The Corporation of the City of Nelson Office of the Finance and Purchasing Manager Telephone : (250) Fax : (250)

Size: px

Start display at page:

Download "The Corporation of the City of Nelson Office of the Finance and Purchasing Manager Telephone : (250) Fax : (250)"

Howard Merritt
5 years ago
Views:

The Office of the Finance and Purchasing Manager Telephone : (250) 352-8204 Fax : (250) 352-6594 REQUEST FOR PREQUALIFICATIONS RADIO COMMUNICATIONS INFRASTRUCTURE UPGRADE CONTRACTOR SERVICES

1 The Office of the Finance and Purchasing Manager Telephone : (250) Fax : (250) REQUEST FOR PREQUALIFICATIONS RADIO COMMUNICATIONS INFRASTRUCTURE UPGRADE CONTRACTOR SERVICES 2018-PRQ-01 Prequalifications are to be addressed to the Finance and Purchasing Manager, and must be received before: CLOSING TIME: March 21, 2:30 PM Local Time Nelson City Hall, Suite Ward Street, Nelson B.C., V1L 5S4. City Hall is open Monday through Friday from 8:30 am to 4:30 pm and is closed on weekends and statutory holidays. at Prequalifications may also be sent electronically to the following address: purchasing@nelson.ca. Please do not use Zip files. Note: Questions will not be accepted or answered 48 hours prior to the closing date and time. Answers to questions will be posted through addenda. * PREQUALIFICATIONS WILL NOT BE OPENED IN PUBLIC *

2 1. INTRODUCTION The City of Nelson is seeking a qualified and experienced contractor to provide radio communications infrastructure upgrade services. The goal of this prequalification is to shortlist respondents to participate in a Request for Tender process for the radio communications infrastructure upgrade project. 1.1 PROJECT DESCRIPTION The City of Nelson intends to complete the upgrade of its radio communications infrastructure for its public safety departments that currently use two-way radio voice communications. The multi-phased upgrade was initiated almost two years ago, and is intended to update the City s communications systems to improve personnel safety, effectiveness, external interoperability, and to bring its capabilities in line with current industry standards and practices for the public safety radio system domain. The radio system upgrading comprises eight key parts: 1. The preparation of radio and dispatch sites, including new antenna system implementations, adequate equipment/rack space, AC power, environmental controls, and acquisition of licensed spectrum. 2. Implementation of VHF repeater systems compliant to the conventional P25 Phase 1 format, including a multicast link between various repeaters. There will be two repeater sites, each with independent Fire and Police P25 repeaters. 3. Implementation of a licensed wireless backhaul connection from the mountain radio site to the City s internal data network. 4. Upgrading and expansion of the existing Motorola MIPS 5000 console systems independently used by the Police and Fire dispatch locations, including existing and new base stations and power systems. 5. Supply and program Motorola APX mobiles and portables for the Fire department. The Fire APX mobiles may be procured in this contract, while the Fire APX portables have already been procured through a different purchasing option. 6. Supply and program Motorola APX mobiles and portables for the Police Department. The Police APX mobiles and portables have already been procured through a different purchasing option. The City will provide user radio programming services for the Nelson Police user and base station radios. 7. Implementation, commissioning, and support of the infrastructure and user equipment in parts 1-6 as a whole working system. 8. The decommissioning and placing in City storage of existing equipment no longer needed for the new system PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 2 of 17

3 1.2 CITY OF NELSON PROVISIONS The City of Nelson will supply the following related to the delivery of the system: 1. System Engineering, 2. Radio licensing, 3. Site leases, where required 4. Technology selection for VHF repeaters (CODAN), 900MHz links (CODAN and 4RF), multicoupling, antenna systems, user radios (Motorola), and DC power systems (ICT-power), 5. Floor space, AC power at each site for new rack(s), 6. Site equipment grounding and antenna grounding, 7. Pre-installed and tested VHF and 900MHz antenna systems (Antenna, mounting, coax, lightning protection, grounding only) at key locations. 8. Pre-installed and tested VHF and 900MHz multicoupling systems (filtering, RX preamps, rackmounts and rack) at key locations. 9. Mobile and portable P25 radios for the Police department. 10. Portable P25 radios for the Fire department. 11. Existing single position MIPS5000 console systems at Fire and Police dispatch, 12. DVR System, and 13. Dispatch centre PA systems. 1.3 CONTRACTOR SERVICES The Contractor will provide the following services related to the delivery of the system: 1. Conduct site surveys shortly after contract award, 2. Perform rack layout design, 3. Procure and assemble all equipment as required by the Tender specifications: VHF P25 repeaters (CODAN), 900MHz links (CODAN and 4RF), Fire mobile radios (Motorola), DC power systems (ICT-power), additional MIPS5000 position and associated equipment and software, 4. Perform shop tests on all supplied equipment, 5. Conduct an Integrated Shop System Test involving City representatives, 6. Pack, ship and deliver all System Infrastructure equipment to site, 7. Install, integrate, configure, test and align the System, 8. Conduct joint System acceptance and commissioning with City staff and City representative(s), 9. Provide system as-built documentation, 10. Provide user training for console and Fire radios to a City appointed trainer, 11. Collaborate with transition planning and support, 12. Provide technical and product support, 13. Manage the repeater system and console expansion implementation, 14. Supply and install Qty 6 APX mobile radios for the Fire department apparatus, including connection to existing in-vehicle headset distribution systems PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 3 of 17

4 15. Program Fire department user radios (Qty 28 APX6000XE portables and Qty 6 APX mobiles), Fire APX base radios and CODAN repeaters, 16. Provide warranty and support per the Contract terms and conditions, 17. Propose extended equipment warranty options, 18. Propose on-site maintenance services, and 19. Removal of existing radio equipment no longer needed. The City will have completed several preparatory (pre-work) components of the system upgrade to facilitate a quick project launch and relatively short implementation period for the Contractor. This includes an arrangement with CODAN to provide the equipment delivery time of approximately 4 weeks or sooner to the Contractor. 1.4 PROJECT SCHEDULE The City requires project completion by 30 June 2018 so construction work does not occur during possible wildfire activity in the summer. The key milestones and target dates are: Phase City of Nelson Pre-Work Description Primary and secondary repeater sites antenna systems and multicoupling installation (VHF and 900MHz), Police dispatch building VHF and 900MHz Antenna Installations Secondary repeater VHF and 900MHz Antenna Installations and VHF multicoupling Equipment Room preparation, including AC power and data line installations, allocation of rack floor space, emergency power circuits, environmental controls, all in-town sites Target Completion 15 May Close of Pre-Qualification Process 21 March Release of Tender Documents 26 March 2018 Optional Bidder Site Visit/Conference Call 30 March 2018 Tender Bid Close 10 April 2018 Contract Award 12 April 2018 Contract Execution 24 April P25 Factory testing at CODAN Factory (Victoria, BC) 25 May System Installation and System Commissioning Completed 26 June System/VHF Channel Cutover 27 June Final System Acceptance 11 July Documentation 31 July Post-Implementation/On-going Support/Warranty Commences (12 months) 31 July PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 4 of 17

5 Every attempt will be made to meet all the dates listed above; however, the City reserves the right to modify any or all dates at its sole discretion. 1.5 INSTRUCTIONS PURPOSE AND LEGAL EFFECT The purpose of this document is to obtain Prequalification submissions from contractors interested in providing the services described herein on behalf of the City of Nelson (the City ). This is NOT a request for proposals or a call for binding offers or tenders and no contractual obligations shall arise between the City and any firm as a result of this Request for Prequalifications or the making of any submissions in response to this request. This is a request for prequalifications only. Firms wishing to qualify for the above project MUST make a submission in response to this request. Evaluation by the City will determine which firms will be invited to participate in the Request for Tenders QUALIFICATIONS SUBMISSIONS a) Submissions will not be publicly opened. b) The City may modify the prequalification documents by issuing addenda which shall be posted on the City s website and BCBid at c) Please do not provide pricing information at this time QUALIFICATION FORM a) Supply all information requested on the forms supplied by the City. b) If space provided is insufficient, extra sheets may be attached ADDITIONAL INFORMATION FROM SUBMITTING FIRMS The City may request additional information or clarifications from any firm making a submission INTERPRETATIONS AND MODIFICATIONS OF QUALIFICATION DOCUMENTS a) Submit questions about the meaning and intent of the prequalification documents, as identified in section 1.5 of these prequalification instructions, to: Suzanne Rorick, CPA/CMA, Manager of Finance and Purchasing purchasing@nelson.ca b) Please notify the City of any ambiguity, inconsistency or error discovered upon examination of the prequalification documents PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 5 of 17

6 1.5.6 QUALIFICATION EVALUATION AND SELECTION Each prequalification submission will be scored against the predetermined criteria listed below: Description Points Team experience, qualifications & certifications 40 Team resources and ability to meet target dates 30 Methodology 30 References Pass / Fail Total maximum points TEAM EXPERIENCE, QUALIFICATIONS & CERTIFICATIONS, REFERENCES a) Submit a detailed description of your company, management team, and experience as related to radio communication infrastructure upgrade services. b) Complete and submit all forms attached in Appendix A. Manufacturer-approved reseller statuses must be current on the response submission. c) Those companies that provide references that do not meet the needs of the City of Nelson may be eliminated from participating in the forthcoming tender process. d) Team members must have successfully passed criminal record checks TEAM RESOURCES Confirm your availability and ability to meet the target dates and submit a detailed description of the resources and equipment that would be available, as related to radio communication infrastructure upgrade services. Provide an organizational chart of the proposed team for this project METHODOLOGY Provide a typical description of your company s general methodology practices as related to radio communication infrastructure upgrade services and the following: a) The method for shop testing completed racks of equipment both independently and as connected together in the final system configuration. b) The method for installing the new system at mountain top sites with helicopter access. c) The method for commissioning the system while the existing MotoTrbo system is still in operation, considering that the same VHF channels will be used for the new system, and given that not all repeaters of the existing system will need to be active at one time during system testing and cutover. d) The method of on-site user radio programming. e) The ability to work under a tight schedule in the City of Nelson area. f) The ability to work in collaboration with city personnel and external stakeholders (other public safety agencies and city consulting representatives) involved in this project. g) Quality Assurance program h) Health and Safety 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 6 of 17

7 i) Training j) Other OUTCOME Only those respondents whom the City considers to be sufficiently qualified as a result of this prequalification process shall be invited to submit a tender bid for this project. For clarity, and without limiting any other provision of these prequalification instructions, this prequalification process shall not obligate the City to proceed with a Request for Tender or any future process. END OF SECTION 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 7 of 17

8 Appendix A 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 8 of 17

9 REQUEST FOR PREQUALIFICATIONS SUBMISSION FORM FOR City of Nelson Radio Communications Infrastructure Upgrade Project THE UNDERSIGNED FIRM (the Respondent ) has prepared this submission of qualifications to the City of Nelson (the City ) for the role of Prime Contractor for the above project. IN MAKING THIS SUBMISSION, THE RESPONDENT ACKNOWLEDGES AND AGREES AS FOLLOWS: (i) (ii) (iii) The City s Request for Prequalifications is not a request for binding offers or tenders and no contractual obligations shall arise between the City and the Respondent as a result of the making of this submission to the City and, without limiting the foregoing, the City is in no way obligated to select the Respondent for inclusion in any call for tenders with respect to the above project. The Respondent shall be solely responsible for any and all costs and expenses incurred by it in preparing this submission. The Respondent has reviewed the City of Nelson Terms and Conditions at and confirms they will agree to and provide, upon request with the forthcoming tender process and contract award: Sign a non-disclosure agreement with the City of Nelson WorkSafeBC clearance $5 Million CGL insurance certificate listing the City of Nelson and Planetworks Consulting Corporation as additional insured and any additional insurance requirements as required in the tender process City of Nelson Business Licence proof of payment bonding documentation including bid bond and surety consent, and performance and labour and material bonds if awarded the contract Name of Firm: Address: City: Postal Code: Tel: Fax: SIGNED, this day of, 2018 (Print or Type Name of Respondent Firm) (Signature of Authorized Signatory for Respondent Firm) 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 9 of 17

10 RESELLER CERTIFICATIONS Manufacturer-Respondent Authority/Certification CODAN P25 REPEATERS AND ASSOCIATED EQUIPMENT The Respondent should state what its historical and current relationship is with the proposed equipment manufacturer. Company Details Proposed Equipment for this project CODAN P25 REPEATERS AND ASSOCIATED EQUIPMENT Manufacturer Name Manufacturer Address Manufacturer Main Phone Number Manufacturer Web Site URL Official Respondent Designation(s) with this Manufacturer # of Years With Manufacturer Designation(s) Your Manufacturer Contact Name and Phone Number Contact Address/Phone 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 10 of 17

11 Manufacturer-Respondent Authority/Certification 4RF LIMITED POINT TO POINT LICENSED LINK RADIOS The Respondent should state what its historical and current relationship is with the proposed equipment manufacturer. Company Details Proposed Equipment for this project 4RF LIMITED POINT TO POINT LICENSED LINK RADIOS Manufacturer Name Manufacturer Address Manufacturer Main Phone Number Manufacturer Web Site URL Official Respondent Designation(s) with this Manufacturer # of Years With Manufacturer Designation(s) Your Manufacturer Contact Name and Phone Number Contact Address/Phone 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 11 of 17

12 Manufacturer-Respondent Authority/Certification MOTOROLA MIPS 5000 CONSOLES AND APX USER RADIOS The Respondent should state what its historical and current relationship is with the proposed equipment manufacturer. Company Details Proposed Equipment for this project MOTOROLA MIPS 5000 CONSOLES AND APX USER RADIOS Manufacturer Name Manufacturer Address Manufacturer Main Phone Number Manufacturer Web Site URL Official Respondent Designation(s) with this Manufacturer # of Years With Manufacturer Designation(s) Your Manufacturer Contact Name and Phone Number Contact Address/Phone 2018-PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 12 of 17

13 RELEVANT EXPERIENCE FORMS Relevant Experience with Conventional and P25 VHF Radio Systems Provide a list of relevant experience pertaining to the supply and support of conventional and P25 capable VHF radio systems to public critical infrastructure systems. Date Supplied Client/Contact Info Describe Product and Services Provided PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 13 of 17

14 Relevant Experience with Licensed Link Radios Provide a list of relevant experience pertaining to the supply and support of licensed linked radios to critical infrastructure systems Date Supplied Client/Contact Info Describe Product and Services Provided PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 14 of 17

15 Relevant Experience with Motorola APX User Radios Provide a list of relevant experience pertaining to the supply and support of Motorola APX radios to critical infrastructure systems Date Supplied Client/Contact Info Describe Product and Services Provided PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 15 of 17

16 Relevant Experience with Motorola MIPS 5000 Consoles Provide a list of relevant experience pertaining to the supply and support of Motorola MIPS 5000 Systems to critical infrastructure systems. Date Supplied Client/Contact Info Describe Product and Services Provided PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 16 of 17

17 Relevant Experience with Public Safety Voice Radio Systems Provide a list of relevant experience pertaining to the supply, commissioning and support of public safety voice radio systems. Date Supplied Client/Contact Info Describe Product and Services Provided PRQ-01 Radio Communications Infrastructure Upgrade Contractor Services Page 17 of 17

NEVADA DEPARTMENT OF TRANSPORTATION Addendum 3 to RFP July 28, 2017

NEVADA DEPARTMENT OF TRANSPORTATION Addendum 3 to RFP 697-16-016 July 28, 2017 Reference is made to the Request for Proposal (RFP) to Service Providers for Nevada Shared Radio Replacement Project, upon