Project Manager/Consultant CRESA 800 MHz Radio System Replacement Project

Transcription

1 RFP # 636 PROFESSIONAL, TECHNICAL AND EXPERT SERVICES Clark County Washington Release date: August 31, 2012 Request for Proposal for: PROPOSALS DUE: October 18, 2012 Proposal(s) shall be sealed and clearly marked on the package cover with RFP # and Project Title. Submit one (1) original and five (5) complete paper copies and one (1) USB thumb drive containing the complete proposal and attachments in.pdf format to: Clark County Office of Purchasing P.O. Box Franklin Street, 6 th Floor, Suite 650 Vancouver, Washington (360) Refer Questions to: Project Manager: Anna Pendergrass, Director Clark Regional Emergency Services Agency (CRESA) anna.pendergrass@clark.wa.gov

2 General Terms and Conditions ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and administrative requirements established by Washington Administrative Code (WAC), the Revised Code of the State of Washington (RCW), and any subsequent amendments or modifications, as applicable to providers licensed in the State of Washington. ALL proposals submitted become the property of Clark County. It is understood and agreed that the prospective Proposer claims no proprietary rights to the ideas and written materials contained in or attached to the proposal submitted. Clark County has the right to reject or accept proprietary information. AUTHORSHIP - Applicants must identify any assistance provided by agencies or individuals outside the proposers own organization in preparing the proposal. No contingent fees for such assistance will be allowed to be paid under any contract resulting from this RFP. CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an award if the contractual agreement has not been entered into by both parties or if new state regulations or policy make it necessary to change the program purpose or content, discontinue such programs, or impose funding reductions. In those cases where negotiation of contract activities are necessary, Clark County reserves the right to limit the period of negotiation to sixty (60) days after which time funds may be unencumbered. CONFIDENTIALLY: Proposer shall comply with all applicable state and federal laws governing the confidentiality of information. CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing or denying any interest, financial or otherwise, that any employee or official of Clark County or the appropriate Advisory Board may have in the proposing agency or proposed project. CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a proposal must certify that each company or agency of the consortium can meet the requirements set forth in the RFP. COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County and the prospective contractor have executed a contractual agreement. The contractual agreement consists of the following parts: (a) the basic provisions and general terms and conditions, (b) the special terms and conditions, (c) the project description and goals (Statement of Work), and (d) the budget and payment terms. Clark County is not responsible for any costs incurred prior to the effective date of the contract. Clark County reserves the right to make an award without further negotiation of the proposal submitted. Therefore, the proposal should be submitted in final form from a budgetary, technical, and programmatic standpoint. DISPUTES: Clark County encourages the use of informal resolution to address complaints or disputes arising over any actions in implementing the provisions of this RFP. Written complaints should be addressed to Clark County Purchasing, P.O. Box 5000, Vancouver, Washington DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the policy of Clark County to require equal opportunity in employment and services subject to eligibility standards that may be required for a specific program. Clark County is an equal opportunity employer and is committed to providing equal opportunity in employment and in access to the provision of all county services. Clark County's Equal Employment Opportunity Plan is available at This commitment applies regardless of race, color, religion, creed, sex, marital status, national origin, disability, age, veteran status, on-the-job injury, or sexual orientation. Employment decisions are made without consideration of these or any other factors that are prohibited by law. In compliance with department of Labor Regulations implementing Section 504 of the rehabilitation Act of 1973, as amended, no qualified handicapped individual shall be discriminated against in admission or access to any program or activity. The prospective contractor must agree to provide equal opportunity in the administration of the contract, and its subcontracts or other agreements. INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that, in connection with this proposal, the prices and/or cost data have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition. This does not preclude or impede the formation of a consortium of companies and/or agencies for purposes of engaging in jointly sponsored proposals. INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington State statute RCW Therefore the bidder may, at the bidders option, extend identical prices and services to other public agencies wishing to participate in this RFP. Each public agency wishing to utilize this RFP will issue a purchase order (or contract) binding only their agency. Each contract is between the proposer and the individual agency with no liability to Clark County. LIMITATION - This RFP does not commit Clark County to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or contract for services or supplies. LATE PROPOSALS - A proposal received after the date and time indicated above will not be accepted. No exceptions will be made. ORAL PRESENTATIONS: An oral presentation may be required of those prospective contractors whose proposals are under consideration. Prospective contractors may be informed that an oral presentation is desired and will be notified of the date, time and location the oral presentation is to be conducted. OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for the following purposes will be conducted at the discretion of Clark County: Fund accountability; Contract compliance; and Program performance. PRICE WARRANT - The proposal shall warrant that the costs quoted for services in response to the RFP are not in excess of those which would be charged any other individual or entity for the same services performed by the prospective contractor. PROTESTS must be submitted to the Purchasing Department. REJECTION OF PROPOSALS - Clark County reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any or all prospective contractors on modifications to proposals, to waive formalities, to postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of Clark County to do so. SUBCONTRACTING - No activities or services included as a part of this proposal may be subcontracted to another organization, firm, or individual without the approval of Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is understood that the contractor is held responsible for the satisfactory accomplishment of the service or activities included in a subcontract. VERBAL PROPOSALS: Verbal proposals will not be considered in making the award of any contract as a result of this RFP. WORKERS COMPENSATION INSURANCE The contractor shall comply with R.C.W. Title 51- with minimum coverage limits of $500,000 for each accident, or provide evidence that State law does not require such coverage. FOR ALTERNATIVE FORMATS Clark County ADA Office; V (360) ; TTY (360) ; ADA@Clark.wa.gov ENVIRONMENTALLY RESPONSIBLE PURCHASING PROGRAM - Clark County has implemented an Environmentally Responsible Purchasing Policy with a goal to reduce negative impacts on human health and the environment. Negative environmental impacts include, but are not limited to, greenhouse gases, air pollution emissions, water contamination, waste from the manufacturing process and waste in packaging. This policy also seeks to increase: 1) water and energy efficiency; 2) renewable energy sources; 3) use of products with recycled content; 4) product durability; 5) use of products that can be recycled, reused, or composted at the end of its life cycle. Product criteria have been established on the Green Purchasing List

3 Request for Proposals Table of Contents PART I PROPOSAL REQUIREMENTS Section IA: General Information 1. Introduction 2. Background 3. Scope of Project 4. Project Funding 5. Timeline for Selection Section IB: Work Requirements 1. Required Services 2. County Performed Work 3. Deliverables and Schedule 4. Place of Performance 5. Period of Performance 6. Public Safety 7. Insurance/Bond 8. Plan Holders List PART II PROPOSAL PREPARATION AND SUBMITTAL Section IIA: Pre-Submittal Meeting/Clarification 1. Pre-Submittal Meeting 2. Proposal Clarification Section IIB: Proposal Submission 1. Proposals Due 2. Proposal Section IIC: Proposal Content 1. Cover Sheet 2. Project Team 3. Project Approach and Understanding 4. Proposer s Capabilities and Experience 5. References 6. Proposed Price PART III PROPOSAL EVALUATION & CONTRACT AWARD Section IIIA: Proposal Review and Selection 1. Evaluation and Selection 2. Evaluation Criteria Scoring Section IIIB: Contract Award 1. Consultant Selection 2. Contract Development 3. Award Review 4. Orientation/Kick-off Meeting ATTACHMENTS A: Proposal Cover Sheet B: Letter of Interest

4 Part I Proposal Requirements Section IA General Information 1. Introduction The purpose of this RFP is to permit the consultant community to suggest various approaches to meet this defined need at a given price. Clark Regional Emergency Services Agency (CRESA) is the regional public safety agency that provides 911 dispatch, emergency management, ambulance contract oversight, and management of the public safety radio system for Clark County, Washington. CRESA was first organized under the Interlocal Cooperation Act of the State of Washington (R.C.W ), in Under the current Interlocal Agreement, CRESA is governed by an administrative board comprised of nine members including the Clark County Administrator or designee, Vancouver City Manager or designee, Clark County Sheriff or designee, Small Cities Representative appointed by the small city mayors, Police Representative appointed by the Law Enforcement Council, Vancouver Fire Department Representative, Fire Chief Representative appointed by the Clark County Fire Chiefs Association, and a Citizen Representative employed in the field of finance. 2. Background The current public safety radio system a Motorola SmartZone analog 800 MHz trunked system is nearing the end of the manufacturer s support life cycle. Motorola will discontinue support of the system by the end of CRESA manages and maintains the radio system but relies on the manufacturer s support and the availability of parts to meet its communication responsibilities. In addition, the FCC is gaining spectrum efficiency by mandating narrower spacing of frequencies which motivated manufacturers migration to digital technology. With the FCC mandate and the manufacturer s end-of-support date, CRESA has begun the process of determining how best to proceed to the next generation of public safety radio communications. The CRESA Administrative Board directed staff to pursue a regional radio system replacement option with the City of Portland, Washington County and Clackamas County in Oregon. Even with the efficiencies gained by regionalizing the system, the Clark County impacts are large both financially and physically. The CRESA Administrative Board also determined that the project and funding impacts of this project extend well beyond the Board s scope. Therefore, they authorized staff to assemble a group of executive level leaders from the County, the cities within the County, the CRESA Board, C-TRAN (Clark County Public Transportation Benefit Area) and Clark County Fire Districts to act as guides in recommending direction for the future radio system. A Public Radio Group was formed last year from these local agencies to address questions, provide perspective, and guide the project to replace the Clark Regional 800 MHz analog radio system with the digital replacement system. The initial meeting of the Public Radio Group (PRG) was held on March 31, The PRG has been meeting monthly to review radio replacement options and the estimated funding costs. CRESA enlisted the services of a consultant (ADCOMM Engineering) to provide guidance on technical issues. Several vendors also made presentations to the Public Radio Group to discuss the analog-to-digital migration process and the estimated funding requirements. Estimated costs have ranged between $30 million and $90 million, 4 P age

5 depending on whether system capabilities are maintained at existing service levels or expanded for enhanced coverage and reliability as part of a broader Portland-Vancouver metro area solution. However, local CRESA agencies believe that any replacement system must be designed to meet appropriate communication and reliability standards within the ability of CRESA and the individual agencies to pay. The PRG made the following recommendations to the CRESA Administrative Board: 1. Regional Participation Recommendation: Proceed with a system of systems approach (standalone) while maintaining or improving interoperability within the Portland/Vancouver Urban Areas Security Initiatives (UASI) region and Washington State Region Procurement Method Recommendation: Conduct a competitive sealed request for proposal (RFP) process for replacement of the Clark County 800 MHz Radio System. 3. Funding Method Recommendation: The CRESA Board should determine best funding options following the RFP process, allowing the RFP responders to propose various methods of purchasing and financing the system. The CRESA Administrative Board at their June 7, 2012 meeting approved a staff report that enabled the CRESA Director to proceed with the Radio Replacement Project following the recommendations of the Public Radio Group. CRESA staff established a Project Steering Committee made up of user agency representatives, subject matter experts, PRG members, CRESA Administrative Board members, and CRESA staff. The Steering Group and CRESA staff will require the assistance of a professional project manager, subject matter expert for guidance through the project. Project Organization The Project organization structure is: CRESA Administrative Board Public Radio Group CRESA Director and Technical Staff Project Manager/Consultant Radio Replacement Steering Committee 5 P age

6 CRESA Administrative Board Nine (9) member governance board established by Interlocal Agreement per RCW Public Radio Group (PRG) A group of executive level leaders from the County, the cities within the County, the CRESA Board, CTRAN and Clark County Fire Districts who act as guides in recommending direction for the future radio system CRESA Director Anna Pendergrass CRESA Technical Staff Technical & Support Division Manager; Jim Cole, Radio Technician; Jeremy Millman, Radio Technician; Kirstin Cole, Technical Services Specialist. TBD Radio Replacement Steering Committee - User agency representatives, subject matter experts, PRG members, CRESA Administrative Board members, and CRESA staff Legacy Radio Systems and Equipment Description: (modified from ixp Legacy System Assessment Report - Final ) The CRESA system was originally implemented in the mid 1990 s and went through a hardware and software upgrade in the early 2000 s. This upgrade along with additional software upgrades has kept CRESA up with the current Motorola configuration. The majority of the equipment associated with the existing system is not usable in a replacement system and may need to be replaced. CRESA operates an 800 MHz Motorola 4.1 SmartZone trunked radio system consisting of a 10-channel 6-site simulcast subsystem, 7 Intellirepeater sites, and two conventional radio sites. The master site (prime site) for the SmartZone system is located at the CRESA Dispatch Center in Vancouver, Washington. The CRESA simulcast subsystem central and remote site controllers consist of Motorola MTC-3600s (8); the base stations are all Motorola Quantars. The communications transport links consist of digital microwave and direct T1 connections. The CRESA SmartZone 800 MHz trunked radio system was installed in 1996 and the trunked radio system infrastructure, mobiles/portables, and associated 15 radio sites are maintained by the CRESA technical services staff. Factory technical support for the SmartZone 4.1 system is currently slated to end December Parts may continue to be available for some subassemblies based on availability of parts. CRESA utilizes commercial wireless services for handling mobile data computer (MDC) data from users in the field to dispatch and other computer aided dispatch (CAD) interfaces. Legacy Radio System Analysis The existing radio system and sites have been well maintained over the life of the system and CRESA has received good service from it. However, there is little of the existing system that could be used in a replacement digital system. The buildings and towers can be reused but there may likely not be enough space to easily effect the transition between the two. Some of the ancillary systems such as DC power can be reused or expanded. This, however, is subject to a case-by-case analysis. 6 P age

7 Legacy Microwave and Other Data Network Systems Microwave System Overview The CRESA microwave system consists of a 6 GHz non-protected loop system with a capacity of 1DS3. This loop consists of nine hops of Harris DVM6-45 non-protected microwave terminals. Currently, CRESA is in the process of replacing the Harris DVM microwave loop system with a new 200Mbit/s non-protected loop system manufactured by Aviat Networks. The system is expected to be completed by summer of CRESA also maintains an additional 3 hops of 4.9 GHz microwave equipment in a spur configuration. The 4.9 GHz microwave system will not be replaced as part of the DVM loop replacement and will be replaced when the radio system is upgraded. Motorola TeNSr channel banks connect the microwave system to the radio system infrastructure at remote sites and prime site. The TeNSr channel banks are manufactured by Zhone Technologies and use proprietary Motorola cards for the trunked system simulcast control. The following microwave spur is part of the CRESA radio system but is not part of the loop system. Marble Peak to Goose Hill. This site is connected to the network with a 2.4 GHz Motorola Canopy system. The following describes the three 4.9 GHz hops referenced above and are used as part of the Region IV Interoperability Radio System. CRESA to Nicolai Ridge via Cowlitz County Microwave System. The interoperability site on Nicolai Ridge is linked to the CRESA system via the following hops/networks: Nicolai Ridge to Rainier Hill: This hop uses a non-protected 4.9 GHz Airmux link. This equipment is licensed in the 4.9 GHz Public Safety band but since all links operate on a secondary basis and new applications are not coordinated it is possible this hop can be subject to destructive interference. Rainier to Speelyai: This connection is via the Cowlitz County microwave system and is not maintained by CRESA. Speelyai to Yacolt Mountain: This hop uses a non-protected 4.9 GHz Airmux link. This equipment is licensed in the 4.9 GHz Public Safety band but since all links operate on a secondary basis and new applications are not coordinated it is possible this hop can be subject to destructive interference. CRESA to Cascade Locks. The interoperability site at Cascade Locks is linked to the CRESA system via the following hops: 7 P age

8 Prune Hill to Biddle Butte: This connection is via the City of Portland microwave system and is not maintained by CRESA. Biddle Butte to Cascade Locks: This hop utilizes a non-protected 4.9 GHz Airmux link. This equipment is licensed in the 4.9 GHz Public Safety band but since all links operate on a secondary basis and new applications are not coordinated it is possible this hop can be subject to destructive interference. Legacy System Maintenance Procedures and Budgets The CRESA radio system is operated and maintained by the same organization that operates the dispatch center. The CRESA radio system technical staff consists of the following staff: Radio technicians (2) Technical services specialist Technical services manager The CRESA technical services staff not only maintains the existing radio system but also works to expand and improve the system. The radio staff performs routine maintenance of the system including regular level setting and confirmation of correct operation. The site facilities are maintained under contract by the county facilities maintenance department. The estimated radio system budget for FY2012 is approximately $1,000,000. Procedures CRESA has developed written maintenance standards and practices that their technical staff follows. These procedures institutionalize the maintenance process and provide for an easier transition should there be personnel changes. Facilities are maintained under the county facilities maintenance guidelines. Legacy System Console System Analysis CRESA operates three central electronic banks (CEB) with 15 positions attached and supports a remote CEB for CTRAN with five positions. The dispatch center holds 14 operator positions in a 5,200- square-foot space. Approximately 270 square feet of that space contains offices at this time. Each operator position contains Watson furniture with movable work surfaces in a two-position, C-shaped pod configuration. Not all positions have radio consoles. Radio system expansion is extremely limited; CRESA reports that the summed audio is already at maximum and nearly all the slots on the CEBs are occupied. The console system is connected to the CRESA 800 MHz trunked analog Motorola SmartZone system and the associated 800 MHz conventional sites. The consoles also connect to 800 MHz control stations for interface to the Portland 800 MHz system, a 2-8 P age

9 channel VHF simulcast fire alerting system, the Region 4 VHF simulcast system, and a variety of standalone VHF channels for mutual aid. CRESA does not use encryption. Emergency alert buttons activated on 800 MHz subscriber radios are indicated on the console system. All fire alerting is done over the air; two-tone paging and dual tone multi frequency (DTMF) paging are accomplished through Locution fire station alerting that interfaces with the radio system via a Centracom Plus 2 console and the Intergraph CAD system. A Zetron M25 is also configured to handle fire alerting as a backup in the event that Locution fails. The Zetron also is interfaced through CAD. Audio arbitration is done through the telephone system Plant VESTA with accelerated processing units (APU). No console Aux I/O s for access control are used. The current CAD system (Intergraph) interfaces with the radio system to display a banner crawl of push to talk (PTT) IDs on the CAD screen. Logging recorder is a Voice Print 64-channel unit with approximately 32 channels in use. The system was purchased in The CEB contains logging recorder interface (LORI) cards for logging audio. CRESA maintains a number of spare base interface modules (BIM), one full console interface electronics (CIE) worth of parts, one console operator interface module (COIM) and one ambassador interface MUX interface (AIMI) card. Subscriber Inventory Analysis When the current system was implemented all equipment was analog; however, as subscriber equipment has been replaced over the past several years there has been a migration toward future technology capable equipment. The current mix of Clark County subscriber equipment is categorized into three areas analog only; P25 phase I capable only; and, P25 phase I & 2 capable. Rebanding All the agencies encompassed by this study have completed 800 MHz rebanding. As a result, some of the oldest mobile and portable radio equipment has been replaced. However, much of the existing analog subscriber equipment is still in service, in relatively good condition and serviceable. As part of the rebanding process, subscriber equipment that could not be upgraded was replaced with equipment with similar characteristics and features. This means analog-only radios were replaced with analog-only radios. Because Motorola no longer manufactures an 800 MHz analog-only radio, the radios supplied as 9 P age

10 part of rebanding were capable of being upgraded to include P25 digital capability. Users were able to purchase upgraded rebanded radios with additional capability. In some cases, users paid not only to upgrade from the analog-only capability but also to upgrade to a higher tier radio. However, other users simply replaced their existing radios with the new analog-only capable radios. As a result, a significant portion of the new radios obtained as a result of rebanding are analog-only radios. They can, however, be upgraded to full digital by paying for the incremental upgrade. (modified from ixp Legacy System Assessment Report - Final ) 3. Scope of Project Project Manager/Consultant Scope of Work Clark Regional Emergency Services Agency (CRESA) is seeking proposals from qualified individuals, firms, teams, or consultants, hereafter called Proposer(s), with demonstrated experience in Project Management, Public Competitive Sealed Proposals, Voice Radio engineering and design. The Contractor will provide project management and give technical advice as requested by CRESA. The major tasks required from the Contractor selected through this RFP are: Work with CRESA staff, the Steering Committee, and other system stakeholders to develop and publish a solicitation request for proposals (RFP) for the CRESA 800 MHz Radio System Replacement. At a minimum the Radio Replacement RFP shall include (but not limited to): o General system requirements (e.g. requirements that are applied to the whole system like, TIA P25, Voice Quality DAQ, general coverage levels) o Specific system requirements (e.g. requirements that are specific to area or sub-system like, channel capacity, coverage levels for specified areas, portable radio coverage, in-building coverage). o A system that meets or exceeds current functionality and capabilities, supports the required interoperability and stability, and provides future upgradeability to keep the system operating in an efficient, interoperable, reliable, and effective manner for the next 15 to 20 years. o Installation and testing requirements (Factory, field, and final system acceptance tests requirements for all system components from subsystem and overall system point of view). o Options for on-going maintenance programs for the system infrastructure. User maintenance training and system documentation. o Options for financing/funding the proposed system. o In addition, the Radio Replacement solicitation should acknowledge and account for interoperability CRESA has with other systems in the Portland Urban Area Security Initiative (UASI) Region and Washington State Homeland Security Region IV. To ensure the best opportunity for success the Project Manager/Consultant will need to provide enough education and materials to the Steering Committee for them to be able to make informed decisions about RFP content, requirements, and outcomes. Assist CRESA staff with providing written response for technical questions from radio system proposers. 10 P age

11 Establish an Evaluation Team and Subject Matter Experts to evaluate and score proposals. Design and implement the evaluation process that will provide the best possible outcome based on objective evaluations ensuring adherence with Clark County Purchasing standards. Provide all the necessary evaluation tools to Evaluation Team and Subject Matter Experts. Participate as an evaluator on the Evaluation Team. Provide Voice Radio Systems Engineering level evaluation of proposals to determine feasibility of proposed system designs. Assist with interviews of radio system proposers. Work with CRESA and Clark County Purchasing to negotiate a contract with the preferred vendor/manufacturer. The proposer will be required to conduct regularly scheduled teleconference status update meetings with CRESA staff. The Contract with the Project Manager/Consultant may be amended to include technical advisor/project management of implementation, acceptance testing, and cutover phases. Offering the opportunity for this amendment is at the sole discretion of CRESA. o Subject to future funding and negotiation of amendment terms the Project Manager/Consultant will assist CRESA with oversight of the new system implementation including but not limited to: Review system design, testing plans, and other deliverables provided by the radio contractor and submit written reports to CRESA assessing: the state of the design, its compliance or variance with the Contract requirements and all applicable standards, specifying needed additions, deletions, or modifications. Provide quality assurance/quality control services during system implementation Factory acceptance testing Installation testing Field system testing Final system acceptance testing o Terms, requirements, and conditions of the amendment will be negotiated with the Project Manager/Consultant at the sole discretion of CRESA. The Contractor s identity, and level of involvement, will be disclosed to the public. Contractor will be able to act as a technical advisor to CRESA during the future solicitation. As a technical advisor, the Contractor will be required to sign a non-conflict of interest statement declaring that it has written an open competitive specification or scope of work, and affirming it does not have any financial interest in any resulting 11 P age

12 contract for equipment or services related to the CRESA s upgrade/replacement of its existing Voice Radio equipment and infrastructure. To avoid conflict of interest, Contractor s company will not be allowed to propose/compete on the Radio Replacement solicitation. 4. Project Funding CRESA has not determined the anticipated cost for the requested services. The proposal shall include the Proposer s true estimated cost to perform the work irrespective of CRESA s budgeted funds for this work. 5. Timeline for Selection The following dates are the intended timeline for Project Manager/Consultant RFP process: Public Announcement of Request for Proposals Pre-submittal conference Pre-submittal questions due, in writing by 4:00 PM Proposals due August 31, 2012 October 2, 2012 October 4, 2012 October 18, 2012 Proposal review/evaluation period October 19, 2012 October 25, 2012 Short list in-person on-site interviews October 30, 2012 Selection committee recommendation November 2, 2012 Contract negotiation November 5, 2012 November 21, 2012 Contract completion/intended to begin December 6, 2012 Section IB 1. Required Services Work Requirements CRESA is a secured facility that adheres to Criminal Justice Information Services (CJIS) and Commission on Accreditation for Law Enforcement Agencies (CALEA) security requirements. All personnel associated with this project will be subjected to and must pass a criminal background check. The selected firm/consultant will review available information compiled by CRESA and other sources, conduct meetings of the Steering Committee, conduct interviews with other stakeholders as necessary in order to complete the analysis and deliverables specified herein including: Create and implement a project plan for the RFP development/vendor Selection/Contract Process. Conduct regularly scheduled teleconference status update meetings with CRESA staff. Monitor project plan and provide CRESA staff with regular written progress reports (at least monthly prior to Steering Committee meetings). 12 P age

13 Review and validate CRESA s equipment inventory for the existing radio system and users subscriber units. Write the current system description document for inclusion in the background section of the Radio Replacement RFP. Compile a needs analysis for the replacement radio system. Compile a list of policy level decisions necessary to complete the RFP prior to publication. Present the list of policy decisions to the CRESA Administrative Board providing the Board enough background/support materials and time to deliberate and make decisions; for example, in-building coverage area requirements, portable radio coverage requirements. Define a set of requirements (technical and other) for the replacement system based on the needs analysis. Must include Engineer level requirements, without specifying a specific system design, to ensure the proposals will meet customer expectations of reliability, quality and coverage requirements. Conduct meetings of the Radio Replacement Steering Committee (monthly at a minimum). Present updates to the CRESA Administrative Board when requested by CRESA staff. Attend other stakeholder meetings as necessary. Write a request for proposals for Radio Replacement, adhering to Clark County Purchasing standards. Clark County Purchasing shall have final approval of the RFP document prior to its release. Design an evaluation tool for use by all evaluators (Evaluation Team, Subject Matter Experts, CRESA Administrative Board, etc.) to score proposals. Conduct the evaluation process. It is anticipated that there may be many variables in some sections of the proposals which will require some skillful sorting and creative evaluation techniques while at the same time maintaining a defensible selection process. Some of the evaluation process may be referred to the CRESA Administrative Board; the finance options section for example. Other subject matter experts may be included in the evaluation process as necessary. Meet with Clark County Purchasing to review the evaluation scoring and recommendation to ensure compliance and address concerns. Provide engineer s level evaluation of proposed system designs. Prepare the evaluation recommendation report for presentation to the CRESA Administrative Board. Compile a post project report detailing the selection process for presentation to the CRESA Administrative Board. 2. CRESA Performed Work The CRESA Director, or designee, has been assigned to oversee the Contractor s work and provide support as needed. Specific duties CRESA will perform include: Provide existing documentation as needed. Provide escorted access to sites as needed. Review and commenting on documents produced by the Contractor in a timely manner. Identify and coordinate interviews with individuals and groups for the needs analysis and other information gathering needs when necessary. Provide project status reports or accompany the Contractor to provide status update reports to various stakeholder committees and individuals. Provide the Contractor with workspace and access to computer networks or internet as needed. 13 P age

14 3. Deliverables & Schedule i. Detailed project plan including a narrative description, responsible parties, completion times, dependencies, and a Gantt chart. Prepared for presentation at the first meeting of the Steering Committee following execution of the contract. The Steering Committee meeting will be scheduled in the next full month following execution of the contract with the Project Manager/Consultant. ii. Project progress reports monthly at a minimum (presented to CRESA staff or CRESA Administrative Board in-person if required by staff). iii. An accurate reviewed current system description for inclusion in the background section of RFP. Due date identified in project plan. iv. Compiled needs analysis document. Due date identified in project plan. v. Documentation of policy questions necessary to complete the RFP and the CRESA Administrative Board direction for each question. Due date identified in project plan. vi. Documented set of requirements (technical and other) for inclusion in the RFP. Due date identified in project plan. vii. Completed ready-to-publish RFP for Radio System Replacement. Due date identified in project plan. viii. Provide the technical information necessary for CRESA staff to respond to technical questions from radio system proposers and any resulting RFP addendum. Timeline established in the RFP. ix. Evaluation tool for use by all evaluators (Evaluation Committee, subject matter experts, and CRESA Administrative Board, etc.). Due date identified in project plan. x. Engineer s evaluation of proposed system designs. xi. Evaluation recommendation report. Due date identified in project plan. xii. Post project detailed report describing the selection project. This report will document decision making processes and outcomes which may be necessary in the event of a protest. Due date identified in project plan. 4. Place of Performance Steering Committee, stakeholder meetings, and CRESA Administrative Board meetings are generally conducted within Clark County Washington and the Portland/Vancouver metropolitan area. 5. Period Vendor should include in the proposal any special equipment required to perform this project. The project is currently scheduled to terminate by June 30, of Performance 6. Public Safety Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The successful Proposer s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. County project managers have discretion to require the successful Proposer s employees and agents to be escorted to and from any public office, facility or work site if national or local security appears to require it. 7. Insurance/Bond A. Commercial General Liability Insurance Prior to the signing of a contract, the contractor(s) selected must show evidence of a certificate of commercial liability for a minimum of $1,000,000 combined single limit. B. Automobile 14 P age

15 If the Proposer or its employees use motor vehicles in conducting activities under this Contract, liability insurance covering bodily injury and property damage shall be provided by the Proposer through a commercial automobile insurance policy. The policy shall cover all owned and non-owned vehicles. Such insurance shall have minimum limits of $500,000 per occurrence, combined single limit for bodily injury liability and property damage liability with a $1,000,000 annual aggregate limit. If the Proposer does not use motor vehicles in conducting activities under this Contract, then written confirmation to that effect on Proposer letterhead shall be submitted by the Proposer. C. Professional Liability (aka Errors and Omissions) The Proposer shall obtain, at Proposer s expense, and keep in force during the term of this contract Professional Liability insurance policy to protect against legal liability arising out of contract activity. Such insurance shall provide a minimum of $2,000,000 per occurrence, with a maximum deductible of $5,000. It should be an Occurrence Form policy. If the policy is Claims Made, then Extended Reporting Period Coverage (Tail coverage) shall be purchased for three (3) years after the end of the contract. D. Proof of Insurance Proof of Insurance shall be provided prior to the starting of the contract performance. Proof will be on an ACORD Certificate(s) of Liability Insurance, which the Proposer shall provide to Clark County. Each certificate will show the coverage, deductible and policy period. Policies shall be endorsed to state that coverage will not be suspended, voided, canceled or reduced without a 30 day written notice by mail. It is the Proposer s responsibility to provide evidence of continuing coverage during the overlap periods of the policy and the contract. All policies must have a Best s Rating of A-VII or better. 8. Plan Holders List All proposers are required to be listed on the plan holders list. Prior to submission of proposal, please confirm your organization is on the Plan Holders List below: RFP # 636 Plan Holders List If your organization is NOT listed, submit the Letter of Interest to ensure your inclusion. See Attachment B. Proposals received by Clark County by proposers not included on the Plan Holders List may be considered non-responsive. 15 P age

16 Part II Section IIA Proposal Preparation and Submittal Pre-Submittal Meeting / Clarification 1. Pre-Submittal Meeting The pre-submittal meeting will be conducted in the 6 th floor Commissioners Hearing room on October 2, 2012 at 2:30 PM in the Clark County Public Services Building located at 1300 Franklin Street, Vancouver, WA. In-person attendance is encouraged but not required. A teleconference bridge will be available for audio attendance. 2. Proposal Clarification Questions and Requests for Clarification regarding this Request for Proposal must be directed in writing, via , to the person listed on the cover page. The deadline for submitting such questions/clarifications is 4:00 PM, October 4, An addendum may be issued no later than October 11, 2012 to all recorded holders of the RFP if a substantive clarification is in order. To review the questions and answers regarding this RFP please select the link below. Section IIB Proposal Submission 1. Proposals Due Sealed proposals must be received no later than the date, time and location specified on the cover of this document. The outside of the envelope/package shall clearly identify: 1. RFP Number and; 2. TITLE and; 3. Name and address of the proposer. Responses received after submittal time will not be considered and will be returned to the Proposer - unopened. Proposals received with insufficient copies (as noted on the cover of this document) cannot be properly disseminated to the Evaluation Committee and other reviewers for necessary action, therefore, may not be accepted. 2. Proposal Proposals must be clear, succinct and not exceed 20 pages, excluding resumes. Proposer s who submit more than the pages indicated may not have the additional pages of the proposal read or considered. For purposes of review and in the interest of the County, the County encourages the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. The County discourages the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, and plastic or glossy covers or dividers. Alternative bindings such as reusable/recyclable binding posts, reusable binder clips or binder rings, and recyclable cardboard/paperboard binders are examples of preferable submittal materials. Proposer s are encouraged to print/copy on both sides of a single sheet of paper wherever applicable; if sheets are printed on both sides, it is considered to be two pages. Color is acceptable, but content should not be lost by black-and-white printing or copying. 16 P age

17 All submittals will be evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The ability to follow these instructions demonstrates attention to detail. Additional support documents, such as sales brochures, should be included with each copy unless otherwise specified. Section IIC Proposal Content 1. Cover Sheet This form is to be used as your proposal Cover Sheet See Cover Sheet - Attachment A 2. Project Team A single point of contact must be identified with complete contact information. The single point of contact should remain consistent throughout the project; however, if circumstances require replacement, CRESA will be notified in writing as soon as feasible. Identify all personnel assigned to the project with their assigned area of expertise. Provide curricula vitae for all participating personnel. 3. Project Approach and Understanding Proposers should describe their project management style, approach, and working culture as it relates to the scope of work. Proposers should provide a brief description (one paragraph) of their understanding of the scope of work. 4. Proposer s Capabilities and Experience Proposers should describe in detail their capabilities to perform the scope of work and provide the deliverables associated with this project. Also describe previous experience(s) which was similar to this project. 5. References Include three (3) references with all contact information necessary to conduct telephone interviews. 6. Proposed Price Provide a single price proposal which encompasses the entirety of the described scope of work and deliverables including but not limited to: travel expenses, materials, and labor. 17 P age

18 Part III Section IIIA Proposal Evaluation & Contract Award Proposal Review and Selection 1. Evaluation and Selection: Proposals received in response to this RFP will be evaluated by a Review Committee. Committee review results and recommendations may be presented to the CRESA Administrative Board prior to commencement of contract negotiations. 2. Evaluation Criteria Scoring Each proposal received in response to the RFP will be objectively evaluated and rated according a specified point system. A one hundred (100) point system will be used for initial scoring, weighted against the following criteria: 1. Project team Project approach and understanding Proposer s capabilities and experience References Price 10 Up to an additional twenty five (25) points may be awarded to the top scoring proposers (short list) resulting from an in-person interview with the Steering Committee 6. Interview 25 Total possible points 125 Section IIIB Contract Award 1. Consultant Selection CRESA will award a contract to the highest scoring Proposer. Should CRESA not reach a favorable agreement with the highest scoring Proposer, CRESA shall suspend or terminate negotiations and commence negotiations with the second highest scoring Proposer and so on until a favorable agreement is reached. 2. Contract Development The proposal and all responses provided by the successful Proposer may become a part of the final contract. The form of contract shall be Clark County s Contract for Professional Services. 3. Award Review The public may view proposal documents after contract execution. However, any proprietary information so designated by the Proposer as a trade secret will not be disclosed unless the Clark County Prosecuting Attorney determines that disclosure is required. At this time, Proposers not awarded the contract, may seek additional clarification or debriefing, request time to review the selection procedures or discuss the scoring methods utilized by the evaluation committee. 4. Orientation/Kick-off Meeting CRESA intends to complete negotiations and execute a contract by November 21, Following execution of the contract a kick-off meeting with CRESA staff and the Steering Committee will be scheduled. 18 P age

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20 Attachment A COVER SHEET General Information: Legal Name of Applicant Agency Street Address City State Zip Contact Person Phone Title Fax Program Location (if different than above) address Tax Identification Number Does the proposal comply with the requirements contained within the RFP? A "No" response may disqualify the proposal from further consideration. Yes No Did outside individuals or agencies assist with preparation of this proposal? Yes No (f yes, describe.)** Total Funds Requested Under this Proposal $ I certify that to the best of my knowledge the information contained in this proposal is accurate and complete and that I have the legal authority to commit this agency to a contractual agreement. I realize the final funding for any service is based upon funding levels, and the approval of the Clark County Board of Commissioners. Authorized Proposer Signatory Date 20 P age

21 Signature, Attachment B LETTER OF INTEREST Legal Name of Applicant Agency Street Address City State Zip Contact Person Phone Title Fax Program Location (if different than above) address All proposer s are required to be included on the plan holders list. If your organization is NOT listed, submit the Letter of Interest to ensure your inclusion. In the body of your , request acknowledgement of receipt. Attachment B to: beth.balogh@clark.wa.gov Clark County web link: This document will only be used to add a proposer to the plan holders list. Submitting this document does not commit proposer to provide services to Clark County, nor is it required to be submitted with proposal. Proposals may be considered non-responsive if the Proposer is not listed on the plan holders list. 21 P age