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HomeMy WebLinkAboutItem 4.10 RFP PoliceEquipmentCITY CLERK FILE # 350-20 I AGEN DA STATEMENT CITY COUNCIL MEETING DATE: November 16, 1999 SUBJECT: Request for authorization to distribute a Request for Proposals (RFP) for police vehicle emergency equipment X?keport Prepared By:' Amy Cunningham, Administrative Assistant ATTACHMENTS: RECOMMENDATION: 1. Request for proposals (RFP) 1. Authorize staff to distribute RFP to qualified companies FINANCIAL STATEMENT: A total of $6,681 has been budgeted in Fiscal Year 1999-2000 for this project. DESCRIPTION: The Request for Proposals (RFP) will begin the process of awarding a contract for the replacement and installation of police vehicle emergency equipment. The purpose of this Request for Proposals is to solicit proposals for a vendor to install and maintain police vehicle emergency equipment. BACKGROU2ND: The City of Dublin has purchased two (2) model year 2000 Crown Victoria Police Interceptor Vehicles as fleet replacements.' These vehicles need to be outfitted with equipment to meet California Code of Regulations Title 13 emergency vehicle requirements. The selected vendor will be required to remove emergency equipment from two 1996 Ford Crown Victoria's and install the specified reusable items in the two new 2000 Ford Crown Victoria Police Interceptors, as well as the new equipment listed in the bid specifications. These vehicles will be outfitted to maintain standardization and consistency with the existing fleet. Staff anticipates additional funds may be needed to outfit the patrol vehicles. Due to advances in technolog3r and increased product performance, costs for many of these products have increased. Much of the equipment currently in use has exceeded its useful life; replacement parts are becoming increasingly difficult to fred and the equipment is continually in need of maintenance. In Fiscal Year 1999-2000 funds were allocated from the Police Services Internal Service Fund in the amount of $3,961 for patrol vehicle replacement equipment. In addition, Dublin Police Services has three existing undercover/detective vehicles that do not meet state requirements as emergency vehicles. Staff is requesting authorization to seek bids to outfit these vehicles. Sufficient funds in the amount of $2,720 were allocated from the Criminal Activity Fund to complete this portion of the project. COPIES TO: ITEM NO. PROCESS: The Request for Proposals (RFP) has been prepared to solicit propoEals from vendors to install and maintain the police vehicle emergency equipment. The RFP will be circulated November 17, 1999, with proposals due back to the City by 3 P.M., November 29, 1999. Once the vendors have been evaluated according to their responses, negotiations have concluded and references checked, Staff will return to the City Council for the award of the contract. It is anticipated that the awardS' of the contract will be at the December 7, I999, City Council meeting. RECOMMENDATION: It is recommended that the City Council authorize staff to distribute the Request for Proposals for police vehicle emergency equipment (Attachment 1 ). City of Dublin, California Police Services Request for Proposals for "Police Vehicle Emergency Equipment" November 17, 1999 City of Dublin Police Vehicle Emergency Equipment Notice to Bidders Notice is hereby given that sealed bids, subject to the conditions named herein and in the Specifications therefore for the City of Dublin Police Vehicle Emergency Equipment addressed to the City of Dublin will be received at the City Clerk's Office, 100 Civic Plaza,. 2"a floor, Dublin, CA 94568, up to Monday, November 29, 1999 at 3:00 pro, at which time they will be publicly opened and read. A complete set of bid documents is available at City Offices, 100 Civic Plaza, City Manager's Office, Dublin CA 94568. For further information on this bid contact Amy Cunningham, Administrative Assistant, Police Sen, ices, at 925-833-6655. Amy Cunningham, Administrative Assistant, Police Services 1.0 General Information 1. I City Objective The City of Dublin has purchased two (2) model year 2000 Crown Victoria Police Interceptor Vehicles. These vehicles need to be outfitted with equipment to meet California Code of Regulations Title 13 emergency vehicle requirements. The selected vendor will be required to remove emergency equipment from two 1996 Ford Crown Victoria's that will be replaced and install the specified reusable items into the two new 2000 Ford Crown Victoria Police Interceptors, as well as the new equipment listed in the specifications. These vehicles should be outfitted to maintain standardization and consistency with the existing fleet. In addition, the City of Dublin Police Services has three existing undercover/detective vehicles that do not currently meet Title 13 requirements. The City is seeking bids to outfit these vehicles as well. 1.2 Proposals Instructions In order to receive consideration, all bid proposals shall be made in accordance with the following instructions: 1.2.1 Proposals shall be made upon the forms provided therefore, properly executed and with all items filled out; the signature of all persons signing shall be in long hand. 1.2.2. Blank spaces in the forms must be properly filled in, and the phraseology thereof must not be changed. Additions must not be made to the items mentioned therein. Any unauthorized conditions, limitations or provisions attached to a proposal may cause its rejection. Alterations by erasures or interlineation must be explained or noted in the proposal over the signature of the vendor. 1.2.3 No FAXED proposals will be considered. No proposal received after the time fixed for receiving them will be considered. Late proposals will be returned to the vendor unopened. 1.3 Proposal Format 1.3.1 Signature: Proposal shall be signed by an authorized corporate officer. - 1.3.2 Bid Forms. Each vendor shall fill out completely and accurately the proposal forms supplied with this invitation to respond to the Bid. Failure to use the forms provided will invalidate the proposal. Failure to answer any of the questions or provide any of the information requested in the bid specifications may subject the entire proposal to rejection. The inability to meet a specific feature or item of equipment requested or any specific general condition will not invalidate your proposal, but will be weighed in the final selection of the successful vendor. It is the vendor's responsibility to point out those items and or conditions which can not be met. 1.3.3 Valid Period. Include a statement that the terms of the proposal will remain valid for 90 days. 1.3.4 Qualifications. The Firm's relevant experience; responsiveness; ability to perform; time period in which project can be completed and anticipated manpower allocation will be considered. Provide three references of agencies where similar work has been performed in the past. In each case briefly describe the project scope and indicate a contact person and phone number. 1.3.5 Identify the personnel to be involved in the project and their background. Include information relative to any subcontractor. 1.4 Deadlines. 1.4.1 Due Date for Response Monday, November 29, 1999 at 3 P.M. 1.4.2 One copy of the bid proposals should be submitted to: City of Dublin City Clerks Office 100 Civic Plaza, 2na Floor Dublin, CA 94568 1.5 Bid Clarification. Upon receipt of your proposal, you may be called for additional information and/or detailed discussion of the proposal. 1.6 Addenda or bulletins. Any addenda or bulletins issued by the City during the time of the bidding as part of the documents provided to the bidder for the preparation of his bid shall be covered in the bid and shall be made a part of the contract. 1.7 Withdrawal of bids. Any bidder may withdraw a bid, either personally or by a written request, at any time prior to the scheduled deadline for receipt of written bids. 1.8 Economy or preparation. The proposals should be prepared simply and economically, provide a straight forward, concise description of the 1.9 1.10 1.11 1.12 1.13 bidder's capabilities to satisfy the requirements of these specifications. The bidder shall be responsible for costs incurred in the proposal preparation and delivery. City Right to Accept or Reject Proposals. The City of Dublin reserves the right to accept or reject any proposals, and all subsequent material, either verbal or written, exclusive of an executed written contract. This invitation to respond to the Bid in no way obligates the City of Dublin to any company, supplier, manufacturer, or respondent to the RFP. Award and Execution of the Contract 1.10.1 The award of the contract, if it is awarded, will be to the lowest responsible bidder whose proposal complies with all the requirements prescribed. Errors and Omissions. The City of Dublin shall not be held responsible for errors, omissions, or oversights brought to the attention of the City of Dublin subsequent to the due date of this proposal which alter or modify the information forming the basis for evaluation of the submitted bid response. This shall remain the responsibility of the vendor. Additionally, any errors, omissions, or oversights of a material nature may constitute grounds for rejection of the submitted proposal. Contractor's Liability and Worker's Compensation Insurance. Per the agreement with the City, the Contractor shall at his/her own cost and expense, procure and maintain satisfactory public liability and casualty insurance to adequately protect the contractor and the City in damages for personal injury, including death, which may arise from operations under the contract, whether such operations are by the contractor or subcontractor, or anyone directly or indirectly employed. The City of Dublin shall be named as an additional insured. Contractor shall at his/her own cost and expense procure and maintain adequate workers' compensation insurance in an amount satisfactory to the City and sufficient to protect the contractor or subcontractor as well as the City from any claims under the Workers' Compensation Law, it being expressly understood and agreed that all persons employed directly or indirectly in connection with said work by the Contractor or any subcontractor will be considered to be the employees of the Contractor and not employees of the City. Materials and Appliances. Unless otherwise stipulated, the contractor shall provide and pay for all materials, labor, tools, equipment, transportation and other facilities necessary for the performance and completion of the work. All specific handling equipment charges shall be paid by the Contractor. 1.14 The vendor shall represent and warrant that he has sufficiently informed himself in all matters affecting the performance of the work. Furnishing of the labor, supplies, material and equipment called for in the specifications and that she has checked the proposal for errors and omissions; that the prices stated in the proposal are current and as intended and are complete and correct in terms of prices, labor, supplies, materials, and equipment required by the proposal documents. 2.0 Specifications and Proposal Forms 2.1 Scope of Work. Documents may be secured from the office of the City Manager, 100 Civic Plaza, 2na Floor, Dublin, Ca 94568, 925-833-6650. One copy will be provided to each bidder free of charge. 2. I.1 It is the intent of the City to have a single bidder responsible for the provision of all items identified in the specifications. Although it is recogTrized that a successful bidder may utilize subcontractors for a portion of the work, they shall be clearly identified on the "Bidders List of Subcontractors Form." The bidder is specifically advised that any person, finn, or other party to whom it is proposed by the successful bidder to award a subcontract must be acceptable to the City and shall be bound by all terms and conditions of the bid. Additional Information: Questions related to this document may be addressed to: Amy Cunningham Police Services City of Dublin 100 Civic Plaza Dublin, CA 94568 925-833-6655 amy. cunningham@ci. dublin. ca. us Bid Proposal Summary Form City of Dublin - Police Vehicle Emergency Equipment I have received the documents relative to the City of Dublin Police Vehicle Emergency Equipment project. The bid package includes Notice and Instruction to Bidders and Specifications. The following costs relate to the total cost of the project as defined in the plans and specifications including all applicable delivery charges, taxes, and fees. A. Cost Summary Category Materials/Equipment Labor Grand Total $ $ Total References Please list three references for which you have provided similar work. Addendum's Included This proposal includes all clarification's. Addendure # modifications contained in the following Date Issued addendum's or Submitted by Name: Address: Signature Firm Name: Phone: Date Patrol Vehicles 2 2 2 2 2 2 2 2 2 2 Manufacturer/ Model # Federal Signal Vista; 44" w/Directional Model# X132H9F2XA w/ mounting hardware Unitrol; UTM4 Touchmaster SMC3 Signalmaster Controller Federal Signal; MNCT Rhino Guard; 5036 w/mount kit LF12ERB Federal Signal; FHL2 Federal Signal; CS1S2 Federal Signal; Equipment Cost Detail Description Lightbar Siren Controller Directional Stick Controller Microphone PA Pushbar Gooseneck Light Headlight Flasher 4 outlet comer strobe system Park Kill Module Seat belt adapter kits Antenna cable Unit Price Ext. Price Notes & Comments Unmarked / Detective Vehicles Qty. I Manufacturer/ Model # 2 Federal Signal; U180K 2 Federal Signal; MS 100-01 w/mount kit 3 Federal Signal; FHL2 3 Federal Signal; MS2-FD w/mount kit Description Undercover Siren Siren Speaker Head Light Flasher Red/Blue Emergency Light Unit Price Ext. Price Notes & Comments The following listed equipment will be provided by Dublin Police Services. This equipment will need to be removed from the 1996 Ford Crown Victoria's and installed in the new vehicles. Troy Partition AEDEC rear Prisoner Seat Cage Mount Shotgun Lock Troy Equipment Console Motorola Spectra Radio Streamlight Flashlight Charger Motorola Radio Microphone Hang up box 3M Opticore system Please list your hourly rate for maintenance and repairs (include travel costs, etc.):