REQUEST FOR BID #23-05 December 13, 2004
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION
1.1 The University of Maine System, acting through The University of Maine, is seeking quotes for equipment as outlined in the attached documents.
For reference, the University of Maine will hereinafter be referred to as the "University." Each firm responding to this Request for Bid will be referred to as the "Bidder", and the bidder selected to provide equipment to the University will be referred to as the "Contractor."
1.2 Purpose: To obtain emergency dispatch equipment and an eight-channel transciever for the University’s Public Safety Communications Center.
1.3 Alternates: Alternates will not be considered.
1.4 Award: The University intends to award this bid all to one vendor, price and other factors considered. The University reserves the right to conduct any tests it may deem advisable and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of bids/proposals. A bid may be rejected if it is in any way incomplete or irregular. When there are tie bids, there shall be a preference for "in-state bidders". When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.
1.5 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director or Purchasing within five (5) business days of the date of the award notice, with a copy of the protest to the successful bidder. The protest must contain a statement of the basis for the challenge
1.6 Debarment: Submission of a signed bid or proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.7 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFB. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Rick Guthrie
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-3734
1.8 Bid Envelope: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in an envelope or package, sealed and identified as follows:
From ________________ __________ __________ __________
Name Due Date Time Bid No.
1.9 Submission: A signed original plus 1 copy of the bid must be received at the University Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, no later than 2:00 P.M. local time Tuesday, January 4, 2005, for a public opening. Bidders are strongly encouraged to submit bids in advance of the due date to avoid the possibility of missing the 2:00 deadline due to unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of bid. Bids must be date and time stamped by the Purchasing Department on time to be considered. In the event that the University is closed because of inclement weather at the time that a bid is due, the bid will be opened at the same time on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Bids received after the due date and time will be returned unopened. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when the University determines that circumstances require it. FAXED BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.
1.10 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.11 Evaluation Criteria: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to:
delivery
references
service/follow-up
1.12 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the bid may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the bid opening date and time. No protest against the award due to the specifications shall be considered after this deadline.
Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:
SPECIFICATION PROTEST, RFB #______
1.13 Bid Understanding: By submitting a bid, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.14 Inspection of Work Site: To inspect the work site prior to bidding, please contact Charles McInnis at 207-581-4059 for an appointment.
2.0 TERMS AND CONDITIONS
2.1 Assignment: Neither parth of the Contract shall assign the Contract without prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.
2.2 Condition and Care of Property and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury of loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents.
2.3 Equal Opportunity: In the execution of the Contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.4 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to Charles McInnis at 207-581-4059 at least one (1) week prior to delivery. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.
2.5 Final Acceptance: The installing Contractor shall be fully responsible for the installation. The installation shall be inspected by representatives of the University and the installing Contractor prior to final acceptance by the University.
2.6 GLB (Confidentiality of Information): The Contractor shall comply with all aspects of the Gramm Leach Bliley Act regarding safeguarding confidential information.
2.7 Hazardous Substances: Any substances defined by state law or 1261 of Title 15 of the United States Code as hazardous, will be properly labeled and delivered or used in a way that does not violate state or federal laws.
2.8 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University from and against all loss, damage, cost and expense (including attorney’s fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.9 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor’s duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.10 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based form) (Bodily Injury and Property Damage)
2. Automobilt Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned) (Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
(In Compliance with Applicable State Law)
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance.
Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
107 Maine Avenue
Bangor, Maine 04401
2.11 Manuals: The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists.
2.12 Parking Regulations and Use of Walkways: The Contractor’s vehicles and those of their employees working on campus, must be registered with the Department of Public Safety. Unregistered vehicles on the University campus are subject to a parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly enforced by campus police. Towing will be at the Contractor’s expense. A copy of regulations can be obtained by calling Public Safety Parking Office at 581-4047.
2.13 Payments: Payment will be upon submittal of an invoice to the Purchasing Department by the Contractor on a net 30 basis unless discount terms are offered. Invoice must include the purchase order number.
2.14 References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
Company Name:
Address:
City: State: Zip Code:
Contact Person:
Phone Number: ( ) Fax Number: ( )
Company Name:
Address:
City: State: Zip Code:
Contact Person:
Phone Number: ( ) Fax Number: ( )
Company Name:
Address:
City: State: Zip Code:
Contact Person:
Phone Number: ( ) Fax Number: ( )
2.15 Sexual Harassment: The University is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees.
Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, North Stevens Hall, 581-1226.
2.16 Smoking Policy: The University of Maine System must comply with the “Workplace Smoking Act of 1985” and MRSA title 22, 1541 et seq, “Smoking Prohibited in Public Places”. In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
3.0 SPECIFICATIONS
3.1 Equipment list:
Quantity Model
1 Zetron 4010 Radio Dispatch Console
1 Zetron Power Supply
1 Zetron Console Programming System
4 Zetron Dual Channel Card
1 Zetron Tone Remote System Adapter
1 Zetron Phone Patch Card
1 Zetron Dual Phone Card
1 Zetron Expanded Aux I/O Card
1 Zetron Instant Call Paging
1 Zetron Gooseneck Microphone
1 Zetron Footswitch for PTT
1 Zetron Headset Jackbox
6 Zetron 6-Wire Headset, noise cancellling
7 Zetron 25-Pair cable w/connectors
3 Zetron Connectorized Punch-Down Blocks
4 Zetron Connectorized Punch-Down (protected)
2 Zetron Deadbolt Lightning Arrester
1 Zetron Model 4010 Spares Kit
4 Zetron Manuals (system documentation)
1 Zetron FSK ANI Decoder – per channel basis
1 Kenwood special configuration featuring “TK-7150”
transciever unit, a 110-watt amplifier and 7 auxiliary
receivers being wireline controlled via a tone termination
unit. The station is housed in a 19” rack mount to allow
transmission on 8 channels and receiving all 8 channels
individual through selected and unselected speakers.
2 ASP685 Station Master Antennas
2 100’ sections of LMR-400 Line w/Connectors
1 SMK Tower Side Mount Kit
2 Polyphaser Lightning Arrester
2 N-Type Arrester Jumpers
1 Grounding Wire w/Connectors
All Other Miscellaneous Hardware necessary for installation
4.0 SUBMISSION REQUIREMENTS
4.1 Service Agreement: Provide the annual cost of a service agreement beyond the warranty period and the names of service representatives who would service this account. State training and experience that representatives have on above equipment:
4.2 Out of Warranty Service: State the maximum response time for an on-site service call during Monday through Friday business hours: hour(s)
What is the service rate? /hour
State the maximum response time for an on-site service call during nights and weekends: hour(s)
What is the service rate? /hour
Is over-the-phone troubleshooting available?
4.3 Transportation Charges: Quotations must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery on an F.O.B. Destination basis.
4.4 Warranty: All materials and equipment shall be fully guaranteed against defects for a minimum period of one (1) year following date of acceptance.
Provide warranty information, both on parts and labor, applying to all equipment that may be purchased as a result of this Request for Bid. This would include units/components not manufactured by the seller.
4.5 Lead Time: State the number of days to completion of project after receipt of the order: __________________
4.6 Training: Pricing must include complete training for University personnel. Describe the training included in the price.
4.7 Energy Star Compliance: The University prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided.
4.8 EPP Commitment: The University has made a commitment to purchase Environmentally Preferred Products (EPP) to the extent possible and to buy from vendors who are being good stewards of the environment as well. To that end we ask that you provide us with information that will help us to do that in the future. Please submit with your bid/proposal the ways in which your company is working to be better stewards of the environment. If that information is on your website, please provide us with the web address. Include:
1) Products that display one or more positive environmental attributes (recycled content, energy or water efficiency, lox toxicity or biodegradability.)
2) Products that generate less waste by containing less packaging or by being more durable, reusable or remanufactured.
3) Products that meet certain environmental criteria during production (chlorine free, wood from a sustainably managed forest.)
4) If you will reclaim or take back items (batteries, electronics, carpeting, oil products, tires and toner cartridges.)
5) Any credentials or awards you have received for being good stewards of the environment.
5.0 PRICE QUOTATION
Quantity Model Unit Price Total
1 Zetron 4010 Radio Dispatch Console $ $
1 Zetron Power Supply $ $
1 Zetron Console Programming System $ $
4 Zetron Dual Channel Card $ $
1 Zetron Tone Remote System Adapter $ $
1 Zetron Phone Patch Card $ $
1 Zetron Dual Phone Card $ $
1 Zetron Expanded Aux I/O Card $ $
1 Zetron Instant Call Paging $ $
1 Zetron Gooseneck Microphone $ $
1 Zetron Footswitch for PTT $ $
1 Zetron Headset Jackbox $ $
6 Zetron 6-Wire Headset, noise cancellling $ $
7 Zetron 25-Pair cable w/connectors $ $
3 Zetron Connectorized Punch-Down Blocks $ $
4 Zetron Connectorized Punch-Down (protected) $ $
2 Zetron Deadbolt Lightning Arrester $ $
1 Zetron Model 4010 Spares Kit $ $
4 Zetron Manuals (system documentation) $ $
1 Zetron FSK ANI Decoder – per channel basis $ $
1 Kenwood special configuration featuring
“TK-7150” transciever unit, a 110-watt amplifier
and 7 auxiliary receivers being wireline
controlled via a tone termination unit. The
station is housed in a 19” rack mount to allow
transmission on 8 channels and receiving all 8
channels individual through selected and
unselected speakers. $ $
2 ASP685 Station Master Antennas $ $
2 100’ sections of LMR-400 Line w/Connectors $ $
1 SMK Tower Side Mount Kit $ $
2 Polyphaser Lightning Arrester $ $
2 N-Type Arrester Jumpers $ $
1 Grounding Wire w/Connectors $ $
Miscellaneous Hardware necessary for installation $ $
Installation Labor $ /hr. $
TOTAL $