SPECIFICATIONS FOR TENDER # 0171-0838 SUPPLY OF ONE WIRELESS CLOCK SYSTEM & ASSOCIATED COMPONENTS FOR WESTERN HEALTH CLOSING DATE: 21 March 2008 CLOSING TIME: 11:00 AM (Newfoundland Time)
Invitation to Tender for One Wireless Clock System & Associated Components 1.0 General Provisions 1.1 Intent This invitation to Tender is intended to obtain One Wireless Clock System & Associated Components for the Western Regional Integrated Health Authority (Western Health) at the Western Memorial Regional Hospital. This Tender is concerned with the acquisition of One Wireless Clock System & Associated Components for the Western Memorial Regional Hospital with consideration of the following: - Ongoing service and maintenance support. - All manuals, documents and initial supplies. - The right to reproduce any printed materials supplied with the product for the purpose of using the product. - Training and training manuals. - Future enhancement availability. 1.1.1 Western Health reserves the right to order additional units at the same price for a period of 3 Years. 1.2 Client Background Western Health was established in 2005 and is responsible for the delivery of Health and Community Services in the Western Region. 1.3 Vendor Response 1.3.1 Vendor s tender must contain an Executive Summary which shall contain:
a. A brief description of the product being quoted. b. The name, title and address of the Vendor s representative responsible for the preparation of the Tender. 1.3.2 All prices quoted for goods and services must be specified in Canadian dollars, FOB Western Memorial Regional Hospital. All Tenders will be held to be valid for ninety (90) days following the Tender closing date. 1.3.3 Tenders must be received in full on or before the exact closing time and date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED. 1.3.4 All costs relating to the work and materials supplied by the Vendor in responding to this Invitation to Tender must be borne by the Vendor. 1.4 Release of Information 1.4.1 While Tender is Open: The names of individuals or companies who have picked up the tender documents will not be released. 1.4.2 At Tender Opening: Only the names of the bidders will be read out. 1.4.3 After Tender Opening: 1. No further information will be released until after the contract is awarded. 2. After award, only the name and bid price of the successful bidder will be made available. 3. Information will be made available for a 90 day period only. 1.4.4 FYI, Statements that are included as part of our Tender calls: While bidders are welcome to attend the public opening, please be advised that it is not our policy to release bid information. Only the names of the bidders will be released.
1.5 Communication During Tendering 1.5.1 All communications with Western Health with respect to this invitation to Tender must be directed in writing to the attention of: Mr. John Piercey Regional Director, Materiels Management Western Health 1 Brookfield Avenue P.O. Box 2005 Corner Brook, Newfoundland A2H 6J7 Tel: (709) 637-5511 Fax: (709) 634-2649 Email: johnpiercey@westernhealth.nl.ca 1.5.2 Western Health may, during the assessment period, request meetings with the Vendors to clarify points in the Tender. No changes by the Vendor will be permitted after the Tender closing date. 1.5.3 Faxed Tender responses will be accepted with the condition that the original Tender documents are received at Western Health s Materiels Management Department no later than Five working days following the Tender closing date. 1.5.4 All bids must be sent in a sealed envelope clearly marked with Tender Name and Number to: Materiels Management Department, Western Health, Western Memorial Regional Hospital, Lower Level, P.O. Box 2005, Corner Brook, NL A2H 6J7. 1.5.5 Bids submitted by electronic transmission (e-mail) will not be accepted. 1.5.6 Companies submitting fax Tenders are doing so at their own risk and the fax Tender must be at the public opening as specified in the Tender information. This Authority will not be responsible for inhouse courier services if companies submit quotations by fax machine. The time stated on the fax Tender will become null and void since it is the responsibility of the company placing the Tender to have their Tender at the public opening, therefore, this Authority will not be responsible for any damages or liabilities. 1.5.7 In order to contribute to waste reduction and promote environmental protection, the Western Health will endeavour to acquire goods and services that support these principles, therefore, product(s) quoted should include:
maximum level of post-consumer waste and/or recyclable content minimal packaging minimal environmental hazards maximum energy efficiency potential for recycling disposal costs must not reduce the quality of the product required or affect the intended use of the product must not significantly impact the acquisition cost 1.5.8 Are the quoted price(s) on this tender (where applicable) available to our employees? Yes No N/A Administratively the Western Integrated Health Authority will not be involved in ordering, servicing, warranty and payment; the employee(s) would deal directly with the company. 1.6 Tender Acceptance 1.6.1 Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act. 1.6.2 The Tenders shall be opened in the Private Dining Room at The Western Memorial Regional Hospital on the scheduled date and time. 1.6.3 Any Tender may be accepted in whole or in part. The lowest Tender may not necessarily be accepted and Western Health reserves the right to cancel the Tender call. Western Health shall not be held responsible or liable for the payment of any costs that are incurred by the bidder in preparing a Tender in response to this invitation to Tender. 1.7 Warranty The Vendor shall warrant that the product supplied to Western Health shall equal the published specifications. The Vendor shall provide no less than a 1-year warranty on the system. The Vendor agrees to provide free of charge all parts and labour necessary to repair the system during the first year of operation.
2.0 Product Specifications 2.1 Section Includes Transmission Systems GPS Receiver Primary Transmitter Satellite Transmitter Digital Clocks 2.2 Definitions GPS: Global Positioning System, a worldwide system that employs 24 satellites in an integrated network to determine geographic location anywhere in the world, and which employs and transmits Universal Coordinated Time, the world s most accurate and reliable time. UTC: Universal Coordinated Time 2.3 System Description GPS wireless clock system transmitter shall transmit continuously. Clocks throughout the facility, and shall be capable of clock readouts in multiple time zones where desired. The system shall provide wireless time using GPS and be synchronized to UTC. The system shall not require hard wiring. Clocks shall automatically adjust for Daylight Saving Time. The system shall include an internal clock reference so that failure of the GPS signal shall not cause the clocks to fail in indicating time. The system shall incorporate a fail-safe design so that failure of any component shall not cause failure of the system. Upon restoration of power or repair of failed component, the system shall resume normal operation without the need to reset the system or any component thereof. Clock locations shall be as indicated, and clocks shall be fully portable, capable of being relocated at any time. The system must operate in accordance with Industry Canada. This license will be issued to and held by the end user. 2.4 Submittals Product Data: Submit complete catalog data for each component, describing physical characteristics and method of installation. Submit brochure showing available colors and finishes of clocks.
Operating License: prior to installing Equipment. Furnish the license to the Owner/End User prior to installation and operation of the equipment. The original license must be delivered to the Owner/End User. Samples: Submit one clock for approval. Manufacturer's Instructions: Submit complete installation, set-up and maintenance instructions. 2.5 Substitutions Proposed substitutions, to be considered, shall be manufactured of equivalent materials that meet or exceed specified requirements. Other systems requiring wiring and/or conduit between master and clocks will not be accepted. Other systems using wireless technology in an unlicensed frequency range will not be accepted. Other systems using wireless technology where the license is held by any party other than the end user will not be accepted. Proposed system must transmit information directly to each clock (i.e. not through a chain of clocks) in order to maintain operation should a clock malfunction. 2.6 Quality Assurance Permits: All equipment- transmitters and receivers must be Industry Canada certified. Manufacturer to provide with bid the Industry Canada Technical Certificates. Manufacturer to act on behalf of Owner/End User obtain operating license for the transmitters from Industry Canada All equipment supplied by the manufacturer will conform to the appropriate Canadian Standards Association (CSA) standards and be certified as such by an agency approved by the Department of Labour of the Province of Newfoundland. Manufacturer: Company specializing in manufacturing commercial time system products with a minimum of 5 years experience producing GPS wireless time systems.
2.7 Delivery Storage and Handling Deliver all components to the site in the manufacturer's original packaging. Packaging shall contain manufacturer's name and address, product identification number, and other related information. Store equipment in finished building, unopened containers until ready for installation. 2.8 System Startup At completion of installation and prior to final acceptance, turn on the equipment; ensure that all equipment is operating properly, and that all clocks are functioning. Manufacturer to provide on-site signal verification, commissioning and product training to Owner/End-user. 2.9 Sequence of Operation Transmitter Operation: When power is first applied to the transmitter, it checks for and displays the software version. It then checks the position of the switches and stores their position in memory. The transmitter looks for the GPS time signal. Once the transmitter has received the GPS time; it sets its internal clock to that time. The transmitter then starts to transmit its internal time once every second. The transmitter updates its internal clock every time it receives valid time data from the GPS. 2.10 Equipment General: The clock system shall include a transmitter, a roof or window mounted GPS receiver, indicating clocks, and all accessories for complete operation. 1 x 14014 GPS Receiver: GPS roof mounted, with 16-foot cable (5m) attached (additional Primex Wireless or equivalent extension cable of 100 ft (30.5m). The GPS Receiver shall be a complete GPS receiver including antenna in a waterproof case, designed for roof or outdoor mounting. Provide mounting bracket for attachment to roof structure. The GPS Receiver cable must be plenum rated where required by local code.
1 x Transmitter: Primex Wireless Model 14000-E or equivalent, consisting of wireless transmitter with external antenna and GPS receiver. Unit shall obtain current atomic time from satellite. The clock system shall transmit time continuously to all clocks in the system. Transmission: Frequency Range: 72.100 to 72.400 MHz. Transmission Power: 1 watt (30dBm) maximum Radio technology: narrowband FM Number of channels: 16 Channel bandwidth: 20 khz maximum Transition mode: one-way communication Data rate: 2 KBps Operating range: 32 degree F to 158 degrees F (0 degrees C. to 70 degrees C). Transmitter: Transmitter output power: +26 to +30 dbm Frequency deviation: +/- 4 khz Transmitter power requirements: 120 VAC 60 Hz Internal power requirements: 5 VDC Carrier frequency stability: +/- 5 ppm Transmitter shall have 16 channels to assure interference-free reception, which will be pre-assigned at the factory. Transmitter shall have the following switches: Time zone adjustment switches for all time zones in the world. Includes a factory Daylight Saving Time bypass switch. 12-hour or 24-hour display. Transmitter housing shall be black metal case, 16-3/4 inches (424.4mm) by 12 inches (304.8mm) by 1-7/8 inches (46.4mm) in size.
An external antenna is included with the transmitter model number. The antenna connects to the transmitter via a 50-ohm 100ft.coaxial cable. Transmitter housing shall incorporate a display, which shall include the following: Time readout AM and PM indicator if 12-hour time display is set Day and date readout Indicator for Daylight Savings or Standard Time LED which shall flash red in event of GPS reception problem GPS reception indicator Transmitter shall contain an internal clock such that failure of reception from the GPS will not disable the operation of the clocks. Power supply (included) Input: 120 volt AC 50/60 Hz, 0.4 amps. Output: 9 volt DC, 2.0 amps. Antenna: An external antenna is included with the transmitter model number. The antenna connects to the transmitter via a 100 ft. (30.5m) 50- ohm coaxial cable, Antenna: Dimensions: radiating element 29.4 inches (747mm) Ground radials 41.5 inches (1063 mm) Equivalent flat plate area: 0.68ft2 (0.063m2) Polarization: Vertical H-plane beamwidth: omni E-plane beamwidth: 78 degrees (half power) Max. Input power (75 watts@ 50 degrees) Gain: 0 dbd VSWR (max) <: 1.5 Frequency range: 68-78MHz (broadband)
Impedance: 50 ohms Lightning Protection: Direct Ground Connector N female Pole or Wall Mountable Mounting hardware supplied Optional Non penetrating antenna mast kit 1 x Primex Wireless Model ANT-NP1 or equivalent Installer must provide ballast material per manufacturer s instructions Wind survival rating 120mph (200kph) Wireless Receiver Switches: Switches shall receive time packets from the Primary Transmitter and relay the synchronized time to the Satellite Transmitter connected to it. The unit shall include the following: Antenna mounted on top of the switch housing, 11-1/2 inches (292mm) long. Power Supply Input 120 VAC 50/60 Hz, 0.4 amps Output: 9 volt DC, 10.25 amps RS 232 data cable, 5 feet (1.5mm) long Daylight Saving Time bypass switch Dimensions: 4-1/4 inches (108mm) long, 5/-3/4 inches (146mm) wide, 1-1/4 inches (31.75mm) deep. Weight: 12 ounces (.34kg) Operating Range: 32 degrees F to 158 degrees F (0 to 70 degrees C) Additional Equipment 11 x Digital Clocks: Primex Wireless Model 14203G or equivalent, 4 inch (101.6mm) 120 vac, 6 digit LED digits shall be green 16 x Digital Clocks: Primex Wireless Model 14423G or equivalent, 4 inch (101.6mm) 120 vac, 4 digit LED digits shall be green
24 x Digital Clocks: Primex Wireless Model 14201G or equivalent, 4 inch (101.6mm) 120 vac, 4 digit LED digits shall be green Digital clocks must be able to receive synchronized time signal from master or satellite transmitter. Digital clocks must have time and date option. Digital clocks shall be capable of automatically adjusting for Daylight Saving Time Power Supply: 120 VAC, 50-60 cycle. Digital clocks must be viewable from 150 feet (45.7m). Transmitter Rack. 1 x Primex Wireless Model 14005 or equivalent, 3 (76.2mm) x 16.5 (419mm) x 18 (457mm), 18 gauge metal, epoxy covered 1 x 14144 Primex or equivalent Satellite Transmitter Package Surge Protector and Battery Back-up System 1 x 14196 or equivalent 2.11 Demonstration Provide training to Owner's representative on setting and adjusting clocks, replacing batteries and routine maintenance. Summary of Equipment (Primex or equivalent) 1 x 14000-E Transmitter, One Watt External Antenna 1 x 14005 Transmitter Rack 1 x 14196 Surge Protector and Battery Back-up System 1 x 14014 100 ft. Cable GPS Receiver 1 x ANT-NP1 Non-penetrating Mast Antenna Kit 1 x 1C2365-1 Industry Canada Application Fee for 1 Watt 11 x Digital Clocks: Primex Wireless Model 14203G or equivalent, 4 inch (101.6mm) 120 vac, 6 digit LED digits shall be green
16 x Digital Clocks: Primex Wireless Model 14423G or equivalent, 4 inch (101.6mm) 120 vac, 4 digit LED digits shall be green 24 x Digital Clocks: Primex Wireless Model 14201G or equivalent, 4 inch (101.6mm) 120 vac, 4 digit LED digits shall be green 1 x 14144 Primex or equivalent Satellite Transmitter Package 3.0 Presentation / Training / Service 3.1 Presentation A presentation of the Tender and / or a demonstration of the product / system shall be provided, if requested, at the Vendor s expense. 3.2 Training The Vendor shall provide on-site training to staff in the use of the Wireless Clock System & Associated Components. All costs associated with this training shall be included in the total Tender price. The length of such training shall be what is reasonably required to train the users of the equipment and shall be documented. 3.3 Service 3.3.1 The Vendor shall confirm in writing that Parts and Labour will be available for the quoted system for not less than nine (9) years after the warranty period. 3.3.2 The Vendor shall provide as an option, pricing for a one-year Service Contract including all parts and labour. 3.3.3 The Vendor shall provide all Service and Parts manuals required to service the equipment. 4.0 Product History and Vendor Reputation 4.1 The Vendor shall provide a list of three (3) organizations where a similar Unit has been installed. Include a contact person for each organization.
5.0 Financial Considerations 5.1 All applicable taxes shall be indicated in the Tender. 5.2 The cost for installation, initial set-up and programming shall be included in the Tender price. 5.3 All costs for training shall be included in the Tender. This includes any travel, meals and accommodation. 5.4 Terms of Payment The Authority agrees to pay the full invoiced amount within 30 days following acceptance of the installed system by Western Health. Acceptance testing will be completed within 30 days following the complete installation of the system. 6.0 Vendor Confirmation (please sign) I confirm that our Tender meets or exceeds the specifications detailed in this invitation to Tender. I also confirm that all specifications are included in the quoted price. Any items that are optional are noted accordingly. Signed Title Company Name Address Phone Tender Price $ Tax Extra Yes No
TENDER CHECKLIST TENDER # 0171-0838 DID YOU INCLUDE HAS TENDER SUBMISSION BEEN SIGNED Yes No COPY OF REQUIRED TENDER DOCUMENTS Yes No COPY OF BROCHURES (IF REQUESTED) Yes No COPY OF WCB LETTER OF GOOD STANDING (IF REQUIRED) Yes No COPY OF PROOF OF INSURANCE (IF REQUIRED) Yes No AMOUNT OF TAX NOTED ON REQUEST FOR QUOTATION FORM Yes No OPTIONAL PRICING FOR TRAINING INCLUDED Yes No NOTE: TENDER RESPONSES MAY BE REJECTED IF YOU ANSWER NO TO ANY OF THE ABOVE QUESTIONS.