E-Fencing RFI~2.pdf

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RFI NUMBER [00002627]

PROFESSIONAL, TECHNICAL, AND EXPERT SERVICES

City of Portland, Oregon August 4, 2025

REQUEST FOR INFORMATION

For

Integrated Electric Fencing

RESPONSES DUE: August 15, 2025 by 4:00 p.m.

SUBMITTAL INFORMATION: Refer to PART II, SECTION B.3 (RESPONSE SUBMISSION)

Submit the Response to:

City of Portland Procurement Services Attn: Deborah Schubert deborah.schubert@portlandoregon.gov

Refer questions to:

Deborah Schubert Phone: 971-509-0308 Email: deborah.schubert@portlandoregon.gov

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PART I SOLICITATION REQUIREMENTS

SECTION A GENERAL INFORMATION

1. INTRODUCTION

According to the United States Census Bureau, Portland Oregon’s overall land area is 133.43 square miles. The City of Portland (city government entity) owns a significant portion of this land that comprises natural and recreational areas, real property reflected in public buildings, and essential utility infrastructure. Included in these land parcels are critical operational sites that serve the community and require sustained security to prevent unauthorized access and maintain safety for personnel and assets.

2. BACKGROUND

The Total Crime Index for the City of Portland is 365% of the national average. In recent years, the City has ranked 2nd for major cities with the most property crime. Unauthorized access to City owned sites is on the rise with intruders using electrical outlets, seeking shelter, and targeting valuable assets like copper wiring. Breaches that disrupt daily functions can lead to severe consequences in addition to weeks or months of downtime, significantly impacting operations.

The City seeks to improve perimeter security at key operational sites by installing integrated electric fencing systems.

The proposed fencing will serve as an enhancement to existing security measures and may integrate with current surveillance or access control systems. The purpose is to deter and reduce incidents of trespassing, vandalism, and material theft, improve employee safety by securing property boundaries, provide a visible, proactive security measure across all locations and ensure an adaptable solution that can be expanded or integrated with future security developments.

3. PURPOSE

The purpose of this Request for Information (RFI) is to gather data to assist the City to better understand:

• The current landscape of integrated electric fence technology,

• the industry and availability of suppliers in the marketplace, and

• the benefits of integration through comprehensive security systems.

Respondents are invited to submit a response to this RFI by addressing one or more of the following requirements and questions listed below.

Project Requirements:

1. Describe the design and engineering of your integrated electric fencing system.

2. Describe your energizer specifications including outputs, controls, backup options and alternatives.

3. Ability to install electric fencing on top of or alongside existing perimeter fencing (where applicable).

4. Ability to integrate with current security systems (audible and visual alarms, surveillance cameras, motion sensors).

5. Describe remote monitoring capabilities and incident alert notifications.

6. Report on how final site layouts and fencing specifications will be confirmed.

7. Ability to comply with all local and federal safety codes and regulatory requirements including IEC, OSHA and

ASTM standards.

8. Report on post-installation inspection and warranty documentation.

9. Ability to coordinate work to minimize disruption to ongoing maintenance operations.

10. Describe signage and public safety warnings, including E-stop mechanisms, that comply with City of Portland standards.

Deb Schubert Sticky Note Completed set by Deb Schubert

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11. Describe the user control panel interface including display options, access control, diagnostics, remote and auto arming/disarming proficiencies, reporting capabilities, data visualization tools, and export formats.

Vendor Questions:

1. What are the cost benefits?

2. Do you have real-time monitoring?

3. Are there any necessary fence requirements?

4. Will the City own the integrated fencing, or will the City be leasing the equipment?

5. What type of permits are required?

6. What training is compulsory for relevant staff on system operation and/or maintenance?

4. RFI PARAMETERS

A contract will NOT result from this Request for Information (RFI). A separate competitive solicitation may result following the City’s review of the Responses submitted. This RFI in no manner obligates the City of Portland or its Bureaus to issue a Request for Information (RFI) or to the eventual purchase of any services that may be described or proposed.

If a future RFI or other type of solicitation results from this RFI, Respondents to this RFI are hereby notified that all information, documentation and any specific content or approaches included in the RFI Responses may be analyzed, may appear in various reports, and may be used in any resulting solicitation.

PART II RESPONSE PREPARATION AND SUBMITTAL

SECTION A PRE-SUBMITTAL MEETING/CLARIFICATION

1. PRE-SUBMITTAL MEETING

There is no pre-submittal meeting or site visit scheduled for this Request for Information.

2. RFI CLARIFICATION

Questions and requests for clarification regarding this Request for Information must be directed in writing, via email, to the person listed below. The deadline for submitting such questions/clarifications is seven (7) days prior to the response due date. An addendum will be issued no later than 72 hours prior to the response due date to all recorded holders of the RFI if a substantive clarification is in order.

Deborah Schubert Procurement Services E-mail: deborah.schubert@portlandoregon.gov Phone: 971-509-0308

SECTION B RESPONSE SUBMISSION

1. RESPONSES DUE

Responses must be received no later than the date and time, and at the location specified on the cover of this solicitation. The outside of the envelope shall plainly identify the subject of the response, the RFI number, and the name and address of the Respondent. It is the Respondent’s responsibility to ensure that their response is received prior to the specified closing date and time, and at the location specified. Responses received after the specified closing date and/or time may not be considered and could be returned to the Respondent unopened. The City shall not be responsible for the proper identification and handling of any responses submitted to an incorrect location.

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2. RESPONSE SUBMISSION

Responses should be clear, succinct and not exceed 20 pages. The Cover Letter, section dividers, title page, and table of contents, will not count in the preferred page count of the response. For purposes of this response submission, the respondent shall submit: one (1) original copy in PDF or MS Word format.

REDACTION FOR PUBLIC RECORDS: If the respondent requests redactions, Respondents are required to submit one (1) complete redacted copy in the same format as the original. If no redactions are requested in a response, please state that clearly in the Cover Letter section of your submittal. Any portion of a response that the respondent claims as exempt from disclosure must meet the requirements of ORS 192.501(2), ORS 192.502(4) and/or ORS 646.461 et seq.

“Redaction” means the careful editing of a document to obscure confidential references; a revised or edited document thereby obscuring the exempt information but otherwise leaving the formatted document fully intact. The redacted copy must be a complete copy of the submitted response, in which all information the Respondent deems to be exempt from public disclosure has been identified.

When preparing a redaction of your response, a respondent must plainly mark the redactions by obscuring the specific areas your firm asserts are exempt from public disclosure. In addition, a summary page identifying the pages where redactions occur shall be included with the response submission (summary is not included in page limitations). If a respondent fails to submit a redacted copy of their response as required, the City may release the respondent’s original response without redaction. If the entire response is marked as constituting a “trade secret” or being “confidential”, at the City’s sole discretion, such a response may be rejected as non-responsive.

Unless expressly provided otherwise in this RFI or in separate written communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a respondent unless the information is otherwise exempt under Oregon law. The City agrees not to disclose responses until the City has completed its evaluation of all responses and publicly announces the results.

3. COST OF RESPONDING

All costs incurred by the Respondent in preparation of responses to this solicitation, including presentations to the City and/or for participation in an interview shall be borne solely by the Respondent; the City shall not be liable for any of these costs. At no time will the City provide reimbursement for submission of a response unless so stated herein.

4. ORGANIZATION OF RESPONSE

Respondents are encouraged to provide all information as requested in this Request for Information (RFI) and address them in the following manner:

1. Cover Letter

2. Project Approach and Understanding

3. Respondent’s Capabilities

4. Supporting Information

5. RESPONSE SUBMITTAL

a. COVER LETTER Please include the following in your cover letter:

• RFI number and project title

• Full legal name of responding business entity

• Structure or type of business entity

• Name(s) of the person(s) authorized to represent the Respondent in discussions

• Contact person’s name, mailing or street addresses, phone and fax numbers and email address

• Statement that no redactions are requested, if applicable

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b. PROJECT APPROACH AND UNDERSTANDING

Please provide responses to each of the following phase of work:

• Describe the ability of your product to perform the requirements described in this RFI, as described in Part I, Section 3: Project Requirements.

• Respond to the questions about your product as described in Part I, Section 3: Vendor Questions.

• Identify additional software or hardware required to implement your system that were not identified in Part

I, Section3: Project Requirements or Vendor Questions.

• Provide a narrative description of the tasks or plan your firm would complete to implement your integrated fencing system. Identify the time frame estimated to complete each task.

• Identify any experience, training or certification crucial for successful implementation of your system.

• Describe the product reliability and support model post implementation.

• If you have any other feedback to share regarding any unique aspects, alternative approaches the City might wish to consider, please do so here.

c. RESPONDENTS’ CAPABILITIES

Describe the following for your firm:

• Your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.

• Directly relevant experience your firm has on similar or related projects.

• For each project mentioned, include the name, address and phone number of a person who can be contacted for further information about the project. When submitting projects for which your firm worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm.

• Similar projects with other government agencies.

• Resources available to perform the work required for the project.

• Management and organizational capabilities.

d. SUPPORTING INFORMATION

• Links to demonstrations of your product on YouTube, websites, or other web-based platforms, or examples of deterrence that can be viewed.