RFQ Solicitation Badge Systems - Final.pdf

REQUEST FOR QUOTE (RFQ)

Badge Security System

DOR-586-21

S-15000-00002274

Issuing Office: Oregon Department of Revenue (“Agency”) Single Point of Contact (SPC): Vickie Tipton Address: 955 Center St NE Salem, OR 97301 Phone: (503) 302-0200 E-mail: DOR.Procurement@oregon.gov

RFQ CLOSE DATE AND TIME: Thursday, March 24th at 3:00 PM

1. Description of Services:

The Oregon Department of Revenue (“Agency”) is seeking a vendor able to perform all construction and installation services as described herein. In general, the services will include using current equipment as well as installation by licensed company of all necessary new equipment, software to run monthly access control reports, and software upgrades to prevent failure, and be compatible with future Department of Revenue’s computer/network upgrades. Proposer will provide contact information of service personnel responsible for service to DOR area within Oregon (areas as mentioned within equipment inventory). This includes responding to service call same day of initial request via phone or electronic correspondence and resolution or site visits as needed within 48 hours.

2. Contract Term:

This RFQ will result in a 5 year contract, with the option to extend.

3. Scope of Services:

Background

Department of Revenue (DOR) has a Honeywell NetAXS access control unit with badge readers in five of our field offices that allows access into secured work areas. Current system was installed approximately five years ago. Current access control unit connects to the agency’s operating systems, Windows 10.

mailto:DOR.Procurement@oregon.gov

Scope of Work:

1. Provide and install badge access systems for admittance into secured work areas, monitor and report accesses granted and denied and must be Windows 10 compatible. If applicable, proposer may reuse existing badge readers, cabling and door locking devices.

2. Proposer will monitor and plan for software upgrades to prevent failure and to maintain compatibility with future Department of Revenue (DOR) computer/network upgrades.

3. Proposer will provide maintenance and service for all field office locations listed below. Proposer will provide appropriate contact information for service department or personnel responsible for responding to DOR service request at the applicable field offices.

4. Response to any service call will be same day of initial request via phone or electronic correspondence and offering resolution plan and site visits within 48 hours.

5. Proposer must be able to perform all construction and install services and provide all labor, materials, required permits, supervision and necessary general provisions, to achieve requested upgrades at all field office locations listed below.

6. Target date for fully operational systems in all 5 locations is June 30, 2022, this means that all additions have been completed and any conversions necessary for proposer to maintain and service the existing equipment have been completed. If vendor cannot meet proposed deadline, then completion date will be agreed upon prior to awarding contract.

7. Proposer will also provide a clear and concise project plan/timeline to show installation schedule and how it will meet DOR’s project expectation.

8. Successful proposer will also provide executed testing of all systems installed to include new and existing system equipment.

9. Training for all end users shall be provided in addition to manuals and written operating instructions including vendor supplied operating and maintenance information tailored to the Department of Revenue systems.

10. Proposer must have all work done, by a licensed bonded company.

11. Proposer shall provide 1 year warranty on any and all labor for this project.

The equipment currently installed and being requested for each location is listed below:

Location Existing Equipment Additional Equipment to be Quoted

Bend • 3 Badge Access and Keypad Access (HID)

• Add 1 Badge Access (Honeywell) to front employee entrance into lobby.

Gresham • 3 Badge Reader Access (Honeywell)

Medford • 2 Badge Reader Access (Honeywell)

• Add 3 Badge Access (Honeywell) to front door, side door, and Conference room

Eugene • 7 Badge readers/access (Honeywell)

• Add 1 Badge Access (Honeywell) to door from Conference room into Secured Office

Fossil

• 3 Badging - on each door that enters secured area (Honeywell).

4. Quotation Submittal:

Quotes must be received by the Issuing Office at the location identified on the first page of this document on or before the Closing Date and Time to be considered. Quotes will not be accepted after the Closing Date and Time. Quotes will be accepted by e-mail, or through the state procurement software OregonBuys.

Agency reserves the right to extend Closing when it is in the best interest of the State.

Agency reserves the right to reject all bids or to cancel this RFQ if in its sole determination, it is in the best interest of the State.

5. Submittal Requirements:

a. Submit Attachment B: Past Project Reference Check – Quotes must include a description, using Attachment B, of three past projects bidder has completed that are similar in scope to what is being requested. Past project information must include a contact person and valid contact information for the client whom received the services. Agency may contact any client (submitted or not) to verify Bidder’s qualifications.

b. Submit Attachment A: Pricing Sheet – Quotes must include all project costs using, Attachment A.

Pricing must be all inclusive. Additional cost or travel expenses will not be reimbursed.

c. Quotes must include a project timeline which must include the bidder’s capacity to begin work within two weeks of contract execution.

d. Quotes must include a short description of bidder’s project plan.

6. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Fit” for the State. “Best Fit” is based solely on the evaluator’s determination of what best meets the needs of the Agency taking into account price as well as considerations including, but not limited to, experience, expertise and contractor responsibility. The evaluator’s determination is final.

Responses that are contingent upon acceptance of additional terms and conditions may be rejected.

The bidder with the most advantageous quote will be awarded a contract. The State reserves the right to negotiate contract terms and conditions with the successful bidder.

Upon Notice of Intent to Award the successful bidder will be required to complete and return the following documents. Agency will send the documents to the successful bidder with the Notice of Intent to Award.

a. W9

b. Tax Compliance Certification

c. Certificate of Insurance, with coverage levels as described in Exhibit A, listing Department of

Revenue as additionally insured.

7. Questions:

All inquiries relating to the RFQ process, administration, deadline or award, or to the substantive technical portion of this RFQ, should be directed to the Single Point of Contact listed on the first page of this RFQ. All questions regarding the intent of the work or technical aspect of the work must be submitted in writing via email or the state procurement system, OregonBuys. When appropriate, revisions substitutions, or clarifications shall be issued as addenda to this RFQ. Changes/modifications to the RFQ requirements shall ONLY be recognized if in the form of written addenda issued by Agency.

Agency shall advertise the response on the OregonBuys system. Anyone who has received a copy of this RFQ from somewhere else will only be altered to the existence of any addenda by checking the OregonBuys system.

Questions regarding this RFQ will be accepted until 12:00 p.m. PST on Thursday, March 10th.

Questions from and answers to any one bidder will be posted in OregonBuys (as soon as resolved and before the submission deadline), if such questions will clarify any part of this RFQ.

8. Construction Contractors Board (CCB) Requirements:

(1) Offerors shall be licensed with the State of Oregon Construction Contractors Board (CCB) prior to bidding on Public Improvement Contracts. FAILURE TO COPLY WITH THIS REQUIREMENT

SHALL RESULT IN BID REJECTION.

(2) All subcontractors participating in the project shall be similarly registered with the Construction

Contractors Board at the time they propose to engage in subcontract work.

9. Prevailing Wage Rates (BOLI Requirements)

Contractor and all subcontractors shall comply with the provisions of ORS 279c.800 through 279c.870, relative to Prevailing Wage Rates as outlined in Sections C.1, C.2 and G.2.3 of the general conditions.

This RFQ and resulting Contract are subject to the following Bureau of Labor and Industries (BOLI) wage requirements and the prevailing wages rates set forth in the following booklet, as amended, which is incorporated herein by reference with the same force and effect as though fully set forth herein, and is available at the following web link:

Prevailing Wage Rates for Public Works Contracts in Oregon issued January 1, 2022

Prevailing Wage Rates Apprenticeship rates issued October 1, 2021

The BOLI wage rates are available online at:

https://www.oregon.gov/boli/WHD/PWR/pages/PWR_Rate_Publications_2016.aspx

10. Submission of Quotes:

Quotes must be . labeled “Quote to RFQ #S-15000-00002274 DOR-586-21” and delivered to the Single Point of Contact listed on the first page of this Request for Quote.

Bidders shall provide a minimum of three references (Attachment B) for equivalent services to those described in this RFQ performed within the last 48 months. Submit Attachment B- Bidder Past Project Reference to Agency prior to the closing date of this solicitation.

Agency shall not be responsible for any failure attributed to the transmission, or receipt of emailed Quotes. Bidder should confirm Agency receipt.

Agency reserves the right to accept any quote or any part or parts thereof, negotiate the statement of work, or to reject any or all quotes and cancel the RFQ. Submission of a quote does not constitute an agreement between Agency and bidder, nor does it secure or imply that bidder will be selected.

By submitting a quote to this RFQ, Bidder agrees to all terms and conditions of all exhibits Exhibit 1- Insurance Requirements and Exhibit 2- Prevailing Wages .All exhibits attached hereto are incorporated herein by reference.

All costs incurred in preparing and submitting a Quote in response to the RFQ are the responsibility of the Bidder and shall not be reimbursed by Agency.

https://www.oregon.gov/boli/WHD/PWR/pages/PWR_Rate_Publications_2016.aspx

ATTACHMENT A

PRICING SHEET

RFQ #S-15000-00002274 DOR-586-21

Bidder Name: ________________________________

Federal ID No: _____________________

Address: ____________________________________________________

City, State, Zip: _____________________________________

Phone: __________________________

Email: _____________________________________

Every location will need periodic on-call maintenance, pricing should be per call, not to include parts and labor Location Existing Equipment Info/Additional Equipment to be

Quoted (all to include maintenance and service)

Pricing

Bend • 3 Badge Access and Keypad Access (HID)

• Add 1 Badge Access (Honeywell) to front employee external entrance into lobby.

Service Calls: $

Equipment: $

Gresham • 3 Badge Reader Access (Honeywell)

Service Calls: $

Medford • 2 Badge Reader Access (Honeywell)

• Add 3 Badge Access (Honeywell) to front and side external doors and interior Conference room door.

Service Calls: $

Equipment: $

Eugene • 7 Badge readers/access (Honeywell)

• Add 1 Badge Access (Honeywell) to door from Conference room into Secured Office

Equipment: $

Fossil • 3 Badging - on each door that enters secured area (Honeywell).

______________________________________________________________________Authorized Representative’s Signature Name and Title Date

ATTACHMENT B

PAST PROJECT/REFERENCE CHECK FORM

RFQ #S-15000-00002274 DOR-586-21

Bidder Name: __________________________________________

Reference Entity: __________________________________________

Reference Contact Name: __________________________________________

Contact Telephone Number: __________________________________________

Contact Email Address: __________________________________________

Project name: __________________________________________

Past project/REFERENCE CHECK FORM

Project description:

Bidder Name: __________________________________________

Reference Entity: __________________________________________

Reference Contact Name: __________________________________________

Describe the scope of the project:

Past project/REFERENCE CHECK FORM

Bidder Name: __________________________________________

Reference Entity: __________________________________________

Reference Contact Name: __________________________________________

Describe the scope of the project:

EXHIBIT A

RFQ #S-15000-00002274 DOR-586-21

Insurance

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit A prior to performing under this Contract, and shall maintain it in full force and at its own expense throughout the duration of this Contract, and as required by any extended reporting period or tail coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. Coverage must be primary and non-contributory with any other insurance and self-insurance. Contractor shall pay for all deductibles, self-insured retention and self-insurance, if any.

1. INSURANCE REQUIRED.

1.1 Workers’ Compensation & Employers’ Liability.

All employers, including Contractor, shall provide workers’ compensation insurance as required by applicable workers’ compensation laws for persons performing work under this Contract, including Employers’ Liability Insurance with limits not less than $500,000 each accident. Contractor shall require and ensure that each of its subcontractors complies with these requirements.

1.2 Professional Liability.

Contractor shall provide Professional Liability insurance including:

1. Technology Errors and Omissions related to the professional services and products provided under this Contract in an amount of not less than $1,000,000 per occurrence and $2,000,000 aggregate, and

2. Network Security/Privacy Breach of agency data in an amount of not less than $0 per occurrence and $0 aggregate, and

3. Coverage for regulatory fines and fees imposed against Agency due to failures in products and Services provided under this Contract in an amount of not less than $1,000,000 per occurrence.

Coverage must include errors, omissions, negligent acts, denial of service, media liability (including software copyright), dishonesty, fraudulent or criminal acts by a person or persons whether identified or not, intellectual property infringement, computer system attacks, unauthorized access and use of computer system, regulatory actions, and contractual liability.

Coverage must extend to business associates and independent contractors providing professional services on behalf of or at the direction of Contractor. A primary policy or combination of a primary policy and excess policy shall be acceptable in order to meet the limits requirement.

1.3 Commercial General Liability.

Contractor shall provide Commercial General Liability Insurance covering bodily injury, death and property damage in a form and with coverage that are satisfactory to the State. This insurance must include personal injury liability, products and completed operations, and contractual liability coverage, in each case arising out of Contractor’s negligence.

Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

1.4 AUTOMOBILE LIABILITY INSURANCE.

Contractor shall provide Automobile Liability Insurance covering all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage.

2. ADDITIONAL INSURED.

The Professional Liability insurance and Commercial General Liability insurance required under this Contract must include the State of Oregon, its officers, employees and agents as Additional Insureds but only with respect to Contractor's activities to be performed under this Contract.

3. TAIL COVERAGE.

If any of the required insurance is on a claims-made basis and does not include an extended reporting period of at least 24 (twenty-four) months, Contractor shall maintain either tail coverage or continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the Effective Date of this Contract, for a minimum of 24 (twenty-four) months following the later of (i) Contractor’s completion and Agency’s acceptance of all Services required under this Contract, or, (ii) The expiration of all Warranty Periods provided under this Contract.

4. CERTIFICATE(S) AND PROOF OF INSURANCE.

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods or performing any Services required under this Contract. The Certificate(s) must list the State of Oregon, its officers, employees and agents as a Certificate holder and as Additional Insured, specify that Contractor will pay for all deductibles, self-insured retention and self-insurance, if any, that all coverage will be primary and non-contributory with any other insurance and self-insurance, and confirm that either an extended reporting period of at least 24 (twenty-four) months is provided on all claims made policies or that tail coverage is provided. As proof of insurance Agency has the right to request copies of insurance policies relating to the insurance requirements in this Contract.

5. NOTICE OF CHANGE OR CANCELLATION.

Contractor or its insurer must endeavor to provide at least 30 (thirty) Calendar Days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

6. INSURANCE REQUIREMENT REVIEW.

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to meet updated requirements as mutually agreed upon by Contractor and Agency.

Exhibit 2

RFQ #S-15000-00002274 DOR-586-21

Compensation and Bureau of Labor and Industry (BOLI) requirements.

1. Services ordered under this contract are subject to BOLI prevailing wage rates. Contractor and all subcontractors shall comply with the provisions of the requirements of ORS 279C.800 through 279C.870 relative to prevailing wage rates in force on the date of this purchase order (January 1, 2022, Prevailing Wage Rates for Public Works Contracts in Oregon and August 1, 2021, PWR Amendments).

Workers may not be paid less that the applicable prevailing wage rates in accordance with ORS 279C.840. Daily, weekly, weekend and holiday overtime will be paid as required in ORS 279C.540.

Contractor must provide a written schedule to employees showing the number of hours per day and days per week the employee may be required to work. The contractor and any subcontractors are required to file a Public Works Bond for $30,000 with the Construction Contractor Board prior to starting work on the project, unless exempt. Contractor also must verify any subcontractors working on this project have filed the bond.

2. Signed BOLI approved payroll forms certifying the hourly rates of wages paid to each worker employed on this project must be submitted with each invoice. Certified payroll forms must also include the name and address of each worker, the worker’s correct classification, rate of pay, daily and weekly number of hours worked, deductions made and actual wages paid. Contractor must promptly pay for any medical services that were agreed to be paid.

3. Contractor shall send invoices to Agency no more often than monthly after Agency’s acceptance in accordance with section 4.D of Goods delivered under this Contract. Contractor shall send invoices and certified payroll forms to Agency for completed Services no more often than monthly. If Contractor fails to pay for labor or services, the Agency can pay and withhold that amount from payments due to the Contractor.

Contractor shall email all invoices to Revenue.FISCAL@dor.oregon.gov or mail invoices to:

State of Oregon, Department of Revenue 955 Center St NE Salem OR 97301-2554

Contractor shall include in each invoice:

a. The Purchase order number; XX

b. The quantity of Goods ordered, the quantity of Goods delivered, the date Goods were delivered, the price per unit, if applicable;

c. A detailed description of Services performed, including the name or names of the individuals who performed Services and prepared the deliverables to which the invoice applies, the dates Services were performed, all deliverables delivered during the period of the invoices, the rate or rates for Services performed, and the total cost of Services

d. Itemization and explanation of all expenses for which Contractor claims reimbursement authorized under this Contract; and

e. The total amount due, and the payment address.

f. Certified Payroll for the project.

g. iv. Contractor may assess overdue account charges to Agency on unpaid invoices only in accordance with

ORS 293.462.

mailto:Revenue.FISCAL@dor.oregon.gov