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HomeMy WebLinkAboutcity of sunriseCITY OF SUNRISE Purchasing Division REQUEST FOR PROPOSAL Mailing Address: 10770 W. Oakland Park Blvd. Sunrise, Florida 33351 Solicitation Data Request Number: RFP (04)A-02 Proposal Title: Thermal Imaging Cameras Description: The City of Sunrise is soliciting proposals for the purchase of Thermal Imaging Cameras Contact Alicia Shand Phone: (954) 572-2276 Fax: (954) 572-2278 Proposal Closing Day/Date: Wednesday, March 31, 2004 Time: 2:00 p.m. Location/Mail Address: Office of the City Clerk 10770 West Oakland Park Blvd. Fourth Floor Sunrise, FI. 33351 Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: RFP Contents Specifications/Scope of Work Additional Requirements (If Required) Attachments (If Required) Instructions to Respondents Terms and General Conditions Proposal Execution, Submittal & Delivery RFP Submittal Package NOTE: If not submitting a response, fill out and return the "Statement of No -Response" Form. SPECIAL ACCOMMODATION: In accordance with the Americans with Disabilities Act, any person who believes he or she has a disability requiring the use of a special accommodation at either the scheduled pre -proposal conference or proposal closing should contact the Division of Purchasing (954-572-2274), at least five (5) days prior to the event to advise of his/her special requirements. 1 Revised May I2, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (04)A-02 SECTION 1 - SPECIFICATIONS/SCOPE OF WORK The City of Sunrise is soliciting proposals for the purchase of seven (7) Hand Held Thermal Imaging Cameras. This Request for Proposal will provide the minimum specifications and requirements that meet the needs of the Fire Rescue Department. Respondents shall submit a response to this Request for Proposal that meet these criteria and include information on additional features that are distinct to their manufacture. Include product literature, upgrade options, information on warranties, replacement parts, additional accessories and related services. Following is a list of minimum specifications and requirements that meet the needs of the Fire Rescue Department: • The camera shall update frames in either the 30 or 60 HZ range. • The cameras' focal plane array minimum should be 19, 200 pixels in a 160 x 120 grid or 76,800 pixels in a 320 X 240 grid. • The cameras shall be waterproof and as small and lightweight as current technology permits. • The camera shall have vehicle charging, with a mountable "charging rack" capability. • The Respondent shall also provide at no additional cost to the City start-up and "train the trainer" training for up to four (4) department personnel. • The camera proposed shall have a full warranty, minimum of one (1) year. • The camera shall meet the requirements set forth in the most current edition of any applicable NFPA standard. • The camera shall meet any requirements set forth by NIOSH, ANSI and UL. 2 Revised May 12, 2003 RFP TITLE: Purchase of Thermal imaging Cameras RFP NO; (04)A-02 SECTION 2 - ADDITIONAL REQUIREMENTS 1. The Respondent shall also have the capability and include at no additional cost to the City, technical support, as well as updates as they become available. 2. The manufacturer of any unit proposed must have been in business for a minimum of five (5) years. SECTION 3 - ATTACHMENTS ATTACHMENT "A" - Cost Proposal 3 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (04)A-02 SECTION 4 - INSTRUCTIONS TO RESPONDENTS RESPONDENTS: TO INSURE ACCEPTANCE OF THE PROPOSAL, THE FOLLOWING INSTRUCTIONS MUST BE ADHERED TO: 4.1 Respondent Information The information of this section is advisory and serves as a guide to the other sections of this RFP. The City of Sunrise reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities, request resubmittals, and enter into negotiations with Respondents as warranted. There is no obligation on the part of the City to award the contract to the Respondent offering the greatest financial benefit to the City. The City reserves the right to award a contract to the firm whose proposal is most advantageous to and in the best interest of the City. The City shall be the sole judge of which proposal is in the best interest of the City. The City reserves the right to obtain any information deemed necessary to determine the ability of the Respondent to carry out their obligations under this contract, to include information needed to review the experience and financial capability of the Respondent to complete the requirements of this RFP. 4.2 Further Information Regarding this RFP Respondents are to refrain from contacting any other City officials other than the individual designated on Page 1 of this RFP prior to the selection and award of the final contract. All questions regarding this proposal must be in writing. Respondents are hereby advised that oral explanations or instructions are not binding. The only binding information or interpretation shall be in the form of a written addendum to all Respondents, formally modifying RFP terms and/or conditions. When and as necessary, the Purchasing Division will accept questions and inquiries in writing from Respondents when received no later than 12:00 noon seven (7) calendar days in advance of the proposal closing date. If deemed necessary, responses will be given to all Respondents in the form of a binding addendum. 4.3 Proposal Closing Date: Date: Wednesday, March 31, 2004 Time: 2:00 P.M. Location: City Hall-4th Floor City Clerk's Office 10770 W. Oakland Park Blvd. Sunrise, Florida 33351 In order to be considered, proposals must arrive at the City Clerk's Office and be time stamped prior to the deadline specified above. 4 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (04)A-02 4.4 Cost Liability: The Respondent shall bear all costs associated with submitting the proposal, including proposal preparation, site visitation or any travel connected with submittal of the proposal. 4.5 Contents of Proposal/Public Records: Any material submitted in response to this Request for Proposals will become a public record pursuant to Chapter 119, Florida Statutes. This includes material which the Respondent might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07 of the Florida Statutes. 4.6 Investigation of Conditions Affecting Operations Before submitting a proposal, each Respondent shall make all investigations and examinations necessary to ascertain conditions and requirements of the Request For Proposal. Failure to make investigations and examinations shall not relieve the successful Proposer from the obligation to comply in every detail with all provisions and requirements of the RFP nor shall it be a basis for any claim whatsoever for alteration in any term of or payment required by the Agreement. 4.7 Conflict of Interest: The successful Respondent is expected to comply with all laws governing conflicts of interest. 4.8 Oral Presentation: Respondents who submit a proposal in response to the RFP may be required to give an oral presentation of the proposal to Staff. This will provide an opportunity for the Respondent to clarify or elaborate on their proposal and qualify for the field test phase. 4.9 Code of Ethics: Respondents are urged to acquaint themselves with the provisions in the enclosed City of Sunrise Code of Ethics booklet which is attached to the R.F.P. The City Commission will strictly apply the provision regarding conflicts of interest. Please sign page one (1) of the Code (Schedule "F") and return it with your submittal. This will indicate that you have received a copy of this Code of Ethics booklet. 4.10 Compliance with State of Florida Crime Entity: Please be informed that pursuant to Section 287.133(2) (a), Florida Statutes, "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to the City, may not submit a proposal on a contract with the City for the construction or repair of a public building or public work, may not submit proposals on leases of real property to the City, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact business with the City in excess of the threshold amount provided in S.287.017 for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted vendor list." The submittal of a Proposal shall 5 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (041A-02 constitute an affirmative representation by the vendor to the City that the vendor is aware of the Statute and in full compliance thereof. 4.11 Examination of Specification/Scope of Work: Each Respondent is required before submitting their proposal, to be thoroughly familiar with the requirements contained herein. No additional allowances will be made because of a lack of knowledge of these requirements. 4.12 Definitions: The following definitions shall apply with regards to this solicitation: Purchaser: The end user of the equipment or services specified or the applicable purchasing Agency. Respondent: The individual, firm, partnership, manufacturer or corporation to whom the contract is awarded by the Purchaser and who is subject to the terms thereof. For proposal purposes the Contractor, Vendor, Respondent and Proposer are synonymous. Equal/Equivalent: Shall be taken in its general sense and shall not mean identical. These specifications are for the sole purpose of establishing minimum requirements for the level of quality, standards of performance and design and is in no way intended to prohibit the proposing of any manufacturer's item of equal material. The Respondent should indicate any deviation from the specification. The Purchaser shall be the sole judge of equality and this decision shall be final. Proposal/Response: For the purpose of this solicitation these terms shall be synonyms. Whenever in this document these words are found they shall have the same meaning. 4.13 Proposal Format/Review: Proposals will be reviewed by staff based on criteria specified in this Section, including the minimum requirements as specified in Section 1 - Specifications. Respondents shall be required to submit a brief oral presentation to staff. Presentations will be a maximum of fifteen (15) minutes, with a ten (10) minute period for questions. These presentations will be considered by staff and then recommend a short list of up to (4) four respondents. The Purchasing Division shall notify short listed respondents of a date(s) for the practical use evaluation as set forth in Attachment "B". A certified manufacturer representative will be required to attend the practical use evaluation, with one (1) complete unit, including the required accessories for demonstration to Fire Rescue Personnel. The following criteria, not necessarily listed in order of importance, will be used in determining recommendation for short listing. These criteria are general in nature and may be used to develop more detailed criteria. 1. Ability of the Respondent to provide the units as specified. 2. Ability and availability of the Respondent to comply with the practical use evaluation requirement. 6 Revised May 12, 2003 RFP TITLE: Purchase of Thermal imaging Cameras RFP NO: (04)A-02 3. Respondent's distinct features and functions of proposed units. 4. Respondent's licenses and credentials. 5. Respondent's written procedures for operating the units as required by law 6. Respondent's complete accessory list. The second staff review will take place after the Fire Rescue Department have field tested all units provided and on -site surveys are completed. Staff will present their findings and recommendations to the City Commission. The following criteria, not necessarily listed in order of importance, will be used in determining recommendation for award to City Commission. 1. Overall ergonomics of the unit as a result of the practical evaluation. 2. The effectiveness of the unit as rated by fire rescue personnel at the practical evaluation 3. Ability to provide training and on -going technical support. 4. Proposed cost for units as specified in Attachment "A". 5. Respondent's ability to provide warranty and upgrades. 6. References. 4.14 Familiarity With Laws: The Respondent is presumed to be familiar with all federal, state and local laws, ordinances, code rules and regulations that may in any way affect this RFP. Ignorance on the part of the Respondent shall in no way relieve them from responsibility. 7 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras SECTION 5 - TERMS AND GENERAL CONDITIONS 5.1 Indemnification: RFP NO: (04)A-02 The Respondent agrees to indemnify and hold free and harmless the City of Sunrise, its officials, employees and agents from or on account any and all suits, actions, or claims for injuries, losses, damages, liabilities, costs, or expenses, of any kind whatsoever, arising from this ensuing contract or which are incidental to or are in any way connected with this proposal, regardless of negligence or omission of the proposer or the Respondent's subcontractors, agents, or employees. The indemnification provided herein shall obligate the Respondent to defend at the Respondent's own expense or to provide for such defense (as determined by the City of Sunrise), for any and all claims of liability and all suits, actions, or claims that may be incurred by the City of Sunrise, in consequence of actions or inactions relating to this RFP. By execution of this proposal, the Respondent agrees to comply with the foregoing provisions of indemnity and also with the collateral obligation of insuring this indemnity, as set forth below. 5.2 Insurance: CONTRACTOR agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this contract the following insurance coverages, limits, including endorsements described herein. The requirements contained herein, as well as CITY'S review or acceptance of insurance maintained by CONTRACTOR is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by CONTRACTOR under this contract. Commercial General Liability CONTRACTOR agrees to maintain Commercial General Liability at a limit of liability not less than $500,000 Each Occurrence. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations, Contractual Liability or Cross Liability. Business Automobile Liability CONTRACTOR agrees to maintain Business Automobile Liability at a limit of liability not less than $500,000 Each Occurrence. Coverage shall include liability for Owned, Non -Owned & Hired automobiles. In the event CONTRACTOR does not own automobiles, CONTRACTOR agrees to maintain coverage for Hired & Non -Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy. Worker's Compensation Insurance & Em_plovers Liability CONTRACTOR agrees to maintain Worker's Compensation Insurance & Employers Liability in accordance with Florida Statute Chapter 440. Additional Insured CONTRACTOR agrees to endorse CITY as an Additional Insured with a CG 2026 Additional Insured — Designated Person or Organization endorsement, or similar endorsement, to the Commercial General Liability. The Additional Insured shall read "City of Sunrise." Waiver of Subrogation CONTRACTOR agrees by entering into this contract to a Waiver of Subrogation for each required policy herein. When required by the insurer, or should a policy condition not permit CONTRACTOR to enter into an pre -loss agreement to waive subrogation without an endorsement, then CONTRACTOR agrees to notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of 8 Revised May 12, 2003 RFP TITLE: Purchase of Thermal imaging Cameras RFP NO: (04)A-02 Subrogation requirement shall not apply to any policy, which includes a condition specifically prohibiting such an endorsement, or voids coverage should CONTRACTOR enter into such an agreement on a pre -loss basis. Certificate(s) of Insurance CONTRACTOR agrees to provide CITY a Certificate(s) of Insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect. S aid Certificate(s) of Insurance shall include a minimum thirty (30) day endeavor to notify due to cancellation or non -renewal of coverage. The Certificate Holder address shall read: City of Sunrise Attn Alicia Shand Purchasing Department 10770 West Oakland Park Blvd Sunrise, FL 33351 Umbrella or Excess Liability. CONTRACTOR may satisfy the minimum liability limits required above for Commercial General Liability or Business Auto Liability under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability; however, the Annual Aggregate limit shall not be less than the highest "Each Occurrence" limit for either Commercial General Liability or Business Auto Liability. CONTRACTOR agrees to endorse CITY as an "Additional Insured" on the Umbrella or Excess Liability, unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage on a "Follow -Form" basis. Right to Revise or Reject CITY reserves the right, but not the obligation, to revise any insurance requirement, not limited to limits, coverages and endorsements, or to reject any insurance policies which fail to meet the criteria stated herein. Additionally, CITY reserves the right, but not the obligation, to review and reject any insurer providing coverage due of its poor financial condition or failure to operating legally. The City may request a copy of the insurance policy(s), according to the nature of the project. Contract shall include any purchase order, award, notice or any other instrument that evidences an agreement with the City and a third party. 5.3 Patents and Royalties: The Respondent, without exception, shall indemnify and save harmless the City of Sunrise and its employees from liability of any kind including cost and expenses for or on account of any copyrighted, patented or unpatented invention, process or article of manufacture lot any article used in the performance of the contract, including its use by the Purchaser. If the Respondent uses any design, device or materials covered by letters, patent or copyright, it is mutually agreed. and understood without exception that the proposal prices shall include all royalties or cost arising from the use of such design, device or materials in any way involved in the work. 5.4 Contracts Overlapping Fiscal Years: The City's fiscal year begins October 1 and ends September 30 of the following calendar year. When a contract's terms extends beyond the fiscal year in which the contract commences, the City will issue a new Purchase Order to cover its needs for the balance of the fiscal year and a new purchase order will be issued to correspond with the remaining months of the contract that extends into the next fiscal year. Issuance of a new Purchase Order shall be subject to the availability of budgeted funds. 9 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (04)A-02 5.5 Termination for Governmental Non -Appropriations: Purchaser is a bona fide governmental entity of the State of Florida with Purchaser's fiscal year ending on September 30 of each calendar year. If Purchaser does not appropriate sufficient funds to purchase the quantities required under this Agreement for any of the Purchaser's fiscal years subsequent to the one in which the Agreement is executed and entered into, then this Agreement shall be terminated effective upon expiration of the fiscal year in which sufficient funds to continue satisfaction of Purchaser's obligation under this Agreement were last appropriated by Purchaser and Purchaser shall not, in this sole event be obligated to make any further purchases beyond said fiscal year. 5.6 Termination for Cause: If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its obligations under this agreement, or if the Contractor shall violate any of the provisions of this agreement, the City may, upon written notice to the Contractor, terminate the right of the Contractor to proceed under this agreement or with such part or parts of the agreement as to which there has been default, and may hold the Contractor liable for any damages caused to the City by reason of such default and termination. In the event of such termination, any completed services performed by the Contractor under this agreement shall, at the option of the City, become the City's property and the Contractor shall be entitled to receive equitable compensation for any work completed to the satisfaction of the City. The Contractor, however, shall not thereby be relieved of liability to the City of damages sustained by the City by reason of any breach of the agreement by the Contractor, and the City may withhold any payments to the Contractor for the purpose of setoff until such time as the amount of damages can be determined. The Contractor shall not be held liable for damages under this article solely for reasons of delay if the delay is due to causes beyond its control and without its fault or negligence, but this shall not prevent the City from terminating this agreement because of such delay. 5.7 Termination for Convenience: This agreement may be terminated by the City without cause upon thirty (30) day written notice to the Vendor. In the event of such a termination without cause, the Vendor shall be compensated for all services performed prior to termination. 5.8 Default/Liquidated Damages: Default: In the event of default on a contract, the City may immediately terminate said contract. If the successful Proposer's contract is canceled or terminated for any reason, the City reserves the right to award the Contract to the next most responsive proposal, or re -issue the proposal, or any part thereof, whichever is in the best interest of the City. 5.9 Terms Relating to Price Quotation: Unless otherwise noted by the City, all prices quoted shall be firm through issuance of contract or purchase order and shall not be subject to increase during the period of the contract. In the event of a manufacturer's or Contractor's price decrease during the contract period, the City shall receive the full benefit of such price reduction on any undelivered purchase order and on any subsequent order placed during the contract period. The Director of Purchasing must be notified in writing of any price reduction within five (5) days of the effective date. Failure to report price reductions may result in cancellation of contract for cause, pursuant to Section 5.9. 10 Revised May 12, 2003 RFP TITLE: Purchase of Thermal Imaging Cameras RFP NO: (041A-02 5.10 Selling, Transferring or Assigning Responsibilities: The Vendor shall not sell, transfer or assign the performance required by this RFP without the prior written consent of the City. Any award issued pursuant to this RFP and the monies which may become due hereunder are not assignable, except with the prior written approval of the City. 5.11 Payment/Billing Instructions: Payment will be made by the City after the items awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect and properly invoiced. Invoices, unless otherwise indicated, must show Purchase Order Number and shall be submitted in duplicate to: CITY OF SUNRISE, Finance Department 10770 West Oakland Park Blvd. Sunrise, Florida, 33351 Payment will be made within 30 days after delivery, authorized inspection and acceptance. 5.12 Compliance with Occupational Safety and Health Act: Respondent certifies that all material, equipment, etc. contained in their proposal meets all O.S.H.A. requirements. Respondent further certifies that if they are the successful Respondent, and the material, equipment, etc., delivered is subsequently found to be deficient in any O.S.H.A. requirement in effect on date of delivery, all costs necessary to bring the material, equipment, etc. into compliance with the aforementioned requirements shall be borne by the Respondent. 5.13 Material Safety Data Sheets (MSDS) In compliance with Chapter 442, Florida Statutes, any item delivered from a contract resulting from this proposal must be accompanied by a Material Safety Data Sheet (MSDS). The MSDS must include the following information: (a) The chemical name and the common name of the toxic substance. (b) The hazards or other risks in the use of the toxic substances, including: 1) The potential for fire, explosion, corrosivity and reactivity; 2) The known acute and chronic health effects of risks from exposure, including the medical conditions which are generally recognized as being aggravated by exposure to the toxic substance; and 3) The primary routes of entry and symptoms of overexposure. (c) The proper precautions, handling practices, necessary personal protective equipment, and other safety precautions in the use of or exposure to the toxic substances, including appropriate emergency treatment in case of overexposure. (d) The emergency procedure for spills, fire, disposal and first aid. (e) A description in lay terms of the known specific potential health risks posed by the toxic substances intended to alert any person reading this information. (f) The year and month, if available, that the information was compiled and the name, address and emergency telephone number of the manufacturer responsible for preparing the information. 11 Revised May 12, 2003 RFP TITLE: Purchase of Thermal imaging Cameras RFP NO: (04)A-02 SECTION 6 - PROPOSAL EXECUTION, SUBMITTAL AND DELIVERY: 6.1 Proposals must be received and time stamped prior to the proposal closing deadline, at the location specified above. Proposals should include a table of contents. The outside of all proposal packages should be clearly labeled with the Proposal Title, Proposal Number and Closing Date. Respondents should submit one (1) original copy and four (4) photocopies of the Proposal. It will be the sole responsibility of the Respondent to ensure that the proposal reaches the office of the City Clerk on or before the closing hour and date shown on the cover page (Page 1) of this solicitation. No proposals will be received, accepted, or considered after said time and date, unless the City, in its sole discretion reasonably exercised, elects to extend the time for submittal and receipt ofproposals. Any request for an extension of time should be made prior to proposal submittal time and directed to the Purchasing Director/Designee, City of Sunrise (954) 572-2274. Proposals must include an original, handwritten signature of an authorized individual and must be duly notarized where so indicated. Unsigned proposals will be rejected. 6.2 The Firm and its Principal in charge of the Program must have demonstrated experience in providing the type of assistance requested in this RFP. Written proposals should be brief, contain the information requested herein and may be accompanied by preprinted brochures. Proposals shall include the following and be in the following order: 1. Table of contents (With items in the order listed below). 2. Brief company background information 3. Detailed information on thermal imaging camera unit features and functions. 4. Respondents must specifically address each specification listed in the RFP and how they will comply. 5. Provide detailed routine maintenance procedures and written manuals. 6. Provide complete information on training, technical services, support, upgrades, accessories and warranty. 7. Provide names, resumes and role in the project of key personnel. 8. Provide availability for practical use evaluation. 9. Provide a list of similar projects including company name, address, phone number and contact person. 10. Provide bank and trade references. 11. Cost Proposal: See Attachment "A" 12, Complete and return Schedules A-E, Revised May 12, 2003 12 RFP TITLE: Purchase of Thermal imaging Cameras RFP NO: (04)A-02 SECTION 7 COMPANY NAME: (Please Print): Phone : Fax: --NOTICE-- BEFORE SUBMITTING YOUR PROPOSAL, MAKE SURE YOU... 1. Carefully read the SPECIFICATIONS and then prepare your detailed Proposal. 2, Fill out and sign the NON -COLLUSION AFFIDAVIT (Schedule "A") and have it properly notarized. 3. Sign the CERTIFICATION PAGE (Schedule "B"). 4. Sign the DRUG FREE WORKPLACE PROGRAM page (Schedule "C"). 5. Fill out the RESPONDENT'S QUALIFICATION STATEMENT (Schedule "D"). 6. Include EXHIBITS OR WARRANTIES (Schedule "E") if required. 7. Sign and return first page of CODE OF ETHICS (Schedule "F") if attached. 8. Clearly mark the RFP NUMBER AND RFP NAME on the outside of the envelope, if not using the enclosed envelope. 9. Submit ONE (1) ORIGINAL AND FOUR (4) PHOTOCOPIES of your proposal. NIA_ 10. Include a BOND, if applicable. 11. Submit proof of required Insurance with your Proposal. 12. Make sure your PROPOSAL is submitted prior to the deadline. Late Proposals will not be accepted. This page and the following pages are to be returned with your detailed response. FAILURE TO PROVIDE THE REQUESTED SCHEDULES LISTED ABOVE MAY RESULT IN YOUR PROPOSAL BEING DEEMED NON -RESPONSIVE. 13 Revised May 12, 2003