RFQ for TC Communications Equipment and Installation Services at MEMA FINAL.pdf

RFQ for TC Communications Equipment and Installation Services at MEMA Page | 1

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY (EOPSS) AND

THE MASSACHUSETTS EMERGENCY MANAGEMENT AGENCY (MEMA)

REQUEST FOR QUOTE (RFQ) FOR ITT57 HARDWARE AND SERVICES

FOR TC COMMUNICATIONS EQUIPMENT AND INSTALLATION SERVICES

RFQ BID NUMBER: BD-19-1044-EPS17-1044P-29838

ISSUED DATE: TUESDAY, JULY 31, 2018

CONTENTS

1. GENERAL PROCUREMENT INFORMATION

2. AGENCY

3. DESCRIPTION AND PURPOSE OF PROCUREMENT

4. ORDER OF PRECEDENCE

5. EVENT CALENDAR

6. SUBMISSION REQUIREMENTS

7. BIDDER RESPONSES

8. MISCELLANEOUS

9. REVIEW RIGHTS

10. EVALUATION CRITERIA

This request for response and all responses hereto, including the winning bid, shall become public record as of the date the contract referenced herein is awarded and can be obtained from the Executive Office of Public Safety and Security (EOPSS) Records Access Officer (RAO) by sending an e-mail to EOPSS.RAO@state.ma.us.

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1. General Procurement Information

Purchasing Department: Executive Office of Public Safety and Security (EOPSS) on behalf of the Massachusetts Emergency Management Agency (MEMA)

Address: Executive Office of Public Safety and Security

One Ashburton Place - Room 2133 Boston, MA 02108

Procurement Contact: Scott Bailey, Project Manager

E-Mail Address: scott.bailey@state.ma.us

RFQ File Title: Request for Quote (RFQ) for ITT57 Hardware and Services for

Installation of MEMA TC Communications Switching Equipment

This Request for Quotes (RFQ) does not commit the Commonwealth of Massachusetts (Commonwealth) or the Executive Office of Public Safety and Security (EOPSS) to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a Bidder’s response to this RFQ, or to procure or contract for products or services.

EOPSS reserves the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all or none of the products and services as a result of this RFQ. EOPSS further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of MEMA, EOPSS, or the Commonwealth of Massachusetts to do so.

EOPSS reserves the right to amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

This RFQ is restricted to vendors on the statewide contract ITT57 2-way Radio Equipment and Supplies.

2. Agency The Executive Office of Public Safety and Security (EOPSS) is procuring communications hardware and services on behalf of the Massachusetts Emergency Management Agency (MEMA). MEMA ensures the state is prepared to withstand, respond to and recover from all types of emergencies and disasters.

3. Description and Purpose of Procurement The Massachusetts Emergency Management Agency (MEMA) is soliciting quotes for TC Communications and CSX/Larus T1 switching equipment and local vendor installation services from a qualified communications company that is currently active on the Commonwealth’s ITT57 2-way Radio Equipment and Supplies statewide contract.

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3.1 Background

MEMA operates a conventional, 15 site analog VHF two-way communications network which relies on a variety of backhaul methods to connect remote sites across the Commonwealth to the system central location at MEMA headquarters in Framingham. With this procurement MEMA seeks to procure equipment and services that will allow MEMA to utilize the existing Executive Office of Public Safety and Security (EOPSS) IP network to provide backhaul for portions of the VHF network. The TC Communications equipment specified in this procurement will provide conversion of circuit-based station controls to Ethernet for transport over the EOPSS network and back to circuit-based control at the central location in Framingham. CSX/Larus T1 switching equipment will provide automatic failover switching between a T1 carried on an existing TDM microwave connection and T1 service carried on the EOPSS IP Network through the TC Communications equipment.

3.2 Location Information

Locations for installation of new equipment are listed in Table 1 below:

Table 1

Location MEMA Contact

MEMA Headquarters, 400 Worcester Rd, Framingham, MA Shaun Anderson (617) 874-6909

MEMA Region 3&4 HQ, 1000 Suffield Street, Agawam, MA Shaun Anderson (617) 874-6909

MEMA Region 2 HQ, 12R Administration Road, Bridgewater, MA Shaun Anderson (617) 874-6909

MEMA Region 1 HQ, 365 East Street, Tewksbury, MA Shaun Anderson (617) 874-6909

Figure 1 is a block diagram showing components at each installation location

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Figure 1

3.3 Required Equipment

Qty Component

CXR/Larus Corporation

2 5702-2B Route Switches in Shelf

TC Communications*

2 TC3846S-6-000-4-1-05

1 TC3845S-1-000-1-1-05

3 TCRM1991-01-01

1 TC3846S-6-000-4-0-05

1 TCRM1991-01-01

1 TC3845R-1-000-1-1-05

*See attached TC Communications Parts List #807191135WJ-TX for additional detail

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3.4 Installation Services

Vendor shall use its experience and expertise to ensure that its quote includes all services, equipment, accessories, cables, etc. required to establish and test the required connectivity between the specified interfaces.

MEMA Bridgewater

Mount TC Com 3846S-6 in existing 19" EIA electronics rack, connect to AC power and connect to grounding system

Coordinate installation and configuration of TC Com equipment with EOPSS Project Office.

Configure TC Com 3846S-6 as directed by EOPSS Project Office Connect 4 wire port on TC Com 3846S-6 to radio equipment on site Connect TC Com 3646S-6 to designated port on EOPSS network switch located in network room

(approx 50' cable run) Test /optimize connection from radio equipment to JPS Comparator at MEMA Framingham

MEMA Agawam

Mount TC Com 3846-6S in existing 19" EIA electronics rack, connect to AC power and connect to grounding system

Coordinate installation and configuration of TC Com equipment with EOPSS Project Office.

Configure TC Com 3846S-6 as directed by EOPSS Project Office Connect 4 wire port on TC Com 3846S-6 to radio equipment on site Connect TC Com 3646S-6 to designated port on EOPSS network switch co-located in communications room (approx 10' cable run) Test /optimize connection from radio equipment to JPS Comparator at MEMA Framingham

MEMA Tewksbury

Mount TC Com 3845S-1 in existing 19" EIA electronics rack, connect to AC power and connect to grounding system

Mount 1 CXR/Larus 5702-2B in existing 19" EIA electronics rack, connect to 48 VDC power system and connect to grounding system

Coordinate installation and configuration of TC Com and CXR/Larus equipment with EOPSS Project Office.

Configure TC Com 3845S-1 as directed by EOPSS Project Office Connect TC Com 3845S-1 to designated port on EOPSS network switch co-located in communications room (approx 10' cable run Connect T1 port on CXR/Larus switch to TeNSr channel bank Connect working equipment port on CXR/Larus switch to existing M/W radio Connect protection equipment port on CXR/Larus switch to TC Com 3845-1 Coordinate testing of T1 failover switching between M/W radio and TC Com 3845-1 on

CSX/Larus equipment Test /optimize connection from radio equipment to JPS Comparator at MEMA Framingham

MEMA Framingham

Mount TC Com 3846S-6 in existing 19" EIA electronics rack, connect to AC power and connect to grounding system

Coordinate installation and configuration of TC Com equipment with EOPSS Project Office.

Configure TC Com 3846S-6 as directed by EOPSS Project Office

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Connect 4 wire ports on TC Com 3846-6 to Bridgewater and Agawam JPS Comparator ports Connect TC Com 3646S-6 to designated port on EOPSS network switch co- located in network room (approx 10' cable run) Test/optimize connections from JPS comparator to Bridgewater and Agawam radio sites

MSP GHQ Framingham

Supply equipment only, installation to be performed by MSP personnel

4. Order of Precedence The contract resulting from this RFQ shall consist of the following documents in the following order of precedence: (1) the Commonwealth’s Terms and Conditions; (2) the Commonwealth’s Standard Form Contract; (3) the Commonwealth’s RFR ITT57 2-way Radio Equipment and Supplies; (4) the Bidder’s response thereto; (5) this Request for Quotes; (6) the Bidder’s response hereto, inclusive of all attachments and modifications subsequent to negotiations between the parties; and (7) the resulting Statement of Work.

5. Event Calendar Below is the Event Calendar for this procurement. All times in this RFQ are Eastern Standard Time.

Event Calendar

CALENDAR EVENT DAY DATE TIME

RFQ Posting and Release Monday July 31, 2018

Questions due Friday August 3, 2018 4:00 PM

Answers Posted in COMMBUYS (estimated)

Monday August 6, 2018

RFQ Responses Due Thursday August 9, 2018 4:00 PM

EOPSS is not planning to hold a Bidders’ Conference for this procurement. Please submit any questions regarding this solicitation as written questions to the procurement.

Questions must be uploaded to COMMBUYS no later than the date listed in the table above. Answers will be posted to COMMBUYS. It is the responsibility of each prospective Bidder and awarded Vendor to maintain an active registration in COMMBUYS and to keep current the email address of the Vendor’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Vendor’s/awarded Vendor’s designated email address is not current, or if technical problems, including those with the prospective Vendor’s/awarded Vendor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Vendor/Awarded Vendor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

To access the Bid Q&A in COMMBUYS, log into COMMBUYS with your user account, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. Click the “Bid Q&A” button to obtain access to the Bid Q&A page.

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6. Submission Requirements Interested Bidders must upload the cover letter and responses via COMMBUYS by the Response Due Date listed in the Event Calendar of this RFQ. Failure to do so may result in disqualification of the bid.

Note: When Bidders are uploading quotes, they must make sure that “No Bid” is not activated and they must include pricing so that “No Charge” is not activated.

If the Bidder has any issues with responding through COMMBUYS, the Bidder should contact the COMMBUYS Help Desk at COMMBUYS@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 888-627-8283 or 617-720-3197.

Useful Link: Job aid on how to submit a quote:

http://www.mass.gov/anf/docs/osd/commbuys/create-a-quote.pdf

Webcast: The YouTube video “How to Locate and Respond to a Bid in COMMBUYS” will familiarize Bidders with COMMBUYS terminology and basic navigation and provide guidance for locating bid opportunities in COMMBUYS and submitting an online quote.

https://www.youtube.com/watch?v=UhUTNokbhfY

7. Bidder Responses Bidders’ responses should include, at a minimum, the following:

1. Cover Letter: A cover letter in which the Bidder states that they agree to the terms of this RFQ. Include in the cover letter the name, title, address and contact information for the vendor’s point of contact for this procurement. The cover letter must be signed by an individual authorized to bind the Bidder’s quote to the Commonwealth.

2. Vendor Experience: A brief description of the vendor’s experience in selling and installing hardware similar in nature to that requested in this solicitation.

3. Personnel Experience: The professional resume(s) or biography(ies) of the individual(s) bid to provide the installation services requested in this solicitation.

4. Proposed Hardware: A complete description, including make and model numbers, for the proposed hardware. Refer to section “Required Equipment” for hardware requirements.

5. Proposed Services: A description of the services to be provided by the Bidder to meet the requirements of this solicitation. Include a list of proposed activities, descriptions of each activity, and the timeframe for completion of each major activity once a Purchase Order is issued. Refer to section “Installation Services” for service requirements.

6. Warranty and Support: A description of the equipment warranty and support services that are available for the proposed hardware.

7. Pricing: A line item pricing for all hardware and services proposed to meet the specifications of this RFQ. The vendor must provide a valid quote based on this RFQ that

RFQ for TC Communications Equipment and Installation Services at MEMA Page | 8 can be used to issue a purchase order. All travel and other expenses must be included in the overall pricing proposed by the Bidder.

Payment for all equipment and services will be made upon acceptance of the hardware installation by MEMA.

8. Miscellaneous By submitting a proposal in response to this RFQ, Bidders agree to the following terms:

A. The Commonwealth will not pay for any costs other than those set forth in the Bidder’s response to this RFQ.

B. All bids submitted in response to this RFQ must be valid for a minimum of ninety (90) calendar days.

C. Extraneous marketing or promotional materials are discouraged, and such information will not be factored into the evaluation of vendors

D. EOPSS will not pay any charges not set forth in this response.

9. Review Rights Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of EOPSS including non-allied and independent consultants retained by EOPSS now or in the future, for the sole purpose of obtaining an analysis of responses. Any and all respondents may be asked to further explain or clarify in writing areas of their response during the review process. EOPSS retains the right to request further information from respondents.

10. Evaluation Criteria The responses to this RFQ will be evaluated based on the criteria listed below. The criteria are listed in descending order of importance with the most important criteria listed first. The procurement management team reserves the right to remove from further consideration non-responsive bids and those that include attempts by the Bidder to alter the Commonwealth’s standard legal terms.

1. Quality of the vendor’s proposed hardware

2. Quality of the vendor’s proposed services

3. Price

4. Vendor expertise

5. Time for delivery