components required for the complete system, cut sheets, and installation manuals for components used.

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Submittals shall be delivered to the Division of Facilities Management and Building Construction, 501 South Calhoun Street, Tallahassee, FL 32399 c/o John McClelland, within 14 days of receipt of Purchase Order.

1.9 Estimated Quantities

Estimated annual quantities are listed on Attachment I, Price Page. The quantities listed herein are estimates, given only as a guideline for preparing a Bid, and should not be construed as representing actual quantities to be purchased under any resulting Contract.

1.10 Substitutions

The Bidder will be required to provide only the product(s) awarded. Substituted products delivered, or provided to the Department without prior approval by the Department’s Contract Manager, or designee, are prohibited, may be returned at the Bidder’s expense, and may lead to termination of the resulting Contract.

In the event the product specified can no longer be provided for reasons beyond the Bidder’s control (i.e. product discontinuance), the Bidder shall provide an alternate product request to the Department’s Contract Administrator. The substituted product must meet (or exceed) all terms, conditions, and specifications applicable to the originally specified product. A product sample for review may be required by the Department prior to acceptance.

1.11 Minimum Order

There will be no minimum order requirement.

1.12 Damaged Goods

The Bidder shall be responsible for filing, processing, and collecting all damage claims.

However, to assist the Bidder in the expeditious handling of damage claims, the ordering institution will:

1) Record any evidence of visible damage on all copies of the delivery carrier’s Bill of

Lading;

2) Report damage (visible or concealed) to the carrier, and Contract supplier, confirming such reports, in writing, within 15 days of delivery, requesting that the carrier inspect the damaged merchandise;

3) Retain the item and its shipping container, including inner packing material, until inspection is performed by the carrier, and disposition given by the Contract supplier; and

4) Provide the Vendor with a copy of the carrier’s Bill of Lading, and Damage Inspection Report.

SECTION 2.0 TECHNICAL SPECIFICATIONS

2.1 Overall System Requirements

The entire PBA system described in this section shall be provided by one manufacturer or supplier and all equipment shall be certified by this source as a fully compatible

Page 11 of 51 FDC ITB-18-021 system. The Head-end PC (Central Console) shall be based on Windows 10 Professional and shall include a 24” flat-panel LED monitor with speakers and all software & hardware necessary for a complete system. The Central Console shall have a built-in DVD+/-RW. The Central Console shall also be equipped with a suitable uninterruptable power supply (UPS) battery backup. The monitoring software shall be able to be locked so that a password shall be required to exit the program and return to Windows mode. The Central Console shall be “cleaned” of any software not expressly required to perform as a PBA system. This includes any video games, video media players, or explorer toolbars that could inadvertently affect the operation of the Central Console as a security system. The system is intended to be a standalone system and shall not require FDOC LAN or Network access to operate. The system shall be installed in accordance with manufacturer’s installation guides.

2.1.1 The system shall be activated by use of belt-clip attached transmitters worn by all staff while on duty within the secure perimeter and in designated buildings outside the secure perimeter. Upon any alarm condition, the Central Console shall display both the specific location of the alarm condition, and the transmitter ID on a facility map overlay. The System shall be capable of locating and recording alarm events in real time. The graphic display shall change both visual and audible state upon alarm, acknowledgement, active state, and accessed state. The facility map shall be software-based and be easily re-configurable to reflect updated facility site boundaries, layouts, or modifications.

2.1.2 System event logging shall be an inherent function of the Central Console. The

Central Console shall be equipped with a mechanism for the automated exporting of logged data in Microsoft Word, Excel or .PDF format to operator provided media at time intervals specified by the facility staff. All events logged shall include time, date, zone, device, and operator log information. Log files shall be protected against accidental or intentional deletion. Annunciation of an alarm event at the Central Console, both visual and audible, shall occur within no more than three seconds from the initiation of said Body Alarm Transmitter in the field.

2.1.3 The system shall consist of a network of transmitters, repeaters, receiver(s) and

(a) redundant computer(s) including software designed to provide users with a means of alerting security personnel when faced with an emergency situation.

Primary communication paths between Repeaters and Receivers shall be entirely wireless.

2.1.4 The system shall be capable of routine software configuration updates by facility staff. Vendor supplied training shall include procedures such as updating map configuration, transmitter enrollment, and other configuration parameters.

System configuration shall be accessible without special tools, proprietary software or direct access by the manufacturer or contractor.

2.1.5 The system shall be capable of providing rescue personnel a prompt, consistent and accurate location of alarm signals in buildings of varying square footage on large, distributed correctional facilities. The system, when installed, shall be able to detect alarm events through multiple reinforced walls, indoors and outdoors

Page 12 of 51 FDC ITB-18-021 areas, such as between buildings, and recreational areas. In addition, other buildings outside the fenced perimeter may require monitoring capability as well.

2.1.6 Each building or region of monitoring shall be furnished with sufficient repeaters to accurately detect an alarm event (transmitter activation) consistently. The Contractor shall perform adequate testing, prior to acceptance testing, to ensure the detection component of the system is fully operational with no lapses in accuracy or coverage areas.

2.1.7 The system shall be capable of integration into a central control system primarily through a TCP/IP Ethernet network connection. In addition, the system shall be capable of providing alarm relay contact outputs and/or an RS-232 output, depending on the requirements of the alarm monitoring system.

2.2 Minimum System Performance Requirements

2.2.1 Transmitters

The PBA system alert shall be initiated by the use of hand-held miniature 900 Mhz, frequency-hopping, spread spectrum radio transmitters. The transmitters shall be furnished with a rugged, indestructible belt clip to facilitate attaching to belt or waistband. Each transmitter shall be uniquely identifiable through an embedded electronic serial number. The transmitter buttons shall either be recessed into the transmitter housing or surrounded by a raised shroud and designed in such a way to prevent accidental activation without impeding the wearer’s immediate access. The transmitter shall be durable and equipped with customer replaceable lithium battery. The transmitters shall be capable of reporting low battery levels to the Central Console.

2.2.2 Repeaters

The PBA system shall be furnished with sufficient repeaters to assure reception redundancy. Repeaters shall be spaced close enough to assure activation of two or more repeaters on any alarm or test transmission within the protected area. Placement shall be in accordance with Manufacturer’s installation guidelines. All equipment, shall be equipped with internal battery backup features, shall be self-monitoring, and be capable of reporting all battery condition issues to the Central Console.

2.2.3 Receivers

Receiver(s) shall function as a gateway interface between the Central Console and the repeaters installed in the field. All equipment shall be equipped with internal battery backup features, shall be self-monitoring, and be capable of reporting all battery condition issues to the Central Console.

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2.2.4 Central Console

The PBA system shall be furnished with a Head-End Computer (Central Console) capable of adequately supporting all necessary hardware to function as a complete PBA system.

2.2.5 Overlap of Coverage

The Contractor shall ensure that all dead spots within building structures are eliminated. All Repeaters shall be placed optimally to ensure complete overlap of coverage.

2.2.6 System Internally Generated Alarms (False Alarms)

The PBA system shall be inherently resistant to false alarms. All alarm events shall be recorded continuously on the Central Console’s hard drive.

2.2.7 Environmental Alarm (Nuisance Alarms)

The PBA system shall be hardened to prevent potential nuisance alarms.

Inadvertent alarm triggers shall be prevented through the inherent design of the transmitter. Low battery conditions shall not be a source of nuisance alarms.

Battery status monitoring and reporting shall be inherent to the system. The PBA system shall not inadvertently detect spurious transmissions, and shall be resistant to spoofing and jamming.

2.3 Accessories

2.3.1 Test Equipment

The successful Bidder shall furnish a complete set of all specialized configuration tools that are uniquely required to service the PBA system. This does not include common hand tools such as screwdrivers, wrenches, pliers, and multi-meters. These tools shall include, but not be limited to diagnostic software, hardware interfaces, cables, testers, and any other tools specifically required to service to the PBA system.

2.3.2 Supervision

All equipment installed in the field shall be furnished with the capability to report a failure of one or more of the repeaters or receivers. Repeaters shall be equipped with tamper switches.

2.3.3 Mechanical Characteristics

All exposed equipment shall be installed in protected enclosures, resistant to tampering either by means of a hasp for a padlock, or through the use of tamper-resistant fasteners. All antennas shall be placed in concealed areas or protected with vandal-resistant enclosures. All outdoor or exterior mounted equipment shall be installed in outdoor rated tamper resistant enclosures.

2.4 Maintenance and Accessibility

All major, replaceable, electronic components shall be accessible for maintenance, adjustment, and operational checks, without major disassembly of the unit in the field.

At a minimum, the successful Bidder’s field test and system function test shall include:

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a) Interior Test: Test extents of all buildings to ensure complete coverage. The system shall be capable of detecting an alarm signals consistently in all areas of all buildings.

b) Exterior Test: Test areas immediately adjacent to buildings to ensure accurate locations are reported without bleed-over to other buildings.

2.5 Project Conditions

The system shall meet all requirements at the following ambient temperatures and humidity:

Actual site conditions

Maximum ambient temperature: 110 degrees F. (For outdoor equipment.)

Maximum ambient temperature: 105 degrees F. (For indoor equipment.)

Minimum ambient temperature: 0 degrees F.

Relative humidity: 0 percent to 90 percent.

2.6 Additional Equipment

The successful Bidder shall provide all of the interconnect wiring, as specified by the manufacturer of the equipment.

The Bidder shall provide lightning protection for all cables entering or leaving buildings and on AC power connections, data ports and other devices, as recommended by the manufacturer to assure resistance to natural or mechanically induced surges.

The Bidder shall supply UPS devices properly sized to maintain uninterrupted power for the Central Console and power supplies for a minimum of 15 minutes. UPS capability shall be sufficient to maintain complete system operation during brief power failures and/or until emergency generator can transfer power. Central Console UPS system shall be capable and configured to shut down the work station in an orderly manner in the event of a generator failure.

The Bidder shall provide spare parts equal to 10 percent (%) of the parts or two of each part, whichever is greater (excluding PC and Software) upon system completion and acceptance by the Department.

2.7 Installation

2.7.1 Once a site is determined to require a new system, the Bidder shall initiate a site visit/site survey. The Department will furnish site maps and building layouts at that time. The Bidder shall then render an itemized list of materials within seven (7) days, after which time the Purchase Order shall be generated.

2.7.2 Shop drawings shall be submitted within 14 days of receipt of Purchase Order.

Installation should be complete within 14 days of the Department’s acceptance and approval of the shop drawings. These drawings must meet the requirements of this ITB and any resulting Contract. All equipment shall be installed in accordance with the manufacturer’s written instructions.

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2.7.3 The equipment shall be installed with consideration to site conditions. The Bidder shall ensure that equipment is installed properly and devices are added to meet acceptable levels of coverage. The Bidder shall determine the necessary placement for all repeaters and other supporting equipment to ensure accurate detection and location upon alarm. The Department shall be responsible for furnishing and installing necessary power circuits. The Bidder shall be responsible for installing power supplies, interconnects between power supplies and furnished equipment.

2.7.4 All underground wiring, if applicable, shall be run in schedule 40 PVC conduits and wired in accordance with the manufacturer’s specifications and the National Electrical Code (NEC). The Bidder shall ensure that all wiring is neat, securely fastened and protected.

2.7.5 All underground conduits, if applicable, shall be buried at a minimum depth of

18 inches to the top of pipe. All primary communication/power duct bank conduits shall be sized according to NEC guidelines. Conduit type shall be non-metallic schedule 40, PVC, and fittings shall be rigid, non-metallic, schedule 40.

All couplings, elbows, and box connectors shall be primed and solvent welded.

Conduit shall be installed in a manner to prevent moisture/water from entering the conduit system.

2.7.6 All Ethernet circuits, if applicable, shall be Category 5e and shall be installed in compliance with TIA/EIA-568-B.

2.8 Execution

2.8.1 Supervision

The work shall be supervised by a qualified installer who shall be on the job site at all times while work is in progress.

2.8.2 Workmen

All work shall be performed by persons skilled in the trade.

2.8.3 Quality of Work

All work shall be done neatly, keeping with good practice, and conventions of the trade.

2.9 Field Quality Contract and Customer Acceptance Test

2.9.1 Tests

The system should be tested systematically. The Bidder shall ensure that all alarm events report accurate position and device identity. Each alarm triggered shall produce an accurate and repeatable signal for each point tested. If it does not, the problem should be corrected or adjustments made, and the test should be repeated at the same location until successful. If misses are repeated in the same location, the entire zone shall be reevaluated, corrected, and tested until no tests go undetected. The Bidder will terminate each attempt upon detection.

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2.9.2 Guidelines for Testing

Upon substantial completion of the system installation, the Bidder shall perform a Final Customer Acceptance and Certification test. This test shall be performed with the Contract Manager, or designee, Facility and Security Operations staff present. Testing shall demonstrate the operational readiness of the system. For final acceptance testing, the Department staff shall randomly select test locations for each building throughout the site. Testing shall be performed and repeated as many times as necessary to satisfy all Department staff. All PBA transmitter activations shall consistently report a correct building location and device identity to the Head End Computer to satisfy the Acceptance Test.

The Bidder shall complete all preliminary testing and adjustments to ensure a fully operational system prior to Final Customer Acceptance Testing. Final Customer Acceptance Testing shall not occur until the Bidder has determined that entire system has been successfully configured and consistently reports locations during preliminary testing. The Bidder shall ensure the system is fully tested and operational for a minimum of five days prior to calling for a final acceptance inspection and testing.

The Bidder shall provide a Final Customer Acceptance Testing date to the Florida Department of Corrections Contract Manager, or designee, no less than seven business days prior to scheduled date of testing.

Building Test: Each building shall be tested systematically. The Bidder shall demonstrate that the system is capable of detecting in all areas. Dead spots, where detection fails, shall not be accepted. All alarms received by the Central Console shall consistently report the building location of where the alarm occurred and the device identity. The Bidder shall furnish a copy of the test results.

Tamper Test: Test equipment enclosures for proper tamper function.

2.10 Acceptance and Warranty

Final inspection of the PBA system will be made by the Department, a manufacturer’s representative and the installing Bidder. As-built drawings shall be provided after acceptance inspection. Testing shall consist of the test procedures as listed in Section

2.9 of this ITB.

A date of acceptance will be established at the final inspection. A warranty on all equipment and labor shall be provided by the Bidder for a period of 24 months or manufacturer’s advertised warranty, whichever is longest. The warranty period should begin on the date of acceptance. The Bidder shall provide written assurance that they will make any and all needed repairs during that period.

During the warranty period, all repair parts shall be provided by the Bidder.

Institutional spare parts used for warranty repairs shall be replaced with new parts at the manufacturer’s expense. The Bidder shall have the system repaired within 48-hours of notification of a problem with the system.

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The Bidder shall, in writing, notify the Department of any changes, modifications or upgrades to the electronic equipment and shall make these changes, modifications, upgrades, or software changes free of charge to the Department.

2.11 Technical Documentation Requirements

2.11.1 After award of Contract, the following technical documents are required to be submitted with each Vendor’s proposal prior to issuance of a Purchase Order.

a) Submit the shop drawings, including proposed equipment layout, overall site layout plan, and product data sheets. Shop Drawings shall include composite wiring and/or schematic diagrams of the complete system, as proposed to be installed, as well as how the equipment will interface to the Central Console equipment.

b) Product Data/System Operation Data sheets including catalog sheets, specifications, and installation instructions, along with a complete bill of materials. This should also include a detailed description of system operation, installation, and testing.

2.11.2 The following technical documents are required to be submitted at each project’s completion and before final payment of any Purchase Order.

a) Test report: System acceptance test report shall include signatures of participants for the Vendor, as well as the Department’s institutional security team.

b) As-built drawings of the site showing the zones and location of all PBA system components, all junction boxes, wiring runs, and interconnections with the Control Center equipment. Drawings shall show complete perimeter with location of each device, point-to-point wiring information, wire color code used, wire size, conduit runs, device addresses and typical connection on terminal strips. Documentation shall include completed system schematics including point-to-point wiring diagram of entire system as installed, all splices and terminations with appropriate wire numbering and tagging schedules.

c) The Vendor shall provide three copies of operation and maintenance manuals and data for each product.

d) The Vendor shall provide the manufacturer’s review and certification of system design and layout.

e) The Vendor shall provide two copies of a Configuration/Recovery disc containing complete system setup as it has been installed, a field programmer, necessary cables, and software to field configure all field equipment.

2.12 Quality Assurance

a) The Vendor shall demonstrate that the proposed system meets the requirements of this ITB and all applicable codes, such as National Electrical Code (NEC). The Vendor will also provide, for each PBA system:

Page 18 of 51 FDC ITB-18-021

1. Eight hours of on-site training for the Department’s maintenance personnel in operation and routine maintenance of the system.

2. Eight hours of on-site training for the Department’s security personnel in operation of the system (minimum four, two-hour sessions).

3. On-site training, preceded by a training outline to be approved by the Department. The training shall be recorded onto DVD and two copies shall be delivered to the ordering institution.

4. An overview of available service programs for the Department’s institutional management.

5. All necessary technical support and warranty contact information to the Department’s institutional management.

b) Site Project Management: The Department’s Regional Maintenance Staff shall supervise each project and shall be responsible for, but not limited to:

1. Rendering advice regarding installation and final adjustment of the system.

2. Direct supervision of the installation.

3. Witness final systems test and certify that the system is installed in accordance with the requirements of this ITB and is operating properly.

SECTION 3.0 NON-TECHNICAL SPECIFICATIONS

3.1 Modifications after Contract Execution

During the term of the resultant Contract, the Department may unilaterally require changes (altering, adding to, or deducting from the specifications), provided such changes are within the general scope of this solicitation.

The Vendor may request an equitable adjustment in the price(s) or delivery date(s), if the change affects the cost or time of performance. Such equitable adjustments require the express written approval of the Department.

The Department shall provide written notice to the Vendor 30 days in advance of any Department-required changes to the technical specifications, and/or scope of service, which affect the Vendor’s ability to provide the service as specified herein. Any changes, other than purely administrative changes, will require a written change order.

3.2 Addition/Deletion of Items

The Department reserves the right to add or delete locations, or items from this Bid, or resulting Contract, when deemed in its best interest. Pricing shall be comparable to amounts awarded as a result of this ITB.

3.3 Summary Reports

The Bidder shall provide the Department’s Contract Manager, or designee, a report of the resultant Contract sales within 30 days of the end of each quarter (March, June, September and December). The report shall summarize, at a minimum: total number of units sold during the quarter, total dollar value of units sold during the quarter, total number of units sold by delivery location, total number of units sold and total dollar value sold for the entire Contract term to date. The Department may, at its discretion, Page 19 of 51 FDC ITB-18-021 develop the format the Bidder must use for reporting. Any report format developed by the Department shall be incorporated into, and shall become a part of, the original resultant Contract. A summary report shall also be required for time periods that include less than three full months of business (such as, the beginning or end of the Contract term). Failure to provide this information within 30 calendar days following the end of each quarter may result in the termination of the Contract.

3.4 Delivery

Any product(s) shall be shipped Free on Board (F.O.B.) to destination within 30 days after receipt of an order. Deliveries must be made between 8:30 a.m. and 4:00 p.m., Monday through Friday, local time, excluding State holidays, unless otherwise stated herein or on a subsequent Purchase Order.

Delivery dates and times will be coordinated between the institution and the Bidder.

See Attachment II, Delivery Locations, for location of the facilities, or navigate to http://www.dc.state.fl.us/facilities/ to view the regional maps.

3.5 Mandatory Documentation

All Bidders must submit the following mandatory documentation with their Bid:

1) A completed Attachment I, Price Page;

2) A completed Attachment III, Bidder’s Contact Information; and

3) Certification of Drug Free Workplace Program form (Attachment V), if applicable.

3.6 Records and Documentation

To the extent that information is utilized in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record,” as defined in Section 119.011(12), F.S., said information is recognized by the parties to be a public record and, absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any person upon request as provided in Chapter 119, F.S. The Bidder agrees to: (a) keep and maintain public records required by the Department in order to perform the service; (b) upon request from the Department’s custodian of public records, provide the Department with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, F.S., or as otherwise provided by law; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Bidder does not transfer the records to the Department; and (d) upon completion of the contract, transfer, at no cost, to the Department all public records in possession of the Bidder or keep and maintain public records required by the Department to perform the service.

If the Bidder transfers all public records to the Department upon completion of the contract, the Bidder shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Bidder keeps and maintains public records upon completion of the contract, the Bidder shall meet all applicable requirements for retaining public records. All records stored http://www.dc.state.fl.us/facilities/

Page 20 of 51 FDC ITB-18-021 electronically must be provided to the Department, upon request from the Department’s custodian of public records, in a format that is compatible with the information technology systems of the Department. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB shall be retained by the Bidder for a period of five (5) years after the termination of the resulting contract or longer as may be required by any renewal or extension of the Contract. Pursuant to Section 287.058(1)(c), F.S., the Department is allowed to unilaterally cancel the Contract for refusal by the Bidder to allow public access to all documents, papers, letters, or other material made or received by the Bidder in conjunction with the contract, unless the records are exempt from Section 24(a) of Art. I of the State Constitution and Section 119.0701, F.S.

The Bidder further agrees to hold the Department harmless from any claim or damage including reasonable attorney’s fees and costs or from any fine or penalty imposed as a result of failure to comply with the public records law or an improper disclosure of confidential information and promises to defend the Department against the same at its expense.

3.7 Price Page

The Bidder shall complete, sign, date, and return Attachment I, Price Page. By submitting a Bid under this ITB, each Bidder warrants its agreement to the prices identified. Bids should be submitted with the most favorable pricing terms the Bidder can offer the State. Any modifications, counter offers, deviations, or challenges will not be accepted, and may render a Bid non-responsive. The submission of a Bid is the Bidder’s confirmation it can provide the commodities and all requirements as outlined herein.

If a submitted Price Page includes inconsistencies, inaccuracies, or is incomplete, it may be rejected by the Department. All calculations will be reviewed and verified. The Department may correct mathematical errors; however, in the event of any miscalculation, unit prices shall prevail.

3.8 Purchasing Card Program (PCard)

The State of Florida has implemented use of a PCard, using the Visa platform. Upon mutual agreement of both parties, the Vendor may receive payments via the PCard in the same manner as other Visa purchases. To find out more about the State’s purchasing card program visit: www.dms.myflorida.com.

3.9 Vendor Ombudsman

A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted by calling the Department of Financial Services’ Toll Free Hotline, 1-800-342-2762.

http://www.dms.myflorida.com/

Page 21 of 51 FDC ITB-18-021

3.10 Payment and Invoicing

The resultant Contract will be at a fixed-rate. The Department will compensate the successful Bidder for the delivery of commodities and services, as specified in Attachment I, Price Page. All charges must be billed in arrears, in accordance with Section 215.422, F.S. The Department requires a single invoice for each Purchase Order under which commodities were provided. The Bidder must include any and all supporting documentation, as well as its name, mailing address, tax identification (ID) number/FEIN, Contract number, if applicable, and dates of service.

3.11 Contract Management

3.11.1 Department’s Contract Manager

The Contract Manager for this Contract will be:

John McClelland, Construction Projects Consultant II Facilities Management and Building Construction Florida Department of Corrections 501 S. Calhoun Street Tallahassee, Florida 32399-2500 Telephone: (850) 717-3929 Email: john.mcclelland@fdc.myflorida.com

The Contract Manager will:

1) Serve as the liaison between the Department and the Bidder;

2) Verify receipt of the deliverables from the Bidder, if applicable;

3) Submit requests for change orders, if applicable;

4) Review, verify, and approve invoices from the Bidder, if applicable;

5) Communicate with the Contract Administrator to process all amendments, renewals and termination of the Contract; and

6) Evaluate Bidder performance. This evaluation will be placed on file and will be considered if the Contract is subsequently used as a reference in future procurements.

The Contract Manager may delegate the following functions to the designated Department staff:

1) Verification of deliverables received from the Bidder;

2) Monitoring the Bidder’s performance; and

3) Reviewing, verification and approval of invoices.

mailto:john.mcclelland@fdc.myflorida.com

Page 22 of 51 FDC ITB-18-021

3.11.2 Contract Administrator

The Contract Administrator for this Contract will be:

ATC Administrator Bureau of Procurement Florida Department of Corrections 501 S. Calhoun, Suite 311 Tallahassee, FL 32399-2500 Telephone (850) 717-3700 Email: purchasing@fdc.myflorida.com

The Contract Administrator will:

1) Maintain the Contract Administration file, which is the official Contract file of record;

2) Process all Contract amendments, renewals and requests for termination;

and

3) Maintain the official records of all formal correspondence between the

Department and the Bidder provided by the Contract Manager for filing in the Contract Administration file.

SECTION 4.0 PROCUREMENT RULES AND INFORMATION

4.1 Instructions to Respondents (PUR 1001)

The General Instructions to Respondents are outlined in form PUR 1001 is a downloadable document incorporated in this ITB by reference. Any terms and conditions set forth within this ITB document shall supersede any and all conflicting terms and conditions set forth within form PUR 1001. There is no need to return this document with the response.

http://dms.myflorida.com/content/download/2934/11780.

4.2 Bidder Inquiries

Questions related to this ITB must be received in writing, via email, by the Procurement Officer listed below, within the time indicated in the Timeline.