MEMA RFQ - PO 219 Dispatch Furniture.docx

MEMA Dispatch Furniture BID FY25 PO 219 / COMMBUYS Bid# BD-25-1013-RFS00-COMMO-105375

MEMA Dispatch Furniture BID FY25 PO 219/ COMMBUYS Bid# BD-25-1013-RFS00-COMMO-105375

POSTING DATE: 07/23/2024

BID Name/Title MEMA Dispatch Furniture BID Number FY25 PO 219 COMMBUYS Bid Number BD-25-1013-RFS00-COMMO-105375 *No phone calls or emails – All inquiries must be through Commbuys.

1. Description or Purpose of Procurement:

The Massachusetts Emergency Management Agency (MEMA) is issuing this Request for Quotes (RFQ) for the design, purchase, installation, cleaning and maintenance of radio dispatch console furniture for its Dispatch Center, located at 400 Worcester Rd, Framingham, MA 01702. This RFQ is limited to vendors on Massachusetts Statewide Contract PSE01 - Public Safety Equipment and Two-Way Radio, Category 5 - Two-way Radio Equipment, Supplies and Services. All Terms and Conditions of PSE01 are incorporated herein and made a part hereof.

MEMA reserves the right to request additional equipment and services not specifically identified herein from the selected vendor(s) throughout the Term of this contract.

Vendors may submit quotes for all sections of this RFQ or only specific section(s). Vendors are not required to respond to all sections. However, a vendor is required to respond to all items in the section for which a vendor is submitting a quote.

Vendor shall bid products from its currently authorized manufacturer(s) under PSE01.

The MEMA’s Dispatch watch center provides 24/7 services to multiple state agencies. The Dispatch Center currently has a console solution for 5 workstation areas located on the outer walls of its space. The Agency seeks to replace all its workstations and workspaces in the dispatch center.

The selected vendor will be responsible for the demobilization and disposal of the existing furniture and installing new furniture.

There will be a mandatory pre-bid meeting held on August 7, 2024, at 8:00 AM at MEMA Headquarters 400 Worcester Road, Framingham, MA 01702.

2. Applicable Procurement Law

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

5. Entities Eligible to Use the Resulting Contract

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

The duration of this project will be based on an agreed upon project timeline.

Total Maximum Contract Duration

This is a one-time contract as states in the Initial Duration section

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: The maximum obligation ceiling for this project is not available at this time.

Compensation Structure: This is a Fee-for-Service compensation structure. The selected Vendor will be compensated based on an agreed upon price for the delivery of goods or services. Deliverables may be broken into task phases, milestones, or units provided. Deliverables must be 100% accepted prior to payment.

The Commonwealth cannot guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. The awarded vendor will negotiate and enter a contract with MEMA representing the maximum project financial obligations. All work must be completed within this maximum obligation.

This project is subject to Prevailing wage rates, please find rates in COMMBUYS Attachments.

Invoice Requirements:

· PO Number and Title assigned by MEMA

· Hours worked by position and rate ( as awarded by submitted in Bid)

· Portion of project being invoiced by start and end dates of portion and by portion deliverable.

· Submission of reports and supporting documents (should also show completion status)

· Summary of all of invoices/costs to date and remaining balance by deliverable.

8. Contract Performance Specifications:

8.1 Specifications/ Scope of Work

Current Situation:

The Massachusetts Emergency Management Agency (MEMA) is the Commonwealths 24/7 Alert and Warning point. The dispatch watch center provides 24/7 services to multiple state agencies. MEMA currently has a console solution for 5 workstation areas located on the outer walls of its dispatch center. These stations each house a Workstation with 3 monitors, a Radio console with 1 monitor, and a third monitor and keyboard set up with KVM equipment to control several workstations remotely. Each workstation has task lighting and small storage areas for binders and job aids. Several radio tray organizers are also located between or at the edges of these workstations. None of the workstations are height adjustable. There is also a center island in the room which is used for projects and meals.

Future:

MEMA seeks to replace all of its workstations (5) and workspaces in the dispatch center. The furniture must include storage for PCs, and cable runs for equipment wiring. The vendor is responsible for submitting drawings showing room layout for their proposal. MEMA is open to suggestions for layouts that do not match the current state. The vendor must be prepared to install in a live work environment and provide a phased approach so no impact to operational capabilities occurs. See illustrations and drawings below .

Please see the list below for minimum feature specifications

· The dispatch console furniture system shall be constructed of materials that have been proven for durability in a 24 x 7 x 365(6) use environment. Vendor shall include with its response specifications sheets for the dispatch console furniture being proposed. To the extent the specifications sheets do not indicate that the dispatch console furniture is designed for 24 x 7 x 265 use, the vendor must include a statement indicating the same.

· The furniture proposed shall meet all appropriate industry standards, such as those established under the Americans with Disabilities Act (ADA), American National Standards Institute (ANSI), ASTM, and UL, as well as any applicable regulatory standards

GENERAL SPECIFICATION FOR CONSOLE FURNITURE

Dispatch Consoles are utilized 24 hours per day/7 days per week by different employees with different physical sizes and needs. Only dispatch console furniture specifically designed and engineered for 24 x 7 x 365(6) use in Emergency Communication Centers will be acceptable. General office furniture systems will not be considered. Dispatch consoles should meet ANSI/ Human Factors and Ergonomics Society (HFES) 100-2007 and ADA guidelines and requirements.

Vendor shall provide product information with its response documenting that the proposed furniture meets or exceeds the above noted standards.

1) STABILITY – FUNCTION

· The console furniture shall be designed specifically for 24 x 7 x 365(6) operations in an Emergency Communications Center.

· Construction of console walls shall be of solid core materials utilizing a post and panel design.

· A structural framework utilizing a unified frame construction design shall be provided featuring full undersurface cavities that lock each element of the console surface into a contiguous whole, stabilizing all movement.

· Console furniture shall be modular in design for ease of reconfiguration and upgrading.

· Sit-to-stand base shall be connected to the console undercarriage with a footprint designed to allow maximum stability based on the overall size of the monitor surface.

· There shall be no obstructions for side-to-side movement by the user within the footprint of the console.

2) WORKSURFACES

· Shall lower to at least 22” to accommodate the 5th percentile seated person.

· Shall raise to least 5’7” to accommodate the 95th percentile standing person.

· Shall provide an infinite travel range from 5” above to 5” below the monitor surface.

· Shall be available in sizes large enough to allow multiple devices such as keyboards, mice, and writing surface.

· Shall be available in a tilt design that allows a 15 degree +/- manual adjustment (ANSI/HFES 100-2007 Human Factors Engineering of Computer Workstations p. 83-84).

· Shall allow elbow angles between 70 and 135 degrees (ANSI/HFES 100-2007 Human Factors Engineering of Computer Workstations p. 83-84).

· Shall be adjustable independent of the monitor surface.

· Shall make available an electronic adjustment and adjustment using an integrated single point interface with precise digital replication.

· Shall adjust simultaneously with the monitor surface to retain relative positioning between both surfaces.

· Shall have a static load capacity of 250 lbs. and an equipment load capacity of 200 lbs.

· Shall have a zero-gravity feature available to prevent damage or injury. Safety bars mounted underneath surface will not be acceptable.

· Shall be supported by steel structural frame, for greater long-term rigidity, and for better column lift performance. The console shall support a split worksurface configuration. However, the console shall allow for the split worksurface to be replaced by a single worksurface without requiring replacement of the base frame.

· Shall be designed to provide unobstructed knee clearance in the seated operating position in accordance with ANSI standards.

· Shall be available in various material options including 1” material with high pressure laminate finish, solid surface materials, or compact laminate.

· Any surface with a span of 48” or more shall have additional supports under the surface for increased structural integrity.

3) MONITOR SURFACE

· Shall lower to at least 27” to allow for appropriate viewing angles of monitor, so that the gaze angle to the center of the screen ranges between -15° and -20° from horizontal eye level for the 5th percentile seated person.

· Shall raise to at least 52” to allow for appropriate viewing angles of monitor, so that the gaze angle to the center of the screen ranges between -15° and -20° from horizontal eye level for the 95th percentile standing person.

· Shall have a static load capacity of 1,500 lbs. and an equipment load capacity of 325 lbs.

· Shall make available configurations accommodating up to eight (8) 24” LED flat panel monitors in a stacked 4 x 4 configuration.

· Shall make available an option for depth adjustment platforms with at least a 10” focal depth adjustment supporting up to eight (8) 24” LED flat panel monitors in a stacked 4 x 4 configuration.

· Shall allow for adjustment using an integrated single point interface with precise digital replication.

· Shall be 24V DC motors. Components shall be UL listed and CSA certified.

4) ADJUSTMENTS

· System shall allow for individual adjustments of both monitor and work surface using an integrated single point interface with precise digital replication must be available.

· System shall allow for speed adjustment of not be less than 1.25” per second and not greater than 1.5” per section.

· System shall provide a minimum safety clearance of 1.25” between all moving surfaces.

· Software for console control will be acceptable.

· The monitor surface must automatically stop its downward path if obstructed and reverse to all for the removal of the obstruction. Safety bars mounted underneath the surface will not be acceptable.

· Console adjustment controls shall be accessible from a seated position for ADA compliance. Console adjustment controls mounted on top of the worksurface will not be acceptable.

· Design shall accept uneven load distribution.

· All moveable components of the console shall be designed and tested to at least 40,000 cycle full range adjustments.

5) MATERIALS

Acoustical Console Walls

· Acoustical walls shall be solid core of a minimum of 45 lb. density 1” thick material.

· Core shall be covered with a 3/8” high density subsurface, wrapped with fabric.

· Top edges of these partitions shall be treated in a long wear, replaceable, washable 3mm thick high impact vinyl edging.

· All fasteners shall be completely concealed.

Posts

· All mounting posts shall be between 2-1/4” and 3” in diameter.

· Posts shall be constructed of aluminum grade extrusions with a 6051 hardness.

· The finish shall be powder coated to match edge treatments.

· Leveling glides shall be an integral part of the system to accommodate uneven floors.

Undercarriage

· All supports, doors, cavity caps, and fixed shelves shall be rated for 25 lbs. and shall be constructed of an industrial grade ¾” thick material.

Edge Material

· All edges shall be treated in a high impact vinyl or acrylic edging material.

· Vinyl or acrylic edging material shall be a minimum of 2mm thick thermoplastic vinyl or acrylic extrusion with self-healing properties against abrasion for all undercarriages, pedestals, and monitor surfaces and a minimum of 13mm thick for all input platforms.

Laminates

· High pressure laminate shall meet ANSI/ASME A 17.1; 1986 requirements for Class “B” laminate, providing a non-glare matte finish.

· All monitor and work surfaces shall be a minimum of .0625” thickness horizontal grade laminate on the top surface, and on the backing sheet, all to prevent deflection.

· Thermally fused laminate shall meet NEMA LI-1-1998. Low pressure laminate is not acceptable.

Fabric

· Abrasion resistance at a minimum shall meet ASTM D-3597 MVPTS-198 standards.

· Flammability requirements shall adhere to ASTM E-84 (Tunnel Test) standards.

· Fabric shall be made from 100% recyclable material

6) CPU STORAGE

· A fixed equipment cavity storage shall be located under the extension of bridge surfaces and shall provide space for CPU equipment and cable routing, keeping the knee space below the consoles unobstructed to allow dispatchers a full range of movement to reach necessary equipment.

· Equipment cavities shall be a minimum of 24L X 18W X 36D to accommodate front-to-back CPU configuration of up to 4 CPUs per position

· Cavities shall be vented for passive airflow.

· Access to the cavities shall be available from either the front, top, side or rear depending on the configuration.

· The maximum weight capacity for any standard cavity shelf shall be at least 25 PSF load.

7) ELECTRICAL REQUIREMETNS

· Every console shall include a minimum of two 8-outlet surge suppressors with outlets for three transformer plugs on a UL listed and CSA rated 15 amps, 120-volt power center. These power centers shall include a circuit breaker with a 1900 joules AC surge suppression to shield equipment from the strongest surges and line noises and an 8’ cord.

· Total power draw for an individual console shall not exceed 15 amps

· A surface mounted, user-accessible power, voice, and data connections must be available.

8) CABLE MANAGEMENT

· Each Console shall include at a minimum two cable access drops with energy chains for vertical interconnectivity from monitor service to equipment cavities.

· An option for a keyboard energy chain providing tidy cable management for keyboards, mice, etc. that runs from Worksurfaces to monitor surfaces must be available.

· Cable drops on extensions and bridges shall be included in each fixed cavity section.

· A horizontal raceway within each equipment cavity shall be required to provide full console perimeter cable routing.

· Cables routed within the furniture panel system will not be acceptable unless cables are easily accessible and there is a cable system in place.

9) ENVIRONMENTAL CONTROL SYSTEM

LED Task Lighting

· Shall feature a 3-point articulating arm that swivels 120-degrees and provides a 180-degree tilt for maximum light control.

· Shall be mountable to the monitor surfaces or extensions and bridges using a grommet or back flush mount.

· Shall provide approximately 50,000 hours of lamp life.

· Color temperature shall not exceed 3,500K.

· Various color options for the mounting arm should be available.

· Shall be dimmable using an optional integrated single point interface.

· System shall provide 2 task light diming outlets rater at 100 wats per outlet.

· System shall provide 2 task light on/off outlets rated for 100 wats per outlet.

Single Point Interface for Environmental Settings and Console Height Adjustments

· A Single Point Interface unit that controls monitor and Work surface height adjustments in addition to all environmental settings (task light diming, task light on/off, heating controls, and air distribution) must be available.

· Height for both the monitor and Work surfaces shall include separate digital readouts to ensure total replication of console positioning for all employees. Digital readout for monitor surface shall display inches from the floor.

· Single Point Interface shall be mobile in design allowing the individual user to place the unit anywhere on the input or monitor work surfaces at any time.

Power Requirements

· 115 VAC, 60Hz

· 10 ft. power cord with a 3-prong plug.

· 0.3 amperes minimum draw, 6.0 amperes maximum draw UL listed, CSA certified, FCC certified Monitor stands:

Each workstation must support:

· 2 each 34” diagonal monitors (Curved) – Total 10 each

· 2 each 24” diagonal monitors – Total 10 each

· Note: awarding vendor to provide new monitors during installation. Monitors must have USB-c, HDMI, and Displayport as connection options. They must also have usb extensions available as well.

Chairs

· 5 chairs: 24-hour high back intensive use chair, one for each workstation

· Chair material will not be cloth or fabric

· Chairs should be easily adjusted by the user

Center table

· Table must be able to accommodate multiple users sitting around it. Table shall be oval or rectangular and capable of seating for 5 people

· Surface must be a durable laminate or solid surface, non-staining neutral color. Vendor will provide photograph samples to choose from as part of their submission.

Accessories:

· Vendor will supply additional monitor mounting arms/brackets (1 for each workstation) capable of supporting 2 additional monitors. This is in addition to the 4 stands listed above.

Optional Equipment Vendors shall provide a detailed list of optional equipment and accessories for their dispatch consoles. Vendors shall also include a price listing for all optional equipment and accessories noted. All equipment and accessories, where applicable, must meet industry standards and regulations for high quality, durability, and reliability and be compatible with the proposed dispatch consoles. Installation guidelines and user manuals shall be provided upon delivery of optional equipment or accessories, if ordered. Vendor shall include in the optional equipment an under-desk treadmill, elliptical or peddler for the room.

Disposal of console:

Vendor is responsible for the demobilization and disposal of the existing furniture.

ANNUAL PREVENTATIVE MAINTENANCE, CLEANING AND REPAIRS

Vendor shall perform preventative maintenance at MEMA HQ on an annual basis.

As the operations of this dispatch center is 24 x 7 x 365(6), the annual preventative maintenance shall be performed while the center is operational and therefore all work shall be done in a manner which is least disruptive to its operations. All preventative maintenance/cleaning shall be completed between normal business hours defined as Monday – Friday 8:00 am - 5:00 pm.

1) Annual preventative maintenance/cleaning shall at a minimum consist of the following:

· inspect and repair, as needed, edge molding on consoles;

· inspect and replace, as needed, post caps on consoles;

· inspect alignment and fit of work surfaces to side surfaces on consoles;

· check all consoles for leveling, return consoles to level;

· align individual console positions to room, if necessary;

· align and check all console doors;

· check and replace, as needed, console door stops on the foundation;

· check and inspect all electrical (CPU, radio, USB, Ethernet, and

· monitor) equipment for frayed wires or defects and/or adjustments needed on the console;

· check and inspect, re-fastening as needed, console leg and comfort control wires;

· replace all broken wire management pieces and tie-down wiring related to the mechanical lift portion of the console;

· check and re-hang, as needed, console panels to posts;

· tighten screws and bolts on mechanical parts and wire management of console;

· inspect all console lights and replace light bulbs as needed and

· provide a report to MEMA to address all deficiencies addressed as well as deficiencies identified but not covered by the annual preventative maintenance.

2) Repairs

· The selected vendor shall be required to provide repair services on an as needed basis.

· Vendor shall respond on-site within forty-eight (48) hours of receiving a request for a repair.

· Vendor’s employees shall have the necessary supplies, tools and equipment needed to conduct the repair during the on-site visit.

· All costs associated with said repairs shall be on a time and materials basis.

· Rates approved by Operational Services Division under PSE01, at the time such service is rendered, will be applicable to all repairs.

· All repairs shall be completed between normal business hours defined as Monday – Friday 8:00 am - 5:00 pm.

8.2 Timeline and Schedule

Vendors must include a project timeline for delivery and installation of the dispatch consoles after receipt of a purchase order.

Vendor to provide the project timeline: Start / End Date, Phases, Milestones Commitment of time – Project to be completed by 12/31/2024, depending on furniture manufacture’s lead time.

8.3 Budget

The maximum obligation ceiling for this project currently is not available.

The vendor must detail in their budget proposal:

1 Hourly rates 2 Total hours per each deliverable 3 Total Labor Costs 4 Materials 5 Total Project Costs Hourly rates must be in accordance with current Massachusetts Prevailing wages rates.

The vendor shall provide at minimum One (1) year warranty.

Vendors shall complete the costs table(s) noted below. Vendors may submit a proposal for any of the below noted configurations.

1) Console furniture purchase and installation

2) Console furniture’s preventative maintenance and cleaning.

3) Console furniture repairs.

All pricing shall be in compliance with that authorized under PSE01.

COST TABLES

DISPATCH CONSOLE FURNITURE (5 Positions) per RFQ specifications:

ANNUAL PREVENTATIVE MAINTENANCE per RFQ specifications:

REPAIRS (TIME AND MATERIALS):

*Vendor shall only be compensated for time on site only.

In addition to completing the above cost tables, vendors to include, with their response, a detailed configuration identifying all components along with the applicable pricing for each component. Further vendors shall include, where applicable, a specification sheet for the equipment being offered, warranty information, certification that all equipment is approved for use in a 24 x 7 x 365(6) operation, and a MSRP price list for the proposed equipment.

8.4 Qualifications

· Firm Qualifications – Vendor must provide a minimum of three references for similar work in the installation and design of dispatch furniture.

· Firm Experience – Vendor must have a minimum of 5 years’ experience in the design, installation and sales of dispatch furniture.

9. Instructions for submission of Responses The vendor is responsible for completing and submitting the following:

Proposal/Narrative The vendor must provide a detailed explanation of their ability to provide the services detailed in Section 8.1 – Specifications above and to include the following:

· A written project plan detailing how they will approach the installation of the equipment in a live dispatch environment.

· A list of requirements for power and connectivity needed to implement their solution.

· A list of parts and part numbers for each module or piece of proposed equipment.

· A graphical model of the room, to scale, showing a mock-up of the proposed installation.

· Proposed Warranty and terms

· A list of any work which may impact, touch, alter, or otherwise affect the room walls.

Timeline and Schedule All bidders must submit a timeline and schedule with clear back-up support demonstrating the vendor’s ability to submit all deliverables within the quality and timeframe requirements of Section 8.2 – Timeline above including the following:

· Schedule and lead time for delivery and installation of parts and equipment

· A schedule of kickoff and project meetings they anticipate.

Budget The bidders must submit all costs as per Section 8.3 Budget requirements, see above.

Qualifications The bidders submit the requirements listed in Section 8.4 Qualification, see above.

10. Procurement Calendar

* Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

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