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CITY OF RICHARDSON, TEXAS

REQUEST FOR PROPOSALS

RFP #701-11

RADIO FREQUENCY IDENTIFICATION (RFID)

ASSET TRACKING SYSTEM

FOR

THE RICHARDSON POLICE DEPARTMENT

PRE-PROPOSAL CONFERENCE: APRIL 8, 2011, @ 1:00 P.M. (CST)

PROPOSAL DUE DATE: APRIL 21, 2011 prior to 2:00 P.M. (CST)

ISSUED BY:

City of Richardson

Purchasing Department

411 W. Arapaho Road, Room 101

P.O. Box 830309

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City of Richardson, TX Purchasing Department

VENDOR ACKNOWLEDGEMENT FORM RFP #701-11

RADIO FREQUENCY IDENTIFICATION (RFID) ASSET TRACKING SYSTEM

The undersigned hereby certifies that he/she understands the Request for Proposal, has read the document in its entirety and that the prices contained in this Proposal have been carefully reviewed and are submitted as correct. Vendor further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions contained in the Request for Proposal.

The following information must be filled out in its entirety for the proposal to be considered.

Company Name: ___________________________________________________

Address of Principal Place of Business: ___________________________________________________ ___________________________________________________ ___________________________________________________ Phone/Fax of Principal Place of Business:

___________________________________________________

Phone Fax

Address, Phone and Fax of Majority Owner Principal Place of Business:

___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________

Phone Fax

Federal Tax Identification Number: ___________________________________________________ E-Mail Address of Representative: ___________________________________________________ Authorized Representative: ___________________________________________________

Signature Date

___________________________________________________ Printed Name

Acknowledgement of Addenda: #1 ____ #2 ____ #3 ____ #4 ____ #5 ____

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ABOUT THIS DOCUMENT

This document is a Request for Proposal. It differs from an Invitation to Bid in that the City of

Richardson is seeking a solution, as described in the General Information Section B, not a

bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed

will not guarantee an award recommendation. Sealed proposals will be evaluated based upon

criteria formulated around the most important features of a product or service, of which quality,

testing, references, availability or capability, may be overriding factors, and price may not be

determinative in the issuance of a contract or award. The proposal evaluation criteria should be

viewed as standards that measure how well an Offeror's approach meets the desired

requirements and needs of the City of Richardson. The criteria that will be used and considered in

evaluation for award are set forth in this document. The City will thoroughly review all proposals

received. The City will also utilize its best judgment when determining whether to schedule a

pre-proposal conference (before pre-proposals are accepted), or meetings with Offerors (after receipt of

all proposals). A purchase order/contract will be awarded to a qualified Offeror submitting the best

proposal. The City reserves the right to select, and subsequently recommend for an award, the

proposed service which best meets its required needs, quality levels, and budget constraints.

The City of Richardson is aware of the time and effort you expend in preparing and submitting

your response. Please let us know of any requirement which causes difficulty in responding to this

Request for Proposal. We want to facilitate your participation so that all responsible firms can

compete for the City’s business. Awards are made approximately two to six weeks after the

opening date. Please contact the City of Richardson Purchasing Manager at (972) 744-4132 with

questions concerning this request for proposal.

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City of Richardson, Texas

REQUEST FOR PROPOSALS

RFP #701-11

RADIO FREQUENCY IDENTIFICATION (RFID)

ASSET TRACKING SYSTEM

FOR THE

CITY OF RICHARDSON POLICE DEPARTMENT

I.

GENERAL INSTRUCTIONS, TERMS AND CONDITIONS

A. INTENT

The City of Richardson Police Department (RPD) desires to purchase a software solution that leverages the benefits of the latest asset tracking technology including passive RFID with the initial purpose of tracking uniform assets, serialized/non-serialized officer assigned assets and physical assets inside the RPD facilities and in patrol cars. The solution will be deployed in the RPD’s headquarters in Richardson, Texas.

The Offeror submitting the successful proposal must clearly demonstrate its ability to provide immediate and ongoing expertise in electronic document management.

B. PROPOSAL SUBMISSION PROCESS, DUE DATE, AND REQUIRED DOCUMENTS

One (1) original, five (5) copies and one (1) compact disc of the response, including all required forms and applicable supporting documentation, are required. The original must be clearly marked “ORIGINAL” and the copies must be clearly marked “COPY”.

Proposals are due on Thursday, April 21, 2011, prior to 2:00 p.m., Central Standard Time.The responses must be bound and sealed when submitted. The response material must be addressed and delivered to:

City of Richardson

Pam Kirkland, Purchasing Manager 411 W. Arapaho Road, Room 101 (75080) P.O. Box 830309

Richardson, Texas 75083-0309

The outside of the envelope or container must state:

RFP #701-11 – RADIO FREQUENCY IDENTIFICATION (RFID) ASSET TRACKING SYSTEM

Responses received later than the above date and time will be rejected and returned unopened. Timely proposals will be opened on the date specified in the RFP and will be kept secret during the process of negotiations. All proposals that have been submitted shall be open to public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposals marked “confidential” by the proper responding party.

Proposals will be opened on Thursday, April 21, 2011 in the Finance Department Conference Room at 2:30 p.m., Central Standard Time. The only information available at the opening is to acknowledge respondents. No pricing will be discussed at the opening and the proposals are not available for public inspection until after award.

All offers to the request for proposal shall be binding for 120 calendar days after the date of the public proposal opening for review and evaluation purposes.

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C. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be conducted on Friday, April 8, 2011 at 1:00 p.m. (CST) at the Richardson Civic Center, Huffhines Room, 411 W. Arapaho Road, Richardson, Texas 75080 for the purpose of reviewing the request for proposal and responding to questions concerning its content. Attendance is not mandatory but all offerors are highly encouraged to attend.

D. CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this request for proposal must be emailed to Pam Kirkland, Purchasing Manager via Bidsync.com no later than 5:00 p.m. on Thursday, April 14, 2011. Responses to all questions submitted will be disseminated as an Addendum to the prospective Offerors via Bidsync.com It is the intent and purpose of the City that this RFP permits competitive proposals. It is the Offeror’s responsibility to advise the City of Richardson Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source.

E. CONTRACT

The provisions of the proposal responses shall be considered part of any contract and shall control in the event of any conflicts with any other provisions of the contract, not withstanding any provisions in the contract to the contrary. Proposals should be written in ink or typewritten and signed by a duly authorized officer or employee of the vendor.

F. QUALIFICATIONS OF OFFEROR

By submitting a proposal, the Offeror certifies that they are duly qualified, capable, and otherwise bondable business entity that is not in receivership or contemplates same, nor has filed for bankruptcy. The Offeror must not be indebted to the City and shall not owe any back taxes to the City. The Offeror warrants that they are familiar with all laws, regulations, and customs applicable to the type of business required herein.

The contract will be awarded by the City to a responsible offeror only. In order to qualify as responsible, an offeror must meet the following qualifications as they relate to this request for proposals.

• Have adequate technical and financial resources for performance.

• Have the necessary experience, organization, and skill in the field of RFID asset management.

• Have a satisfactory record of performance in RFID asset management.

• Have a minimum of three (3) years of RFID asset management experience for similar or larger size municipalities such as the City of Richardson.

G. EXCEPTIONS

Any exceptions to the requirements stated herein must be stated, in writing, in the Offeror’s response. Explanation must be made for each item for which exception is taken, giving in detail the extent of the exception, and the reason for which it is taken, in order for consideration to be given to the proposal.

H. SELECTION AND AWARD PROCESS

1. Responses to this RFP will be reviewed by an Evaluation Committee. A short list of firms may be identified and may be interviewed by the Evaluation Committee.

2. Selection shall be based on the evaluation factors published in this RFP. After the Evaluation Committee makes its initial selection, it shall proceed to negotiate a contract at a fair and reasonable price.

3. If the City is unable to negotiate a satisfactory contract with the most highly qualified person or firm, the City shall formally end negotiations with that person or firm and begin negotiations with the second most highly qualified person or firm.

4. Negotiations shall be undertaken in this sequence until a contract is made. The Evaluation Committee may allow proposal revisions after submission in order to obtain the best final proposal. Following the interviews and negotiations, the Evaluation Committee will recommend a contractor to the Richardson City Council. The

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City Council will make the final selection of the contractor based on the evaluation committee’s recommendation and whether the qualified Offeror’s proposal is determined to be the most advantageous to the City, considering the evaluation factors set forth in this RFP.

5. No individual of any City of Richardson department has the authority to legally and/or financially commit the City to any contract, agreement, or purchase order for goods or services unless specifically sanctioned by the requirements of this Request for Proposal.

I. PROPOSED PROCUREMENT SCHEDULE

The following dates are set forth for informational and planning purposes; however, the City reserves the right to change the dates as necessary.

Proposed Schedule

RFP Release Date March 29, 2011

Pre-Proposal Conference April 8, 2011

Last Day for Questions April 14, 2011

Release of Questions thru Addendum

April 18, 2011 Proposals Due prior to 2:00 p.m. CST April 21, 2011

Evaluation of Proposals 31-45 days

Oral Presentations/Demonstrations/Site Visits (as needed) 5 days Selection of Vendor and Contract Negotiations 10 days Award Contract at City Council Meeting w/Mayor & Council

Approval Up to 30 days

J. RIGHT OF THE CITY TO REQUEST FURTHER DOCUMENTATION

The City reserves the right to request additional documentation that it deems appropriate and necessary for the review and award process during both the initial proposal review process and the negotiation/award/appointment phase.

Financial statements will be requested, at a later date, to determine the eligibility of a bidder to receive a contract. Financial statements shall be composed of a balance sheet, income statement, and appropriate supporting schedules, such as note disclosures or cash flows, as of the end of the company’s most recent fiscal year. Financial statements are to be audited, reviewed, or compiled by an independent Certified Public Accountant. Pro-forma financial statements will not be accepted by the City.

All financial statements are considered confidential information, are reviewed by a member of the City of Richardson Finance Division, and will be returned to the bidder/proposer upon request.

K. RIGHT OF THE CITY TO CANCEL REQUEST FOR PROPOSALS, ELECT NOT TO AWARD, REJECT PROPOSALS, AND WAIVE INFORMALITIES OR IRREGULARITIES

The City reserves the right to reject any and all proposals. The City, at its option, may waive any and all informalities, minor irregularities and/or technicalities. The City may reject the proposal of a Offeror who is not, in the opinion of the City, in a position to satisfactorily perform the contract. The City may also accept or reject any of the alternates that may be set forth in a proposal. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

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L. EQUAL OPPORTUNITY IN CITY BUSINESS CONTRACTING

Race, religion, sex, color, ethnicity, and national origin will not be used as criteria in the City’s business contracting practices. Every effort will be made to ensure that all persons regardless of race, religion, sex, color, ethnicity and national origin have equal access to contracts and other business opportunities with the City.

M. ADDENDA & MODIFICATIONS

Any changes, additions, or clarifications to the RFP are made by addenda information available over the Internet at http://www.bidsync.com. Please check for any addenda a minimum of 48 hours in advance of the

response deadline. Businesses without Internet access may use computers available at most public libraries.

Any Offeror in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Department. In the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be available over the Internet at http://www.bidsync.com and will become part of the proposal package having the same binding effect as provisions of the original RFP. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Richardson Purchasing Manager no later than five (5) days prior to the proposal closing date. The City does not assume responsibility for the receipt of any addendum sent to offerors.

N. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each Offeror shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each Offeror shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Offeror from obligation to comply, in every detail, with all provisions and requirements of the Request for Proposal.

O. PROPOSAL COPIES

Offeror must submit one (1) original, five (5) copies and a compact disc of the sealed proposal to the Purchasing Department prior to the response due date and time. Failure to submit the additional copies may result in the proposal being declared non-responsive. The original must be clearly marked “ORIGINAL” and the copies must be clearly marked “COPY”.

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by Offerors shall become the property of the City of Richardson when received.

P. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City of Richardson, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the City of Richardson to enter into contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Offeror.

Q. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing Offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City of Richardson will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of

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your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

R. CONFLICT OF INTEREST

The Offeror shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Richardson.

By signing the Request for Proposal, the Offeror certifies and represents to the City the Offeror has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this Request for Proposal.

S. ANTI-LOBBYING PROVISION

During the period between proposal submission date and the contract award, Offerors, including their agents and representatives, shall not directly discuss or promote their proposal with any member of the Richardson City Council or City Staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations, unless requested by the City.

This provision is not meant to preclude Offerors from discussing other matters with City Council members or City Staff. This policy is intended to create a level playing field for all potential Offerors, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the Offeror's proposal.

T. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals must show vendor name and address of Offeror. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign proposal will disqualify it.

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II. SCOPE OF WORK

A. INTRODUCTION

The Richardson Police Department (RPD) desires to purchase a software solution that leverages the benefits of the latest asset tracking technology including passive RFID (radio frequency identification) with the initial purpose of tracking uniform assets, serialized/non-serialized officer assignable assets and physical assets inside the RPD facilities and in patrol cars. The solution will be deployed in the RPD’s headquarters in Richardson, Texas. The objectives of the project are as follows:

• Improved control of assets critical to safety: weapons, uniforms, badges, others • Tracking of maintenance/service of pertinent assets

• Real-time visibility of inventory

• Improved accuracy of inventory database • Minimized manual entries

• Minimized officer’s time on inventory activity • Minimized inventory labor costs

• Simplified and optimized inventory data entry processes and asset commissioning process • Improved reporting capabilities, web accessible reports

The Richardson Police Department maintains police services for the City of Richardson 24 hours per day, 365 days per year. The RPD employs 249 officers and administrative personnel. The RPD maintains a trained SWAT unit and encourages public involvement in police work through the Explorer, Reserve and Volunteer programs.

The RPD’s vision is that the solution has the ability to scale cost effectively in number of assets and functionality to serve the broader needs of the RPD such as asset tracking in the forensics unit and possible asset tracking in other City of Richardson department including but not limited to the Richardson Fire Department, the Parks and Recreation Department and the Information Services Department.

B. SYSTEM REQUIREMENTS

The RFID asset tracking solution should meet the following minimum requirements:

1. Be able to use RFID tags and optical barcodes as a unique identifier for numbered (serialized) assets.

2. Track the assignment of numbered (serialized) and non-numbered (un-serialized) assets that are assigned to an officer or physical location.

3. Assignment of assets is expected to be performed with a check-out/check-in transaction supervised by the Quartermaster or a volunteer.

4. Assign the required level of assets to a specific officer based on a personal functional role such as patrol, SWAT, honor guard, etc.

5. Track the required level of assets that a specific location has based on a functional requirement such as conference room, patrol car, interrogation room, etc.

6. Provide a real time report of the number of required assets versus the number of assets assigned with an alerting system (SMS and email) when there is a discrepancy between the required quantity and the assigned quantity.

7. Provide an automated inventory process for numbered (serialized) items assigned to a location or officer. 8. Provide a sortable and searchable transaction report for all numbered (serialized) non-numbered

(unserialized) items assigned to a location or officer. Report must be able to be sorted or searchable by asset, officer or location.

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C. SOLUTION REQUIREMENTS

1. Software & Hardware

a. The contractor must provide and itemize the cost of all software acquisition costs, software licenses and support costs during the period of performance.

The proposal must detail the recommended RFID reader hardware proposed for use with the RFID asset tracking solution.

The proposal should provide a complete list of interoperable hardware and additional costs, if any, of the solution to operate with each of the alternative RFID reader hardware, fixed and mobile, supported by the solution.

2. RFID Readers

a. The solution must include the ability to perform a check-in/check-out function using an RFID reader. b. The solution must include the ability to perform an inventory function using a portable handheld RFID

reader.

c. Handheld RFID readers must support 802.11 Wi-Fi standards and USB tethering for connection to the solution software and the RPD internal network.

d. The solution and the recommended RFID hardware must support the use of the solution when the handheld device is not attached to the RPD network, allowing the asset transaction to complete and submit the transaction data the next time the handheld device is attached to the RPD network. 3. RFID Tags

a. The contractor should provide a list of recommended and supported tags with pricing at 1,000, 5,000 and 10,000 quantities for each of the following applications.

b. Uniforms and textile applications c. Non-metallic asset surfaces d. Metallic asset surfaces

e. Weapons specific metallic mounting 4. RFID Tag Provisioning and Maintenance

a. Initial RFID Tag provisioning and tag maintenance must be conducted using a handheld RFID device. b. System should support the re-use of RPD assigned numbers or City of Richardson assigned asset

numbers.

c. System must support the replacement of failed RFID tags on existing assets. 5. Officer Assignable Assets

a. Solution must support assigning a quantity of numbered (serialized) and non-numbered assets to a police officer.

b. Solution must support functional requirement lists that identify the list of required assets and quantities based on the current officer roles or assigned location.

c. The system must support automated notifications (SMS and email) when assigned assets and/or quantities are different from the required assets and quantities based on current officer role or assigned location.

d. The solution must support a check-in/check-out process that is managed by the Quartermaster or other authorized person.

e. The solution must support the assignment of an expiration, maintenance and calibration attribute date and duration for any asset.

f. The system must support security functions including a list of people that are allowed to perform the check-in and check-out functions.

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6. Location Assignable Assets

a. The system must support security functions including a list of people that are allowed to perform asset location assignment or inventory functions.

b. The system must support the assignment and maintenance of location identifiers using optical bar code and RFID tags.

c. An Inventory process should display expected items in inventory locations and provide a display of missing or extra assets found at the location.

7. Notifications

a. The solution should provide automated notifications (SMS and email) when assigned assets and/or quantities are different from the required assets and quantities based on current officer role or assigned location.

b. The solution should provide automated notifications (SMS and email) when assets have reached an expiration, maintenance or calibration due date.

8. Reports

a. Solution should include reports for listing physical assets and assigned officer or location. b. Solution should include reports that show transaction history of assets.

c. Solution should include reports that show inventory by location. 9. Documentation

Solution should include end user and administrative user documentation. 10. Integration & Deployment

a. Solution must include services to support the data migration from the current tracking system to the new solution.

b. Solution should support the ability to export asset data and location through a CSV flat file or web service endpoint.

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III. FORMAT AND CONTENT OF OFFER

A. GENERAL INSTRUCTIONS

Offerors shall use the prescribed format outlined in this RFP to clearly describe their proposal. These instructions prescribe the format and content of the offer. They are designed to facilitate a uniform review process. Failure to adhere to the proposal format may result in the disqualification of the proposal. It is the request of the City that the following section headings be used in the responses to this RFP and that they be arranged in the order as listed in the proposal. The respondent should provide a table of contents and divider tabs. Responses must be in sufficient detail to permit an understanding and comprehensive evaluation of the offer/qualifications.

Each response will be reviewed to determine if it is complete before evaluation. The City reserves the right to eliminate from further consideration any response that is deemed to be unresponsive to this RFP. The intent of the City is that all responses follow the same format in order to evaluate each response fairly. Proposals will be evaluated based on the material and substantiating evidence presented in the proposal, and not on the basis of what could be inferred. In order to simplify the review process and obtain the maximum degree of comparison, proposals are to be outlined in the manner described below. Be specific about the Offeror’s expertise in the sections that follow. Failure to provide a response, answer questions and/or provide documentation, as requested, will result in loss of points in that section. Begin each section and subsection described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the Offeror indicated clearly at the upper right corner

.

Table of Contents

The Offeror must include a table of contents in its offer. Offers must be page numbered sequentially from front to back

Introduction / Executive Summary

This section should contain Offerors understanding of the City’s needs and objectives. Technical Proposal

Provide complete descriptive literature for each item requested. Offeror is cautioned that any product delivered which does not meet specifications in every aspect will not be accepted.

Required Documents

Provide all required documents requested as indicated in the Proposal Checklist. References

This section shall contain names of a minimum of three (3) and no more than six (6) organizations, preferably police departments which Offeror has provided an RFID system similar to the desired system outlined in this Request for Proposal. Please include organization name, address, telephone number and contact person. (See Appendix F) Pricing

Provide a fee schedule for your services. This schedule should include a description of the following products and services: hardware, software, implementation, installation, configuration, training, documentation, licensing per concurrent user, SQL standard server license, project management and hourly costs for additional services. (See Appendix I)

Maintenance

Provide a proposal for future maintenance, Sample Contract

Provide a copy of your standard contract and maintenance offer. Indicate any clause(s) that are conditional or non-negotiable.

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B. THE OFFER

The offer must clearly separate hardware items from software items.

The offeror must list all software that will run in the City’s environment. If the software is modular, then the individual modules must be identified and the list should indicate if they are required or are optional modules. The list shall specify at a minimum the name of the software; the version; the platform that the software will run on; if the software is a module, and if so, whether it is a required module; if the software is proprietary, open source, or third party and whether the vendor will support the software.

The offeror must list all hardware specification requirements. The list shall specify, at a minimum, the minimal requirements; the recommended requirements; and the recommended requirements based on the proposed solution. If the offeror designates any information in its offer as confidential, the vendor must also submit one (1) copy of the offer from which confidential information has been excised. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the offer as possible.

The offer must not contain any promotional or display materials. Attachments must be referenced in the offer.

1. Training

A detailed description of the training courses, including course name, course length, intended audience, location, and cost should be included in the offeror’s response. The proposal should address training for end user operators, systems managers, programmers, and database administrator.

Offeror shall provide a recommended training plan to include estimated timing and outline vendor responsibilities and City responsibilities for training. The City expects the initial user training for all levels of users be conducted on-site by the vendor with supplied materials.

If training is to be held at a site other than the City, include all travel costs and expenses in the training costs. The City will determine how many and who will receive training.

§ System Training: The vendor will develop and deliver training for onsite operations, maintenance, configuration, and customization to RPD and IT project staff, hardware, software, and network support staff, and operations staff in the use of and support of automated tools, systems software, and application software. Please provide a description of how you have provided this type of training in the past.

§ End User Training: The vendor will develop and deliver training best suited to the RPD users. Please provide a description of how you have provided this training in the past.

2. Milestones and Deliverables

Each offeror is asked to provide a timeline for implementation of its solution. At this time, the following milestones are anticipated:

• Installation of hardware, RFID software and its related software

• Configuration and customization of software to meet the RPD requirements

• Development and acceptance

• User acceptance testing

• Final production acceptance 3. Staffing Specifications

Offeror will provide the names, resumes, and qualifications of the project manager and each of the project leads they propose, the percentage of their time that will be devoted to the RFID project plus the dates (date range) each of them will be onsite at the RPD during the project. The City reserves the right to approve any replacement of project manager or project lead.

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Offeror will provide an inventory of staff by functional role, the numbers of each, the periods during which they will be working on the project onsite and the periods during which they will be working on the project offsite, if any.

Services will be performed at the Richardson Police Department, 140 N. Greenville Avenue, Richardson, Texas 75081.

4. References

Each offeror must provide names of a minimum of three (3) and no more than six (6) organizations, preferably police departments where the system is stalled and functional:

The RFID product being proposed in response to this RFP shall be in production environments of similar or larger size than the City of Richardson Police Department. Please provide the beginning and completion dates of each project, the vendor’s responsibilities in the implementation, the RFID product(s) installed, and a self-evaluation of the success of each project (See Appendix H).

C. PRICE PROPOSAL

Instructions regarding the price proposal requirements provided with this RFP. Instructions for responding to each requirement are provided in the spreadsheet. Response must be made in the spreadsheet and provided with the RFP. Please note that the City reserves the right to purchase items external to the RFID, including for example, hardware, tags, etc.

Software Product Licenses: Price proposals must clearly show the cost to license each software product required to meet the expectations and requirements of this RFP. Licenses must be perpetual, with no restrictions on use. The RPD must have the ability to implement additional case types within the scope of this RFP without incurring additional licensing costs. Third party software products required as part of the proposed solution must also be listed, including the type and number of licenses required. The RPD anticipates acquiring third party software through approved sources while factoring in the cost of this software into this evaluation process. Where offerors would recommend such software be acquired, costs should be provided.

Software Product Maintenance and Updates: If applicable, offerors must provide the cost of ongoing maintenance and software updates. A complete description of services provided for this cost must also be included.

Hardware & RFID Tags: Third party hardware products and RFID tags required as part of the proposed solution must also be listed, including specific models and configuration details. The City reserves the right to purchase hardware through approved sources.

Expenses: Expenses should be included in the compensation described above.

Performance Incentives: Based upon successful vendor performance, the City can elect to lower the payment percentage as a vendor incentive for cost, schedule, and scope management.

Payment: The contract resulting from this RFP will provide compensation on the basis of a total firm fixed price and total payment will be made after the system is operational and accepted by the City and after receipt of a valid invoice.

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IV. EVALUATION FACTORS

A. OVERVIEW

The project will be awarded to the contractor who offers the best value to the Richardson Police Department and the City of Richardson and whose technical proposal provides the most advantageous solution to the police department.

1. Understanding of Requirements & Qualifications

a) Explain how the contractor will address the requirements of the RFP.

b) Include resumes for individuals proposed to work on this effort. Resumes are limited to one page only. c) Include a high-level project plan for all the tasks shown in the Solution Requirements.

2. Past Performance

a) Past experience assisting government activities with RFID assessments, analyses, business process reengineering or commercial industry of similar scope.

b) Past experience with development of implementation plans and installing and supporting RFID systems.

c) Past experience with RFID oriented business processes.

d) Specific and current experience supporting government activities with RFID analysis and planning, or commercial industry projects of similar scope.

3. Technical Approach

a) Knowledge of private and public sector RFID development trends and emerging technology. b) Knowledge of the implications surrounding the requirements in the Solution Requirements and the

extrapolation of those implications in their technical response.

c) Approach to gathering / researching information on previous implementations similar to RPD asset environment.

d) Approach to evaluating RFID recommendations appropriate to the RPD’s mission. e) Approach to successfully accomplishing the deliverables of the Solution Requirements. f) Answers to the Solution Questionnaire.

In addition to the above and in order to receive consideration, responses must address all aspects as specified in this RFP. The following general criteria will be used to evaluate the responses:

• Ability of software to meet the RPD’s broad requirements;

• Software packages available now and enhancements planned;

• Vendor’s ability to support the City;

• Total cost which considers both initial acquisition and ongoing operating cost;

• Results of reference checks;

• Level, quality and type of client training and technical assistance provided;

• Upward compatibility for future growth;

• Ease of use and operation of the system;

(16)

B. EVALUATION CRITERIA

Proposals will be evaluated using the following weighted criteria: 1. Completeness

Each response will be reviewed before the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order.

2. Formal Evaluation a. Evaluation Process

The City will appoint an Evaluation Committee to formally evaluate each response. The evaluation process will objectively grade the responses on their merit and responsiveness. Responses will be evaluated based on the material and substantiating evidence presented in the response, and not on the basis of what could be inferred. The evaluation process will include verification of references, verification of project team resumes, confirmation of financial stability, and may also request additional information as determined by the City in its sole discretion.

b. Grading Format

All scores will be summed to give the grand total score. The maximum possible grand total score for the RFP response is 100 points.

c. Point Values

35 Points: Ability of hardware/software to meet City’s requirements; ease of use and operation of the system; ability of system offered to meet the technical requirements of this request for proposal.

15 Points: Experience and past performance of providing RFID systems in a police department or similar environment.

25 Points: Responses to Questionnaire

15 Points: Total cost, which considers both initial acquisition and ongoing operating costs

10 Points: Offeror’s ability to support RPD and City needs (Offeror staff qualifications) and level, quality, and type of client training and technical assistance provided

100 POINTS MAXIMUM PROPOSAL GRADE

3. Oral Interview

After the formal evaluations, the City may decide on oral interviews to address specific issues with selected Offerors.

4. Final Selection/Notification

Final selection will be made in accordance with Chapter 252, Texas Local Government Code. The evaluation of the RFP responses and the oral interview will be considered. The Offeror with the highest overall evaluation shall be selected. The City will notify the selected firm.

(17)

V. PRODUCTS AND SERVICES REQUIRED FROM THE SUCCESSFUL VENDOR

A. SUPPORT AND MAINTENANCE

The vendor shall be prepared to take responsibility for maintaining the supplied software following the initial warranty period under a separate agreement, which is renewable annually. Maintenance shall cover all new releases and updates of the software and correction of defects in the software, as well as, technical assistance in the identification and diagnosis of software problems.

The vendor must supply information regarding how maintenance and patches will be applied or backed out if problems arise. The vendor must supply information regarding the communication of patches and maintenance, including contact information.

The original computer manufacturer must provide hardware maintenance during the warranty period, either directly or under sub-contract to the software vendor. Maintenance shall cover corrective and preventive hardware maintenance under a separate agreement, which is renewable annually. Maintenance shall cover all new releases and updates of the system software and correction of defects in the software, as well as, technical assistance in the identification and diagnosis of problems.

B. DOCUMENTATION

The proposed system shall include complete documentation for all hardware and software products. The software documentation shall include the following manuals, at a minimum:

o Reference guides explaining each function and command.

o User guides containing procedures for using all system commands and functions.

§ Technical guides or manuals describing the operating system, utility programs and macro procedures.

Initially, the vendor must provide a minimum of three (3) paper copies and one CD-ROM copy of the application software manuals, and the manuals must be updated with each new release of the software. Users shall have the right to produce an unlimited number of copies of all documentation. Documentation for each hardware device shall describe the operational characteristics and construction of the device sufficiently to enable the performance of routine maintenance and troubleshooting.

C. DELIVERY AND INSTALLLATION

Pre-installation meetings must be started within thirty (30) days from the date of the official contract coming into force. The vendor shall propose a time schedule for delivery, which is designed to provide a complete implementation as soon as practical, with the minimum disruption of production work. The City reserves the right to negotiate changes in the schedule prior to entering into any contractual agreements.

The vendor will be responsible for assisting the RPD with physical installation of all hardware products for all systems on the City’s designated site.

D. WARRANTY

The vendor must supply information and explain the warranty of all software and hardware proposed. This warranty will remain in effect for 12 months following acknowledgement and acceptance of the completed system by the RPD.

E. REPORTING CAPABILITIES

(18)

F. OFF SITE VISIT

The offeror is requested to arrange for at least one potential site visit, to a comparable installation in the event that the vendor is selected as a participant in a final evaluation. It is highly desirable that such a site be a municipal government installation currently using all of the application packages proposed on a similar hardware platform with the same type and magnitude of transactions that will be processed by the RPD.

G. RETURN OF CONTRACTS

Once contracts are received by the successful vendor, the vendor must sign, notarize and return to the Purchasing Department within ten (10) days after receipt of contracts. Failure to comply could cause delay in payment of outstanding invoices unless the Purchasing Department is notified of any contract discrepancies or reasons for delay.

(19)

VI. QUESTIONNAIRE

Offerors shall submit answers to the following questions with their response to the request for proposal.

1. Do you support a single tracking system for numbered/non-numbered items?

____ Yes ____ No

Comments:

2. Do you support mobile and fixed RFID readers with a single application?

____ Yes ____ No

Comments:

3. Do you support RFID reader interchangeability without software?

____ Yes ____ No

Comments:

4. Do you support interface to satellite based tracking devices on patrol cars?

____ Yes ____ No

Comments:

5. Do you support IPV6 standard to protect against IP address future shortages?

____ Yes ____ No

Comments:

6. Do you support Real Time Location System applications?

____ Yes ____ No

Comments:

7. Do you support process flow emulation to test process changes prior to implementation?

____ Yes ____ No

(20)

Questionnaire Continued

8. Is authentication supported on the handheld and web application?

____ Yes ____ No

Comments:

9. Do you support encryption on web portal?

____ Yes ____ No

Comments:

10. Do you support encryption between handheld and the server?

____ Yes ____ No

Comments:

11. Do you support encryption in your integration services?

____ Yes ____ No

Comments:

12. Do you support encryption between the server and the fixed readers?

____ Yes ____ No

Comments:

13. Does your software have the ability to guarantee delivery of messages between handheld and server?

____ Yes ____ No

Comments:

14. Does your software have the ability to guarantee delivery of messages between server and external systems?

____ Yes ____ No

(21)

Questionnaire Continued

15. Does your software have monitoring tools and alert systems to monitor the health of the software and the downstream devices?

____ Yes ____ No

Comments:

16. Does your solution support the ability to operate control devices such as actuators, sensors and scales and notification devices such as lights, annunciators and LED’s?

____ Yes ____ No

Comments:

17. Is there a cost to migrate your solution to newly available RFID hardware when it becomes available in the market?

____ Yes ____ No

Comments:

18. Does your solution allow customization of newly identified asset attributes (weight, color temperature, etc.) into your solution?

____ Yes ____ No

(22)

Richardson Police Department RFP Pricing Matrix

1 Software & Maintenance

2 Software Item Version Price Unit Quantity Line Total Total

3 ex. Software Pkg 1.0 $ 1.00 1 $ 1.00 4 $ - 5 $ - 6 $ - 7 $ - 8 $ - 9 Total $ 1.00 10 Solution Configuration Services

11 Description Labor Category Hourly Rate Hours Line Total Total

12 ex. Custom Report Technician III $ 1.00 1 $ 1.00

13 $ - 14 $ - 15 $ - 16 $ - 17 $ - 18 $ - 19 $ - 20 $ - 21 $ - 22 $ - 23 $ - 24 $ - 25 Total $ 1.00 26 Deployment Services

27 Description Labor Category Hourly Rate Hours Line Total Total

28 ex. Installation Field Technician 1.00 $ 1 $ 1.00

29 $ -

30 $ -

31 $ -

32 $ -

(23)

34 $ -

35 $ -

36 $ -

37 $ -

Total 1.00 $

38 Hardware & Consumables

39 Description Model / Part # Price Unit Unit Quantity Line Total Total

40 ex. Tags M1001 1.00 $ 1 $ 1.00 41 $ - 42 $ - 43 $ - 44 $ - 45 $ - 46 $ - 47 $ - 48 $ - 49 $ - 50 $ - 51 $ - 52 $ - Total 1.00 $ 1 Grand Total 4.00 $

(24)

APPENDIX A

CITY OF RICHARDSON CONTRACTOR INSURANCE REQUIREMENTS

Contractors providing goods, materials and services for the City of Richardson shall, during the term of the contract with the City or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions:

1. Name the City, its officers, agents and employees as additional insured as to all applicable coverage with the exception of workers compensation insurance.

2. Provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance.

3. Provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. Certificate of insurance: A certificate of insurance evidencing the required insurance shall be submitted with the Bidder’s RFB/RFQ/RFP. If the contract is renewed or extended by the City a certificate of insurance shall also be provided to the City prior to the date the contract is renewed or extended. All coverage amounts listed shall be in United States dollars.

Type of Contract Type and Amount of Insurance

Professional Services General Liability insurance for Personal Injury (including death) and Property Damage with a minimum of $1 million per occurrence and $2 million aggregate, including Advertising Injury, Products Coverage

Professional Liability Insurance with a minimum of $1 million per occurrence and $2 million aggregate.

Workers Compensation insurance as required by state law.

Notices

The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All copies of the Certificates of Insurance shall reference the project name or RFP number for which the insurance is being supplied.

All notices shall be given to the City at the following address: City of Richardson

Purchasing Department P.O. Box 830309

(25)

APPENDIX B

RFP # 702-10

INSURANCE REQUIREMENT AFFIDAVIT (SUPPLEMENTAL INFORMATION)

(To be completed by appropriate Insurance Agent)

I, the undersigned agent, certify that the insurance requirements contained in this proposal document have been reviewed by me with the below identified vendor. If the below identified vendor is awarded this contract by the City of Richardson, I will be able, within ten (10) working days after being notified of such potential award, to furnish a valid insurance certificate to the City meeting all of the requirements contained in this proposal.

___________________________________________ Agent’s Name Printed

___________________________________________ Agent’s Signature

___________________________________________ Name of Insurance Carrier

___________________________________________ Address of Agency

___________________________________________ City, State, Zip

___________________________________________ Phone number where Agent may be contacted ___________________________________________ Vendor’s Name (please print or type)

SUBSCRIBED AND SWORN to before me by the above named _________________________ on this the _________________________day of ______________________, 20____.

_____________________________________________ Notary Public in and for the State of _______________.

NOTE TO BIDDER:

THIS FORM CANNOT BE SUBMITTED ELECTRONICALLY WITH YOUR BID AS IT MUST BE COMPLETED BY YOUR INSURANCE AGENT. FAX THIS FORM TO YOUR INSURANCE AGENT AND HAVE THEM FAX IT TO THE CITY OF RICHARDSON @ 972-744-5808. THIS FORM MUST BE RECEIVED BY THE PURCHASING DEPARTMENT BEFORE OR WITHIN 48 HOURS OF THE BID CLOSING DATE.

NOTE TO AGENT:

IF THIS TIME REQUIREMENT IS NOT MET, THE CITY HAS THE RIGHT TO DECLARE THIS VENDOR NON-RESPONSIVE AND AWARD THE CONTRACT TO THE NEXT LOWEST BIDDER MEETING THE SPECIFICATIONS. IF YOU HAVE ANY QUESTIONS CONCERNING THESE REQUIREMENTS, PLEASE CONTACT THE CITY OF RICHARDSON PURCHASING DEPARTMENT AT 972-744-4130.

(26)

APPENDIX C

CONFLICT OF INTEREST

A person or business, and their agents, who contract with the city or seek to contract with the city for

the sale or purchase of goods, services or property; are required by Texas Local Government Code,

Chapter 176, to file a conflicts disclosure questionnaire (FORM CIQ) created by the Texas Ethics

Commission which is available online at

www.ethics.state.tx.us

. The form must be filed with the City

of Richardson City Secretary no later than seven (7) days after the date the person or business

begins contract discussions or negotiations with the city, or submits an application, response to a

request for proposals or bids, correspondence, or other writing related to a potential agreement with

the city for the sale or purchase of goods, services or property. Such person and businesses, and

their agents, must also file an updated questionnaire not later than September 1 of each year in which

the person or business begins contract discussions or negotiations with the city, or submits an

application, response to a request for proposals or bids, correspondence, or other writing related to a

potential agreement with a city and within seven (7) days after the date of an event that would make

as filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if

the person or business filed a questionnaire or updated questionnaire after June 1 but before

September 1.

Please go to

http://www.cor.net/Purchasing/conflictofinterest.html

for a copy of City of Richardson

officers subject to conflict of interest disclosure and the Conflict of Interest Questionnaire (CIQ) forms.

(27)

APPENDIX D

CERTIFICATIONS AND REPRESENTATIONS M/WBE STATUS

___________________________________________________ IS CERTIFIED AS A:

(CHECK ONE, IF APPLICABLE) DISADVANTAGED BUSINESS ENTERPRISE

MINORITY-OWNED BUSINESS ENTERPRISE WOMEN-OWNED BUSINESS ENTERPRISE

A COPY OF THE CERTIFICATION FROM _____________________________ IS ATTACHED. * * * * * NOTE * * * * *

THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL NOT AFFECT THE PROPOSAL AWARD.

(SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT.)

CERTIFICATION OF NON-DISCRIMINATION

A. The contractor (successful offeror) and/or any subcontractor(s), if permitted, certifies complete compliance with the Federal Civil Rights Law and the Americans with Disabilities Act, agreeing to non-discrimination based on race, age, color, religion, disability, gender, ancestry, national origin, or place of birth in employment practices, programs and services. These practices, programs, and services shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other compensation; and selection for training, including apprenticeship.

B. The contractor shall in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, age, color, religion, disability, gender, ancestry, national origin, or place of birth.

C. Upon request by the City of Richardson, the contractor shall furnish all information or reports required to investigate his/her payrolls and personnel records, which pertain to current contract(s) with the City for purposes of ascertaining compliance with this non-discrimination certification.

(28)

APPENDIX E

CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submission of this proposal, the offeror certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;

B. Unless otherwise required by law, the prices which have been bid herein have not knowingly been disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening of proposals, directly or indirectly to any other offeror or competitor; and

C. No attempt has been made by the offeror to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

BID CERTIFICATION

The undersigned hereby certifies that he has read, understands and agrees that acceptance by the City of Richardson of the offer by issuance of a purchase order will create a binding contract. Further, he agrees to fully comply with documentary forms herewith made a part of this specific procurement.

NAME OF COMPANY

_______________________________________________________

- a Corporation, incorporated under the laws of the State of

_______________________________________________________ - a Partnership consisting of

_______________________________________________________ - an Individual trading as

_______________________________________________________

Having principal offices in the City of

_______________________________________________________

AUTHORIZED SIGNATURE

_______________________________________________________ ADDRESS _______________________________________________ CITY AND STATE ________________________ ZIP____________ PHONE NUMBER ________________________________________

(29)

APPENDIX F

LOWER TIER PARTICIPANT DEBARMENT CERTIFICATION

(Negotiated Contracts)

, being duly

(Name of certifying official)

sworn or under penalty of perjury under the laws of the United States, certifies that neither

, nor its principals

(Name of lower tier participant)

are presently:

v debarred, suspended, proposed for debarment,

v declared ineligible,

v or voluntarily excluded from participation in this transaction

by any federal department or agency

Where the above identified lower tier participant is unable to certify to any of the above statements in

this certification, such prospective participant shall indicate below to whom the exception applies, the

initiating agency, and dates of action.

Exceptions will not necessarily result in denial of award but will be considered in determining

contractor responsibility. Providing false information may result in criminal prosecution or

administrative sanctions.

EXCEPTIONS:

Signature of Certifying Official

Title

(30)

APPENDIX G

REFERENCE LIST Name of Agency: ____________________________________________________________

REFERENCE ONE

Government/Company Name: ___________________________________________________ Address: ___________________________________________________ ___________________________________________________ Contact Person and Title: ___________________________________________________ Email: ___________________________________________________ Phone: _____________________ Contract Period - Begin Date: ___________________________ Fax: _____________________ - Completion Date: _______________________ Scope of Work: ____________________________________________________________________ Version Installed: __________________________________________________________________ Vendor Installation Responsibility: _____________________________________________________ Special Notes about this project: ______________________________________________________ Self-Evaluated success of this project: __________________________________________________

(31)

Appendix G (continued) Name of Agency: ____________________________________________________________

REFERENCE TWO

Government/Company Name: ___________________________________________________ Address: ___________________________________________________ ___________________________________________________ Contact Person and Title: ___________________________________________________ Email: ___________________________________________________ Phone: _____________________ Contract Period - Begin Date: ___________________________ Fax: _____________________ - Completion Date: _______________________ Scope of Work: ____________________________________________________________________ Version Installed: __________________________________________________________________ Vendor Installation Responsibility: _____________________________________________________ Special Notes about this project: ______________________________________________________ Self-Evaluated success of this project: __________________________________________________

(32)

Appendix G (continued) Name of Agency: ____________________________________________________________

REFERENCE THREE

Government/Company Name: ___________________________________________________ Address: ___________________________________________________ ___________________________________________________ Contact Person and Title: ___________________________________________________ Email: ___________________________________________________ Phone: _____________________ Contract Period - Begin Date: ___________________________ Fax: _____________________ - Completion Date: _______________________ Scope of Work: ____________________________________________________________________ Version Installed: __________________________________________________________________ Vendor Installation Responsibility: _____________________________________________________ Special Notes about this project: ______________________________________________________ Self-Evaluated success of this project: __________________________________________________

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