Event 57 Mobile Command Centers and Power Units Main Document.docx

State of Idaho | Division of Purchasing Request For Information RFI [Event 57] For Mobile Command Centers and Power Units

Section 1: Overview & Instructions

1.1 Purpose

The State of Idaho Division of Purchasing (State) is seeking to schedule online/virtual strategy discussions from interested Suppliers with experience in Mobile Command Centers and Power Units (Trucks) to pull Mobile Command Centers. The intent of these discussions is to obtain feedback from Suppliers to assist the State in developing a more accurate Scope of Work and overall approach for an upcoming solicitation for [2 Identical Mobile Command Center and Power Units (Trucks)]. This is not a solicitation for quotations, bids or proposals. No contract award will result from this RFI. The State firmly believes this process will help it to develop a solicitation that is clear and can be administered more efficiently and effectively; however, participation in these discussions is completely optional (they are NOT mandatory in order to participate in the future solicitation).

1.2 Format of Virtual Discussion

The format of these informal discussions will be performed virtually online via video conferencing tools (i.e., Zoom, Teams, Webex, etc.). The content and topics of the strategy discussions are shown in Section 3. The State is NOT requesting a formal written response to these questions or topics (as is common in most traditional RFIs). All information will be collected via the conference call/video call, which will be performed on a “1-on-1” basis between each Supplier and the State (not as a group meeting). The State anticipates spending about 1-hour on each call.

The State intends to use information gathered from these discussions to help ensure that the future solicitation is fair and open and provides the information necessary for suppliers to be able to provide accurate proposals. The State plans to schedule discussions with the first five (5) Suppliers to submit a request but reserves the right to hold additional discussions in order to capture diverse Supplier perspectives. The State shall not reimburse the Supplier for any expenses incurred responding to this RFI.

The State does not have any requirements of who can attend the meeting, or their role/position. The Supplier can select the best person(s) to attend. The meetings will be led by the Point of Contact identified in Section 4. Suppliers will be permitted 5-10 minutes to introduce their company for context. The remainder of the time will be spent discussing the Supplier’s answers to the questions provided in Section 3. Other than general procurement questions, the state will not answer any questions about the project or upcoming solicitation; however, the state will be taking note of questions to ensure that they are answered proactively in the solicitation document.

1.3 Walkthrough

Vendors that are selected for the virtual discussion meetings will have the opportunity to attend an in-person walkthrough of the current Mobile Command Center on the dates and time listed in section 1.4. Vendors who are unable to attend and in person walkthrough will be provided pictures of the current MCC trailer.

1.4 Key Dates

The RFI timetable is shown below, but the State may adjust/modify this schedule as needed.

1.4 Point of Contact

All questions, inquires, or communications regarding this RFI or the Mobile Command Centers must be directed to the Point of Contact listed below (via email). Suppliers shall not contact any other State employee.

Thayne Pearson Procurement Officer State of Idaho – Division of Purchasing Email: Thayne.pearson@adm.idaho.gov

Section 2: Background Information

2.1 Background Information

The Idaho State Police (ISP) is requesting information from Mobile Command Center (MCC) manufacturers, so ISP can better understand current technology and development.

The purpose of this RFI is to provide ISP with information and recommendations relating to industry standards and more clearly understand the industry norms.

This is an informal action initiated by ISP. ISP anticipates using the information obtained from this RFI to plausibly develop a solicitation. The following specifications are the estimated baseline requirements for the MCC:

2.1.1 Trailer Chassis

· Must be a minimum of thirty (30) feet and not to exceed forty two (42) feet total length.

· The chassis must be all steel welded construction.

· The proper ride height is set at the manufacturer to match the tractor that will pull it.

· Double or triple axles.

· The trailer must be equipped with four (4) to six (6) tires with a rated load range to carry the trailers maximum GVWR.

· Wheels will be polished aluminum.

· An electric anti-lock brake system and parking brake shall be installed on the trailer. Include breakaway.

· The trailer must comply with all State and Federal Transportation Agencies’ requirements. The trailer must include one (1) five-pound (5lb) fire extinguishers.

2.1.2 Body

The body must be an all-aluminum body manufactured utilizing aluminum alloys capable of carrying the maximum payload allowed by the chassis. All framing and structural supports will be welded in accordance with the current standards as set forth in the American Welding Society Code. The body must have a seamless finish with no exposed fasteners. The body must be attached to the chassis. Proper insulation.

2.1.3 Paint Prep Procedure

All bodies and applicable parts will be painted with a base coat and clear coat system that delivers low maintenance and a long-lasting finish. The paint must also be black with low heat retention to avoid extensive expansion and contraction of the shell of trailer.

2.1.4 Slide Outs

There will be up to four (4) slide-out sections installed in this vehicle design. The slide-out sections will provide additional space in the operations and conference areas. The slide-outs must be designed with the same construction as the modular body. Windows (TBD)

2.1.5Roof Skin The roof must be able to hold five hundred (500) pounds and be accessible to be walked on and utilized for observation and equipment mounting is required. Upon completion the body must go through a standing water test before moving to the paint finish process.

2.1.5 Floor Structure

The floor must be finished with heavy-duty vinyl flooring.

2.1.6 Door Window

Each entry door must have a tempered tinted glass.

2.1.7 Outlets

Sufficient one hundred and twenty volt (120v) interior and exterior weather rated outlets.

2.1.8 Lighting (Interior)

Adjustable LED Lighting

2.1.9 Lighting (Exterior)

Sufficient outdoor lighting for safe tailer operation. Full police light package. Programmable display board on vehicle.

2.1.10 Leveling System

An automatic leveling system should be installed. Up to (6) Six stabilizer jacks.

2.1.10 Generator

Minimum twenty kilowatt (20KW) generator to power unit without issue. Custom-built compartment to reduce vibration and noise. Interior mounted monitoring system.

2.1.11 HVAC

Zone Controlled Climate-heating and cooling system. Sufficient size to easily heat and cool the entire unit. Easily adjustable and readable thermostats.

2.1.12 Communications Area

The communications area is located in the front or rear of the modular body and shall be separated from the operations area by a manual or electronic sliding lockable door. This area consists of two dispatch workstations (expandable into four dispatch workstations). Four (4) rolling chairs are provided for the workstations. The rolling chairs will be secured with bungee cords while the trailer is in transit.

2.1.13 Sliding privacy doors

Sliding privacy doors to section off work areas. Location to be determined depending on the configuration of the unit.

2.1.14 Middle of Unit

Will be equipped with a kitchenette and bathroom. Dependent on manufacturer drawing.

2.1.15 Operations Area

The operations area is located in the forward part of the body. This area consists of three (3) operations work consoles. Sufficient smart screen technology on walls. Dependent on manufacturer drawing.

2.1.16 Equipment Rack

Sufficient equipment racks for all IT and radio hardware. Vertical power strips in racks. Location TBD.

Static bumpers.

2.1.17 Mast

· Minimum of forty (40) Ft. Mast with universal mount.

· Options on mast:

· HD/Thermal Camera attachment

· Scene Lights attachment

· Radio Repeater attachment

· Cell Extender attachment

· Safety Control System

2.1.18 Phone System

Full integrated phone system/ additional phone on exterior

2.1.19 Doors

Minimum of two doors leading to the exterior of unit

2.1.20 Warranty

Minimum of five (5) year front to rear warranty.

2.1.21 Timeline

Sixteen (16) to eighteen (18) months

2.2 Unique / Challenging Conditions

ISP is looking for two (2) identical 5th wheel MCC deployable trailers and two (2) identical power units to pull the MCC units to provide a secure location of command/communication resources. This MCC is intended to assist both ISP entities as well as partner agencies. Radio communications equipment/computers will not be installed by the MCC manufacturer.

2.3 Future Goals & Outcomes

ISP Is looking for market research regarding product that will increase longevity of each MCC. The units must be built with future advancement in mind, a storage unit that will keep the generator quiet, and transportation recommendations.

2.4 Upcoming Solicitation

· The State anticipates issuing an Invitation to Bid (ITB) solicitation in the next three (3) to six (6) months.

· The State has estimated that the total spend for the Mobile Command Centers and Power Units contract will be approximately $3,000,000.00.

Section 3: Script for Strategy Discussions A written response to these questions is NOT required. The State will conduct virtual discussions with interested Suppliers to address these items. The supplier can prepare a presentation to assist with the discussion if they would like (but they are not required to do so).

1. To enable your firm to prepare an accurate bid at the ITB stage, what is the most critical information for the State to provide about our Current Conditions (what critical things do you need to know about our current environment)?

2. To enable your firm to prepare an accurate proposal at the ITB stage, what is the most critical information for the State to provide about our Future State Requirements (are there any goals, objectives, or desired items that we haven’t thought of, or should consider)?

3. What would be the ‘best’ way for the State to collect and compare costing information from suppliers, to allow the State to compare proposals ‘apples-to-apples’. Could you provide us with an example(s) of a costing templates that you would recommend using?

4. What are your thoughts about our schedule timelines? Are we being realistic?

5. Are there any other factors/issues/items the State should be considering at this time?

6. What types of warranty? Service after contract expiration, is service local?

7. Are subcontractors typically used in the manufacturing of these type of products?

Strategy Discussions for Mobile Command Centers and Power Units Response Form

Suppliers that would like to participate in the virtual discussions should complete this form to reserve a time slot. Please identify a point of contact that the State can contact to setup the virtual meeting.

Company Name

Point of Contact name

Phone number

Email Address

Please identify the preferred dates/times for the virtual call (as shown in the table below). Due to the number of Suppliers that may RSVP, please identify at least 2-3 dates/times that will work for your team (so we can try to accommodate everyone). Please RSVP as soon as possible, but not later than 5pm (Mountain Time) on Friday, August 25, 2023. Timeslots will be scheduled on a first-come, first-served basis. Once your timeslot is confirmed, the State will provide a link to the conference-call or video-call.

8:30am – 9:30am

10:00am – 11:00am

11:30am – 12:30pm

1:00pm – 2:00pm

2:30pm – 3:30pm

Please complete and send this form via email to thayne.pearson@adm.idaho.gov

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