NOTICE OF REQUEST FOR PROPOSALS (RFP) ADDENDUM 1 NORTH SAN JOSE STREET LIGHT CONVERSION TO LED JULY 28, 2009
INSTRUCTIONS: The purpose of this Addendum is to update information concerning the Mandatory Pre-proposal meeting, provide additional verbiage for miscellaneous sections of the RFP and Specifications, and include additional Exhibits that were omitted in the original RFP document: 1. SECTION 8.1: The date for the Mandatory pre-proposal meeting has been changed to the date shown below; DATE: August 11, 2009 TIME: 1:30pm (Pacific Time) LOCATION: City of San Jose 200 E. Santa Clara, St., 13 th Floor Tower, Conference Room T1352 San Jose, CA 95113 2. SECTION 4.2 EXHIBITS IS AMENDED AS FOLLOWS: (Exhibits 3&4 added) NUMBER TITLE 1 Project Area Map 2 Tasman & Orchard Area Maps 3 Current City Light Pole & HPS/LPS Luminaire 4 Instructions and Specification Response Forms 3. SECTION 5 PROCUREMENT TIMELINE IS AMENDED AS FOLLOWS: The City is extending the Due Date for submittal of questions from participating proposers to August 20, 2009 at 5:00pm (Pacific Time) 4. The City is extending the date for response to proposer submitted questions to August 24, 2009 by 4:00pm (Pacific Time). 5. SECTION 11.1: Language in the first line of this section is changed to read. Participating proposers are to submit one (1) original and six (6) copies of the technical proposal, clearly marked as such. 6. SECTION 14.3: In the second to last line of the paragraph, reference to Option #3 is deleted (there is no Option 3).
7. ATTACHMENT A, SECTION II, SUB-SECTION A1n: This section to read as follows. Proposal to include data for lighting equivalent to the existing lighting of the vehicular traveled area (curb to curb) and sidewalk areas according to Exhibit 2, (Tasman & Orchard map areas), based on comparison models of the following values determined in accordance with the methods defined by the American National Standard Practice for Roadway Lighting RP-8-00 and Annexes. 8. ATTACHMENT A, SECTION II, SUB-SECTION B1a: The last line of the paragraph is corrected to denote (Attachment B, Cost Proposal Form ). 9. ATTACHMENT C, SECTION II, SUB-SECTION C: Replace paragraph language to read as follows; WIRELESS COMMUNICATIONS SYSTEM: The communication between the monitoring and control devices and field aggregated point(s) of communication are to be wireless. The City has a Public Safety and Maintenance radio system that operates in the 450 MHz range which exists citywide. The City is currently evaluating upgrading the radio system to a Long Term Evolution (LTE) 4G mobile telecommunications network. In addition, the City s Traffic Light Synchronization Program (TLSP) will be deploying an IP based wireless Communications system that is scheduled to be in operation by the spring of 2011. 10. ATTACHMENT A, SECTION II, SUB-SECTION C1f: This section is changed to read as follows; City to incur no ongoing data communication costs, such as internet service provider fees for the life of the agreement above and beyond the costs included in the proposal submission (Attachment B, Cost Proposal Form ). 11. ATTACHMENT A, SECTION II, SUB-SECTION C 1i: This section is changed to read as follows; City infrastructure will not be available for this project to provide communication between the fields aggregated point(s) of communication to the monitoring and control management station(s). City to incur no additional cost for this backhaul communication for the life of the agreement above and beyond the costs included in the cost proposal submission (Attachment B, Cost Proposal Form ). 12. ATTACHMENT A, SECTION VIII: The first line of the paragraph to read as follows; Proposer(s) must provide at least three (3) years of Support Service/Maintenance for their wireless communication.
The 5 th line of the paragraph in this section to read as follows; The selected Proposer(s) will provide, at no cost, software and firmware upgrades for the license applications, monitoring and control, and communications devices during the term of the Support Services/Maintenance agreement. J. ATTACHMENT B, OPTIONS 1 & 2: Both COST PROPOSAL forms for Options 1 & 2 have been updated per the forms on the following pages. Proposers are to submit these updated forms with their proposal submission.
COST PROPOSAL FORM OPTION #1 NAME OF PROPOSING COMPANY: 1. OPTION #1: Provide your cost quotation for integrated solution with LED Streetlight Luminaires as the primary solution, with wireless communication system as the secondary component. Provide a cost breakdown showing the individual costs for LED luminaires and the Communication monitoring and Control system. DESCRIPTION BRAND QTY 1. Complete LED Street Light System (Includes Luminaire and wireless communication monitoring and control 160 system & Software) 1a. Cost of LED luminaire 160 UNIT COST EXTENDED COST 1b. Monitoring Control & Wireless Communication System 160 Alternate Brand 1 160 Alternate Brand 2 160 2. Management System ongoing hosting for 3 years 3. Wireless communication system - data communication costs, such as internet service provider fees for 3 years 4. Wireless Communication System backhaul communication support for 3 years 1 Lot 1Lot 1 Lot 5. Delivery Charge 1 Lot 6. Training Charge 1 Lot TOTAL EXTENDED COST
COST PROPOSAL FORM REQUIRED ADDITIONAL INFORMATION 1. Shipment Lead Time after receipt of order (ARO), in weeks: 2. Product Warranty in years: The PROPOSAL TOTAL is indicated in words: Dollars and Cents. ($ ) Signature: Name: Title: Date:
COST PROPOSAL FORM OPTION #2 NAME OF PROPOSING COMPANY: 1. OPTION #2: Provide your cost quotation for integrated solution with Wireless Communication, Monitoring & Control System as the primary solution, with LED Streetlight Luminaires as the secondary component. Provide a cost breakdown showing the individual costs for Communication Monitoring and Control system and the LED Luminaires. DESCRIPTION BRAND QTY 1. Complete LED Street Light System (Includes Luminaire and wireless communication monitoring and control 160 system & Software) 1a. Cost of LED luminaire 160 Alternate Brand 1 160 Alternate Brand 2 160 UNIT COST EXTENDED COST 1b. Monitoring Control & Wireless Communication System 2. Management System ongoing hosting for 3 years 3. Wireless communication system - data communication costs, such as internet service provider fees for 3 years 4. Wireless Communication System backhaul communication support for 3 years 160 1 Lot 1Lot 1 Lot 5. Delivery Charge 1 Lot 6. Training Charge 1 Lot TOTAL EXTENDED COST
COST PROPOSAL FORM REQUIRED ADDITIONAL INFORMATION 1. Shipment Lead Time after receipt of order (ARO), in weeks: 2. Product Warranty in years: The PROPOSAL TOTAL is indicated in words: Dollars and Cents. ($ ) Signature: Name: Title: Date:
EXHIBIT 3
EXHIBIT 3
EXHIBIT 4 SPECIFICATION RESPONSE FORMS INSTRUCTIONS Following is an explanation of the columns in the forms on the following pages, and instructions regarding completing these forms and submitting with your company s proposal: Specification ID Reference number to the specification/requirement. Specification Response Indicate if your company s solution meets required specification by placing a Yes or No within the appropriate box. Base Requirement Response Codes Place an X in the column according to whether or not the firmware meets the requirement. Desirable Requirements Response Codes Place an X in the column according to the following codes and their description. Higher points will be awarded for functionality currently in the firmware, response A, than functionality that will be added as indicated by response codes B. For awarding weights for points, response codes of A will receive the highest rating, then B will receive less than the highest rating, and C will receive no rating. A Specification is one that currently exists in the proposed product. B Specification is not in the proposed system but is a planned enhancement to be included at no additional cost to the City within six (6) months after award of a contract. C Specification is not supportable in the proposed system. Reference Write the location (Binder/Section/Page Number) of the discussion of the specification in the proposal. Technical materials may be submitted as part of the proposal.
EXHIBIT 4 LED LUMNAIRE SPECIFICATION CHECKLIST Base Requirements (indicate compliance or non-compliance by placing an X in appropriate column). Spec ID Yes No Reference A.1.a. A.1.b. A.1.c. A.1.d. A.1.e. A.1.e.i. A.1.e.ii. A.1.e.iii. A.1.f. A.1.f.i. A.1.g. A.1.h. A.1.h.i. A.1.i. A.1.i.i. A.1.j. A.1.k A.1.l. A.1.l.i. A.1.m. A.1.m.i. A.1.m.ii. A.1.m.iii. A.1.m.iv. A.1.n. A.1.n.i. A.1.n.ii. A.1.n.iii. A.1.o. Desirable (indicate response by placing an X in appropriate column code per legend above) Spec ID A B C Priority Reference A.2.a. High
EXHIBIT 4 MONITORING & CONTROL SYSTEM SPECIFICATION CHECKLIST Base Requirements (indicate compliance or non-compliance by placing an X in appropriate column). Spec ID Yes No Reference B.1.a. B.1.b. B.1.c. B.1.d.i. B.1.d.ii. B.1.d.iii. B.1.d.iv. B.1.e. B.1.f. B.1.g. B.1.h. B.1.h.i. B.1.h.ii. B.1.i. B.1.j. B.1.k. B.1.l. B.1.m. B.1.n. Desirable (indicate response by placing an X in appropriate column code per legend above) Spec ID A B C Priority Reference B.2.a. High B.2.b. Med B.2.c. Low B.2.d. Med B.2.e. Med B.2.f. Low B.2.g. Low B.2.h. Med B.2.i. Med
EXHIBIT 4 WIRELESS COMMUNICATION SYSTEM SPECIFICATION CHECKLIST Base Requirements (indicate compliance or non-compliance by placing an X in appropriate column). Spec ID Yes No Reference C.1.a. C.1.a.i. C.1.b. C.1.b.i. C.1.c. C.1.d. C.1.e. C.1.f. C.1.g. C.1.h. C.1.i. Desirable (indicate response by placing an X in appropriate column code per legend above) Spec ID A B C Priority Reference C.2.a. High C.2.b. Med C.2.c. High C.2.d High