A Community of Communities
REQUEST FOR PROPOSAL
P01.2015
MOBILE EMERGENCY COMMAND POST TRAILER
Closing: THURSDAY, JUNE 4, 2015 at 2:00 pm local time
Cape Breton Regional Municipality
Procurement Section
Suite 104, 1
stFloor
320 Esplanade
Sydney, NS B1P 7B9
CHECK LIST
PRIOR TO SUBMISSION PLEASE CHECK THAT YOU HAVE SUBMITTED A COPY OF
THE FOLLOWING DOCUMENTS
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SCHEDULE “A” – MUNICIPAL BY-LAW COMPLIANCE CERTIFICATE
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APPENDIX “A” – CONSULTANT, CONTRACTOR SUPPLIER HEALTH AND SAFETY
QUESTIONNAIRE
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QUADRUPLE (4) COPIES OF SUBMISSION IN A SEALED ENVELOPE PROPERLY LABELED
WITH CORRECT NUMBER
P01.2015
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GENERAL INSURANCE
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LETTER OF GOOD STANDING FROM WORKERS COMPENSAITON (WCB)
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RECEIVED ADDENDA NO. _____ TO NO._____ INCLUSIVE WERE CAREFULLY EXAMINED
DATED THIS ________ DAY OF ________________, 2015.
COMPANY NAME: ________________________________________________________________ ADDRESS: ________________________________________________________________ CITY/ PROVINCE: _________________________ POSTAL CODE: _______________________ PHONE NO.: _________________________ FAX NO.: ____________________________ EMAIL ADDRESS: _________________________________________________________________ WEBSITE: _________________________________________________________________ CONTACT NAME(please print):_________________________________________________________________ TITLE (please print): _________________________ PHONE NO.:_________________________
THE FOLLOWING INFORMAITON MUST BE COMPLETED TO ENSURE ACCEPTANCE.
FAILURE TO COMPLY WITH ABOVE MAY RESULT IN DISQUALIFICATION OF YOUR BID.
INSTRUCTIONS TO BIDDERS
REQUEST FOR PROPOSAL #P01.2015 MOBILE EMERGENCY COMMAND POST TRAILERClosing: Submit to the undersigned up to 2:00 P.M., THURSDAY, JUNE 4, 2015, the bid must be returned in a sealed envelope in QUADRUPLE (4) COPIES and must clearly designate P01.2015 to the Procurement Section, Financial Services Suite 104, 320 Esplanade, Sydney, N. S. B1P 7B9.
NOTE: FAXED / ELECTRONIC submissions are NOT acceptable and will not be considered
Questions & Clarifications: Any clarification required by a proponent must be requested in writing to the
responsible Buyer indicated in the Solicitation. Such requests must be provided in due time before the closing date in order to allow proper consideration and a reply. The response to a request for clarifications submitted by any Proponent will be posted on the Nova Scotia Government Website as an Addendum.
Withdrawal or Modification of Bid: Proponents may withdraw, replace or modify their bid up until the specified closing time, provided that this is done in writing. Any modification or replacement of a bid must be done in the same format as defined in the Solicitation. NOTE: FAXED / ELECTRONIC modifications are acceptable
Addenda: All addenda must be acknowledged in bid submission; proponents must monitor the Nova Scotia Government Tenders Website for any addenda that may be issued. CBRM staff no longer maintains plan takers lists, and no longer have knowledge of who has downloaded
opportunities. http://www.novascotia.ca/tenders/tenders/ns-tenders.aspx
Opening: Public opening will occur immediately following the time of closing in the first floor boardroom of the Civic Centre, 320 Esplanade, Sydney, N. S. The determining clock for authentication of date and time is the computer (network time), located in the Procurement Office, Suite 104.
Tenders requiring bid deposit: If a tender requires a non-refundable bid deposit only those companies who have complied with this request will be considered for acceptance.
TENDER CONTENTS:
(Section Applies to: Construction Contracts, Services & Sale of Municipal Property ONLY!)
Bid Security: Each tender must be accompanied by a certified cheque payable to the Cape Breton Regional Municipality or a Bid Bond on CCDC Form 220 for ten (10) percent of the tendered sum. Any withdrawal of the successful tender shall constitute forfeiture of the bid deposit.
Performance Security: A Performance Bond in the amount of fifty (50) percent contract price and Labour and Material Payment Bond in the amount of fifty (50) percent of the contract price will be required upon notification of award and before the signing date of the contract or issue of the Purchase Order.
Alternate Securities Acceptable: As an alternate to the Security Deposit and the Consent of Surety requirements stated herein, Contractors may submit a ten (10) percent bid security certified cheque, and subsequently upon notification of award, an additional ten (10) percent contract security certified cheque, in lieu of contract stated bonding.
Accompanying Documents: All bids must include the following documents:
- “Check List” Completed in full /Signed /Dated(Including acknowledgement of addenda)
- The signed Schedule “A” Municipal By-Law Compliance form attached to the tender documents. - A letter of Good Standing/Clearance from the Workers’ Compensation Board of Nova Scotia - Proof of current and valid Workplace Safety Certificate of Recognition(COR) from an authorized
institution(East Coast Mobile Medical, HSE Integrated Limited, Nova Scotia Construction Safety Association (NSCSA), Nova Scotia Trucking Safety Association, Occupational Health and Educational; Services 2002 Inc, Safety Services Nova Scotia or equivalent)
- Completed/signed Appendix “A” Consultant, Contractor, Supplier Health & Safety Questionnaire. - General liability insurance.
Prior to Contract Award – In accordance with section nine (9) of the CBRM Procurement Policy, the successful tenderer may be required to provide an approved Commercial Property Zoning Confirmation, issued by CBRM’s Development Officer, prior to award of contract.
Following completion of the tendered work, letters of clearance from both organizations, dated no earlier than the final day worked on the project, must be submitted with the final invoice for the project. This will form a condition of the tender in addition to any other conditions within the contract documents and specifications.
POLICY:
• The Agreement on Internal Trade (AIT), Atlantic Procurement Agreement (APA) and The Cape Breton Regional Municipality Procurement Policy are the governing documents used for all tenders. Copies of these documents are available on the CBRM Website or from the Financial Services Department, Procurement Section, Suite 104, 320 Esplanade Sydney, N.S. or by phoning (902) 563-5015
• Where identical goods and/or services are available, from a Cape Breton Regional Supplier, and a supplier from outside the regional area, the following shall apply:
o Regional suppliers will be allowed a 5% pricing preference, over suppliers outside the region when the total bid price before taxes is less than $25,000 on Goods, $50,000 Services and $100,000 on Construction.
o Regional suppliers qualify for the 5% price preference if they are a commercial taxpayer in the Cape Breton Regional Municipality.
• Successful bidder will be required to follow CBRM protocol as designated by Purchasing Department for delivery and invoicing.
• Payment: Any supplier having an account due to the Cape Breton Regional Municipality, which is in arrears, will have such arrears deducted from payments being made to the supplier.
The Cape Breton Regional Municipality reserves the right to reject any or all tenders or to accept any tender or part thereof considered to be in its best interest.
Leanne MacNeil Leanne MacNeil, Buyer Financial Services
SCHEDULE “A”
MUNICIPAL BY-LAW COMPLIANCE CERTIFICATE
This document forms part of and is incorporated in to the Tender. Bidders convicted of violations of any Cape Breton Regional Municipal By-Laws or found in contravention of the Dangerous and Unsightly Provision of the
Municipal Government Act, S.N.S. 1998, c. 18 shall be precluded from bidding on the tender. Successful bidders who subsequently are found guilty of violation of any Cape Breton Regional Municipal By-Laws or are found to have contravened the Dangerous and Unsightly Provision of the Municipal Government Act S.N.S. 1998, c. 18 shall have the tenders revoked and shall be precluded from bidding on subsequent tenders for a period of thirty-six months.
__________________ (hereinafter referred to as “The Bidder”) does hereby certify that the Bidder has not been found guilty of violation of any Cape Breton Regional Municipal By-Laws and has not been found to have contravened the Dangerous and Unsightly Provision of the Municipal Government Act S.N.S. 1998, c. 18 and furthermore hereby agrees to comply with all Cape Breton Regional Municipal By-Laws and the Dangerous and Unsightly provision of the Municipal Government Act, S.N.S. 1998, c. 18. The Bidder understands and agrees that any finding of guilt or contravention of any Cape Breton Regional Municipal By-Laws and provisions will result in the Tender being revoked and the Bidder being precluded from bidding on any subsequent Tender for a period of thirty-six months.
________________________ ________________________
Witness Bidder
CBRM INTERNAL USE ONLY
Approved by: ____________________________ Title: ____________________________ Date: ____________________________
CONSULTANT, CONTRACTOR, SUPPLIER HEALTH & SAFETY QUESTIONNAIRE
Consultants, Contractors or Suppliers wishing to submit Proposal\Tender to the Cape Breton Regional Municipality must complete this questionnaire and submit it to CBRM Finance Department with their bid information.
GENERAL INFORMATION:
Company Name: ______________________________________________________ Company Address: ______________________________________________________ Telephone Number: ______________________________________________________ INSURANCE/WORKERS’ COMPENSATION COVERAGE:
Is your company covered by general liability insurance, automotive insurance, umbrella policies, etc., that would cover the cost of damages to, and incidents involving third parties?
Is your company in good standing with the Workers’ Compensation Board for the Province of Nova Scotia?
If no, please explain _______________________________________________________________ SAFETY PERFORMANCE:
Does your company have any non-compliance or outstanding issues with the Nova Scotia Labour and Workforce Development, such as stop work orders, pending charges/prosecutions, or recent (within the last year) convictions or fines?
If yes, please attach a note explaining the details, including current status or resolution. SAFETY PROGRAM:
Does your company have a written health and safety policy signed by management?
Does your company have written safety policies, procedures and safe work practices applicable to the scope of work to be performed, including clearly defined safety responsibility for managers, supervisors and workers?
How do you communicate your safety policies and procedures?
________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ How often do managers/ executive officers visit the worksite? _____________________________
* Yes * No * Yes * No
* Yes * No
* Yes * No * Yes * No
________________________________________________________________________________ ________________________________________________________________________________ Does your company have a risk assessment procedure?
Does your company have a procedure in place for investigating incidents, accidents and near misses?
Please attach a list and contact information of all supervisors you will be using on site, as well as any safety coordinator or persons responsible for job site safety.
Do you provide on the job training to all employees?
Please indicate how you inform your workers, other workers or persons at or near the workplace of any workplace hazards to which they may be exposed.
________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ Do you have a disciplinary policy in place for anyone committing health and safety violations? Please Describe:
________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ Do you have a Joint Occupational Health and Safety Committee or Representative?
Do you have a preventative maintenance program for tools and machinery?
Do you have a health and safety policy in place for incorporating sub-contractors into the workplace?
Please provide any other information relating to other programs or activities that you believe demonstrate your company conducts their projects safely and in accordance with all health and safety requirements.
NOTE:
PLEASE BE ADVISED THAT DURING THE PROPOSAL\TENDER ING PROCESS OR AT ANYTIME DURING THE CONTRACTED WORK, CBRM MAY REQUEST COPIES OF POLICIES, PROCEDURES, RECORDS OR DOCUMENTATION OF PROOF FOR ANY QUESTIONS ANSWERED ON THIS QUESTIONNAIRE.
DO YOU AGREE TO PROVIDE THIS INFORMATION IF REQUESTED?
* Yes * No * Yes * No * Yes * No * Yes * No * Yes * No * Yes * No * Yes * No *YES *NO _______________________________________ ____________________________________ Signature Date Position/ Title
Request for Proposal – P01.2015 MOBILE EMERGENCY COMMAND POST TRAILER ADMINISTRATIVE INFORMATION
A. Issuing Office:
The CBRM’s Procurement Specialist listed herein is to be the sole point of contact concerning this RFP. Offerors shall not directly contact other personnel regarding matters concerning this RFP or to arrange meetings related to such.
B. Official Means of Communication:
All official communication from the CBRM to offerors will be via postings on an electronic solicitation notification system, the Nova Scotia Provincial Website (http://novascotia.ca/tenders/tenders/ns-tenders.aspx). The Procurement Specialist will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received,
clarifications to requirements, and the announcement of award. It is incumbent upon offerors to carefully and regularly monitor the Nova Scotia Provincial Website for any such postings. In addition, communications may be sent to attendees of the pre-proposal conference, if any, via fax or email. C. Inquiries:
Prospective offerors may make written inquiries by e-mail concerning this RFP to obtain clarification of requirements. Inquiries regarding this RFP (be sure to reference RFP number) should be referred to: E-Mail: [email protected]
Subject Line: P01.2015
Response to offerors’ inquiries will be published as a modification on the Nova Scotia Provincial Website in a timely manner. Offerors cannot rely on any other statements that clarify or alter any specification or other term or condition of the RFP.
Should any interested offeror, sales representative, or manufacturer find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Procurement Specialist of such matters immediately upon discovery.
D. Insurance:
The successful contractor will be required to provide a Certificate of Insurance or other proof of
insurance naming the Cape Breton Regional Municipality as "additional insured". Coverage must include COMMERCIAL GENERAL LIABILITY coverage with minimum limits of $1,000,000, and WORKER’S
COMPENSATION coverage with limits in accordance with Provincial requirements. E. Modification or Withdrawal of Proposals:
Proposals may be modified or withdrawn by the offeror prior to the established due date and time. F. Minor Informalities:
Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other vendors. The Procurement
Specialist may waive such informalities or allow the vendor to correct them depending on which is in the best interest of the CBRM.
G. Responsibility Determination:
The CBRM will make awards only to responsible vendors. The CBRM reserves the right to assess offeror responsibility at any time in this RFP process and may not make a responsibility determination for every offeror.
H. Acceptance of RFP Terms:
A proposal submitted in response to this RFP shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the offeror shall indicate acknowledgment of this condition. A submission in response to this RFP acknowledges
acceptance by the offeror of all terms and conditions as set forth herein. An offeror shall identify clearly and thoroughly any variations between its proposal and the RFP in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.
I. Protested Solicitations and Awards:
Any actual or prospective offeror who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the CBRM’s Purchasing and Contracts Manager. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto. With regard to requirements or specifications set forth in this RFP, it is important for offerors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.
J. Confidential/Proprietary Information:
The CBRM neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for the material that is proprietary or confidential. However, requests for confidentiality can be submitted to the Procurement Specialist provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the offeror. The Procurement Specialist will make no attempt to cure any information that is found to be at a variance with this procedure. The offeror may not be given an opportunity to cure any variances after proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered
confidential/proprietary. Questions regarding the application of this procedure must be directed to the Procurement Specialist listed in this RFP.
K. Acceptance of Proposal Content:
The contents of the proposal (including persons specified to implement the project) of the successful contractor shall become contractual obligations into the contract award. Failure of the successful offeror to perform in accordance with these obligations may result in cancellation of the award and such offeror may be removed from future solicitations.
L. RFP Cancellation:
The CBRM reserves the right to cancel this RFP at any time, without penalty. M. Negotiation of Award:
In the event only one (1) responsive proposal is received by the CBRM, the CBRM reserves the right to negotiate the award for the services with the offeror submitting the proposal in lieu of accepting the proposal as is.
N. Contract:
A sample copy of the Form of Agreement will use as a contract for the services specified in this RFP is included as an Attachment for your review. The attached contract is only a sample and is not to be completed at this time. Please note in your proposal exceptions and modifications to the contract you desire be made. Any exceptions or modifications to the contract may be grounds for considering a proposal non-responsive.
O. RFP Response/Material Ownership:
All material submitted regarding this RFP becomes the property of the Cape Breton Regional Municipality, unless otherwise noted in the RFP.
P. Incurring Costs:
The CBRM is not liable for any cost incurred prior to issuance of a legally executed contract and/or a purchase order.
Q. Utilization of Award by Other Agencies:
The Cape Breton Regional Municipality reserves the right to allow other Province and local
governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the Cape Breton Regional Municipality in the current term or in any future terms.
R. Non-Discrimination:
The offeror shall comply with all applicable provincial and federal laws, rules and regulations involving nondiscrimination on the basis of race, color, religion, national origin, age or sex.
S. News Releases:
Neither the CBRM, nor the offeror, shall make news releases pertaining to this RFP prior to execution of the contract without prior written approval of the other party.
T. Certification of Independent Price Determination:
1. By submission of this proposal each offeror certifies, and in the case of a joint proposal 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 quoted in this proposal have not been knowingly disclosed by the offeror and will not knowingly be disclosed by the
offeror prior to opening, directly or indirectly to any other offeror or to any competitor; and (c) No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.
2. Each person signing the Request for Proposal form of this proposal certifies that: (a) He/she is the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action
contrary to (1)(a) through (1)(c) above; or (b) He/she is not the person in the offeror’s organization responsible within that organization for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (1)(a) through (1)(c) above.
3. A proposal will not be considered for award where (1)(a), (1)(c), or (2) above has been deleted or modified. Where (1)(b) above has been deleted or modified, the proposal will not be considered for award unless the offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the CBRM’s Purchasing and Financial Manager, or designee, determines that such disclosure was not made for the purpose of restricting competition. U. Taxes:
The Cape Breton Regional Municipality, where applicable, will be responsible for payment of taxes. V. Assignment and Delegation:
Neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.
W. Availability of Funds:
Financial obligations of the Cape Breton Regional Municipality payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the CBRM.
X. Unlawful Employees, Contractors and Subcontractors:
Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor shall not knowingly contract with a subcontractor that (a) knowingly employs or contracts with an illegal alien to perform work under this Contract or (b) fails to certify to the Contractor that the subcontractor will not knowingly employ or contract with an illegal alien to perform work under this Contract.
Y. Verification Regarding Illegal Aliens:
Contractor has confirmed the employment eligibility of all employees newly hired for employment to perform work under this Contract through participation of resources available.
Z. Limitation Regarding Program:
Contractor shall not use procedures to undertake preemployment screening of job applicants while performing this Contract.
AA. Duty to Terminate a Subcontract; Exceptions:
If Contractor obtains actual knowledge that a subcontractor performing work under this Contract knowingly employs or contracts with an illegal alien, the Contractor shall, unless the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien:
1. notify the subcontractor and the CBRM within three days that the Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and
2. terminate the subcontract with the subcontractor if, within three days of receiving notice that the Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien, the subcontractor does not stop employing or contracting with the illegal alien.
BB. Duty to Comply with Investigation:
Contractor shall comply with any reasonable request of the Department of Labor and Employment made in the course of an investigation.
CC. Damages for Breach of Contract:
In addition to any other legal or equitable remedy the CBRM may be entitled to for a breach of this Contract, if the CBRM terminates this Contract, in whole or in part, due to Contractor’s breach of any provision of this Contract, Contractor shall be liable for actual and consequential damages to the CBRM. PROPOSAL SUBMISSION
Following are the response requirements for this RFP. All specific response items represent the minimum information to be submitted. Deletions or incomplete responses in terms of content or aberrations in form may, at the CBRM’s discretion, render the proposal non-responsive.
Offerors shall submit in a sealed package:
• One (1) Original Proposal, identified as “Original” • 03 Copies of Proposal
• One Copy of Proposal on a CD-ROM.
To facilitate the evaluation, offeror shall submit and organize all responses in the same order as listed in Section. Proposals that are determined to be at a variance with this requirement may not be accepted. The CBRM only accepts proposals in hard copy format and does not accept proposals submitted via fax, email, or other electronic means.
Late proposals will not be accepted. It is the responsibility of the offeror to ensure that the proposal is received at the Cape Breton Regional Municipality’s Purchasing Department on or before the proposal opening date and time.
The outside of the package will include the following information:
Company Name RFP Title RFP Number Due Date and Time
Procurement Specialist Name RESPONSE FORMAT
The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive.
A. Cover Letter.
Include a cover letter introducing your company, summarizing your qualifications, and detailing any exceptions to this RFP (please note that significant exceptions may make your proposal non-responsive). This letter should also provide principal contact information for this RFP, including address, telephone number, fax number, e-mail, and website (if applicable).
B. Use of Subcontractors/Partners
There may be areas for use of subcontractors or partners in this project. If you are utilizing this approach, your proposal must list the subcontractors/partners, their area(s) of expertise, and include all other applicable information herein requested for each subcontractor/partner. Please keep in mind that the CBRM will contract solely with your company, therefore
subcontractors/partners remain your sole responsibility.
C. Minimum Mandatory Qualifications.
Include an itemized description of how your company meets each of the minimum mandatory qualifications outlined. Failure to meet or exceed these requirements will disqualify your response.
D. Company Information
1. Provide the following information as listed: Company Name, Address, Phone Number, and Names of Principals.
2. Identify the year in which your company was established and began providing services. 3. Describe any pending plans to sell or merge your company.
4. Provide a comprehensive listing of all the services you provide.
E. Evaluation Criterion #1 – Approach to Scope of Work and Scheduling
1. Completeness and compliance of proposal submitted.
2. Features of vehicles, quality & detail of workmanship, and capabilities & specifications as provided in the offeror’s proposal.
3. Describe how teams will handle quality control, specifically how design and construction issues will be monitored and resolved.
4. Describe any project approaches or ideas that you would apply to these projects and that you feel would enhance the quality of your services and/or the final products. 5. Describe how the design build process will benefit the CBRM for this project. 6. Provide a proposed timeline or schedule for the work including development of
preliminary design, review meetings with CBRM staff, completion of final design, and construction sequencing. Show milestones and completion dates on the schedule.
F. Evaluation Criterion #2–Preliminary Price and Discounts
1. The preliminary projects budget submitted with this proposal must be equal to or less than the CBRM’s established budget.
2. The prepayment discount offered and the terms and conditions of said discount.
G. Evaluation Criterion #3 - Company and Personnel Qualifications
1. Provide the names and resumes of the primary project managers as well the names and resumes of the key personnel, including lead project designers, who will be working on these projects and what their roles and responsibilities will be.
2. List the names of any subcontractors you expect to use, their qualifications, and the services to be provided by the subcontractors. Also, include the names and resumes of the key subcontractor personnel who will be working on the projects.
3. Provide information on at least five recent accounts of similar scope. Include, at a minimum, the following information: 1) company name, 2) contact name, 3) phone number, 4) fax number, 5) email address, 6) brief description of project scope and value, 7) status of project.
Note: The CBRM reserves the right to contact the references provided in proposals as well as other references without prior notification to offerors.
H. Evaluation Criterion #4 –Customer Service and After-Sales Service and Support 1. Describe, with examples, your customer service philosophy.
2. Describe your after-sales service and support.
3. Describe all guarantees and warranties offered on the vehicles including all components, accessories or appliances built into or onto the vehicles. Describe what is covered and what is not covered. Identify whether or not the installation of items provided by the CBRM is guaranteed or warrantied and what the terms are. Identify and describe all extended warranty options, and any deductibles.
4. Identify warranty service facilities, authorized to repair, or facilitate the repairs, of the Public Safety Mobile Command Post and their various components.
5. Identify the types of warranty related repairs which must occur at your facility or facilities, where the facility or facilities are located, the typical turnaround time for the repairs listed, and whose responsibility it will be to deliver and return the vehicles. 6. Provide information on the guarantee of parts and the percentage number of parts which can be obtained for the purchased vehicles within a 36-hour period delivered. 7. Provide information from at least five recent accounts which have had significant
warranty repairs made. Include, at a minimum, the following information: 1) company name, 2) contact name, 3) phone number, 4) fax number, 5) email address, 6) brief description of repairs required, 7) whether or not repairs were made at your facility. Note: The CBRM reserves the right to contact the references provided in proposals as well as
other references without prior notification to offerors.
I. Proposal Acknowledgement. Include the Checklist provided
EVALUATION AND AWARD
A. Proposal Evaluation
All proposals submitted in response to this RFP will be evaluated by a committee in accordance with the criteria described below. Total scores will be tabulated, and the contract will be awarded to the offeror whose proposal is deemed to be the most advantageous to the CBRM.
If the CBRM requests presentations by short-listed offerors, committee members may revise their initial scores based upon additional information and clarification received in this phase. Please note that presentations have been tentatively scheduled per the Schedule of Events on the first page of this RFP. If your company is invited to give a presentation to the committee, these dates may not be flexible. In preparing responses, offerors should describe in great detail how they propose to meet the specifications as detailed in the previous sections. Specific factors will be applied to proposal information to assist the CBRM in selecting the most qualified offeror for this contract. Evaluation criteria that will be used are as follows, listed in order of relative importance:
1. Approach to Scope of Work and Scheduling
2. Preliminary Price, Trade-in Allowance and Discounts 3. Company and Personnel Qualifications
4. Customer Service and After-Sales Service and Support
A presentation and/or demonstration may be requested by short-listed offerors prior to award. However, a presentation/demonstration may not be required, and therefore, complete information should be submitted with your proposal.
B. Determination of Responsibility of the Offeror
The Cape Breton Regional Municipality awards contracts to responsible vendors only. The CBRM reserves the right to make its offeror responsibility determination at any time in this RFP process and may not make a responsibility determination for every offeror.
The Cape Breton Regional Municipality’s Municipal Code defines a “Responsible offeror” as one who has “the capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.” The CBRM reserves the right to request information as it deems necessary to determine an offeror’s responsibility. If the offeror fails to supply the requested information, the CBRM shall base the determination of responsibility upon any available information or may find the offeror non-responsible if such failure is unreasonable.
C. Delivery
• Midterm inspection conducted to see progress and make any changes necessary. • Pre-Delivery Inspection to see final product before delivery.
• Please include all inspection pricing for 2 employees in proposal cost
• Please include all delivery prices in proposal (FOB DESTINATION, SYDNEY NOVA SCOTIA)
GENERAL INFORMATION/SCOPE OF WORK GENERAL OVERVIEW
The proposed mobile command trailer specified shall be new, current year, or newer production. Trailer design will be that of a 45’ trailer 5th wheel similar to the 2014 Featherlite model 4941.
The interior layout of the vehicle shall consist of four different areas listed front to back as follows: Front Zone – Command/Conference Area
Central Zone - Galley Area
Rear Zone – Communications Area Restroom Area
Our goals with our new command post are:
1. Durability: able to withstand the inclement weather that Pend Oreille County has to offer and fend off the encroachment of mold and mildew.
2. Longevity: able to last 20 years or longer without needing major renovation or repair. 3. Tailor made: able to work with designers regularly and be able to tailor make the trailer to
fit the needs of the Municipality and not be a cookie-cutter template that does not address our needs. This command post needs to be built for functionality and have the input of the Municipality in the design and placement of things.
4. Compatibility: able to work with our communication needs as requested. The successful proposer will need to work with the Municipality to insure that radios/satellite
systems/antennas/interoperability requirements will be properly done.
5. Proven track record: want a company that has built these types of command posts in the past. The vendor should have a proven track record of successfully designing & building aluminum command vehicles (including command trailers) for a wide range of customers within government, including law enforcement and at municipal, provincial & federal levels.
Front Zone (command/conference area)
The front zone is to be located at the front of the trailer. The front zone area will transition into the central zone through a pocket door. Based on the final design of the trailer, it is anticipated that the front zone will be approximately 11-13 feet long.
The Front Zone is to be configured as follows:
The top half of the interior walls shall be covered in dry erase writing surface and the bottom have covered finished with smooth, white, water resistant, pre- laminated panels.
The center area of the front zone will contain a removable, large, stainless steel surface, conference table.
- Table is to be approximately 104” long and 34” wide.
One 40 to 42-inch LCD monitor/TV mounted on the center of the front wall with capability of view the mast surveillance camera. The company is to provide the TV and mounting hardware.
The main electrical distribution panel with appropriate sized circuit breakers will be located in the front. The front zone area will have a roof top air conditioning/ heat with control. The unit size to be
recommended by the supplier.
Two double duplex receptacles to be installed at front of room. Dual Cat 6 rj45 data jack to be installed at front of room. Double duplex phone jack to be installed at front of room. System to secure chairs while vehicle is moving.
Center Zone
The center zone is to be located between the front zone and the rear zone. The center zone will transition into the rear zone through a pocket door which will separate the center zone and the rear zone. Based on the final design of the vehicle, it is anticipated that the center zone will be approximately 9-11 feet long.
The Center Zone is to be configured as follows:
The Galley is to be located on the road side of the trailer, starting directly behind the wall that separates the center zone and the front zone area. Starting directly behind the wall, the galley is to be configured as follows:
A cabinet mounted, single door, RV style refrigerator freezer. Refrigerator freezer size to be determinate later. Beneath the cabinet mounted refrigerator freezer is to be a double door cabinet for general storage. Above the refrigerator freezer is to be a microwave oven mounted in an overhead cabinet.
Next to the refrigerator freezer / storage cabinet is to be a standard, kitchen height, double door cabinet. The cabinet is to have a solid stainless steel countertop on it. A square stainless steel sink (minimum size) with gooseneck faucet installed in countertop next to the refrigerator freezer. Next to the double door cabinet is to be a standard, kitchen height, base cabinet with four pull out drawers. A permanent fax shall be located on top of the base cabinet with the appropriate wiring. Next to the base cabinet will be a workstation facing the road side. (See workstations for details) On the curb side of the trailer starting directly behind the wall that separates the center zone and the front zone area will entrance/exit door. The rest of the curb side center zone will be configured as follows:
A bench with padded cover and opens for storage will be located next to the door. Above will be overhead storage cabinets.
Next to the bench is to be a full length, floor to ceiling drawer/storage cabinet. The trailers electronic equipment will be stored in one of the storage cabinets. There will be three single door cabinets and one drawer.
Next to the drawer/storage cabinet will be a workstation facing the curb side. (See workstations for details). One flip LCD monitor/TV mounted with capability of view the mast surveillance camera will be installed at this workstation.
The central zone will have a roof top air conditioning/ heat with control. The unit size to be recommended by the supplier.
Rear Zone
The rear zone is located after the center zone. The rear zone will transition into the rear zone room through a pocket door. Based on the final design of the trailer it is anticipated that the rear zone will be approximately 9-11 feet long.
The rear zone is to be configured as follows:
Two workstation facing the road side. (See workstations for details) Two workstation facing the curb side. (See workstations for details)
Restroom Area
The restroom area is located after the rear zone. The rear zone will transition into the roadside bathroom through a partition wall with a man door. Based on the final design of the trailer it is anticipated that the restroom area will be approximately 4-5 feet long.
The curbside bathroom will transition to the exterior of the trailer through an entrance door.
Each Bathroom portion will be in an enclosed room with a power vent and will include, at a minimum, a flush toilet, sink with cabinet, mirror, and soap/paper towel/toilet paper dispensers. The Bathroom will be serviced by a water pump, water heater, and heated plumbing including fresh water and holding tanks.
Note: Wall switch is to be wired to turn on/off the bathroom light(s). Switch to open/close dome of vent, and start/stop fan.
One (1) electric wall-mounted heater, including thermostats and wall brackets to suit. A conceptual floor plan is attached to this RFP (Attachment B). Comparable floor plans meeting compliance of specifications will be considered.
Some of the technology systems for the vehicle include the following: Nova Scotia TMR 2 radio system, telephone system, routed internet access, networked audio/visual system, digital recorders, satellite television and a weather station.
The exterior of the vehicle will support several features and equipment including: • Generator
• Telescoping pneumatic mast with installed camera system • Roof access via ladder
• Antennas to include TV Satellite, Cellular, Wi-Fi and radio antennas • Hydraulic jack leveling system
• Roof-walk platform CONSTRUCTION
The vehicle must be constructed to meet all applicable federal standards including applicable Federal Motor Vehicle Safety Standards and Department of Transportation requirements.
BODY SHELL
New construction, custom designed overall length 45' long mobile emergency command post fifth wheel configuration 84" interior height and 96" interior width; 100" exterior with maximum. Similar to the 2014 Featherlite model 4941.
Company is required to provide full details on how the outer shell of the vehicle will be constructed, the materials used, and how it will be attached to and supported by the trailer’s framing.
The outer shell of the body will be of aluminum construction and the exterior color shall be white. 20 | P a g e
In its proposal, Company is to include a provision for a graphics package allowing for a moderate level of appropriately sized reflective decals, lettering and striping. It is understood a final cost will be based on the final graphics design for the trailer (TBD).
EXTERIOR LIGHTING
All exterior lights must comply with Federal Motor Vehicle Safety Standards and be Department of Transportation (D.O.T.) approved. Trailer lights should consist of:
Clearance/Marker Lights – LED, amber Rear Tail/Stop Lights – LED, red Rear Tail Lights – LED, amber Rear Back-up Lights – LED, white License Plate Light
Side (amber) and Rear (red) vehicle reflectors as may be required
Scene Lights - Four (4) exterior surface mount, white LED. Two on each side. Lights to be switched separately. Lights need to have the generator running or have shore cord hooked up first.
Reversing lights near the front of the vehicle, commonly termed "docking lights", which illuminate the adjacent backing path, and supplement the regular rear-mounted back-up lights.
On the curbside of the MCP there should be Strobe Beacon, High Profile, Green light mounted to represent mobile command post.
Two (2) exterior LED lights with switch near the generator door and one near the refueling neck for night time use.
Ground affect lighting.
Two (2) anti-bug outside door lighting near the two entrance/exit doors.
Appropriate lighting near the rear ladder and roof-walk platform for night time use. Company is to provide specifications on lights / configurations they are recommending. ENTRANCE/EXIT DOORS
The command post shall have two (2) entrance/exit doors located on the curbside, one (1) near the galley area and the other for the curbside bathroom. The entrance/exit doors to be to be approximately 32” wide x 80” high. A screen door is to be included. Door to include a solid rectangle window mounted in the upper section of the door. Size TBD. A device to hold the door open will be provided. The window 21 | P a g e
is to be tinted to 50% of light transmission. The windows are to be fitted with travel-safe, window coverings. To reach the doorway and main floor of the vehicle, there will exterior slide out / fold down steps with a detachable, metal, handrail system. Steps and risers are to be constructed using rust and corrosion resistant, diamond pattern, and aluminum tread plate. Steps/step area are to be illuminated for safety. This doorway is not to have an interior step-well.
GENERATOR
The Mobile Command Trailer is to be equipped with a high quality, dependable, reliable, easy start-up, and easily serviceable quiet diesel generator (minimum) (KW to be determine). Given the final build of the trailer and all of its electrical requirements, the generator recommended must meet these
requirements with capacity to spare.
The generator shall be housed in a separate compartment at the front of the trailer with slide out for easy servicing. At a minimum, generator installation will be in full accordance with manufacturer’s recommendations. Generator exhaust is to be routed through the trailers floor/roof and then directed away from the vehicle. The generator shall be insulated to reduce noise. The generator shall have a critical noise muffler to reduce noise. The generator controls shall be located inside near the conference room doorway. If necessary, or prudent, generator is to have a dedicated battery for startups.
Company is provide full specifications on the generator recommended, location and type of controls and meters, battery support, how it will be installed inside its compartment and how the generator itself and/or its installation facilitates service and repair. Installation is to include sound and vibration mitigation.
Company shall supply & install diesel fuel tank. The tank size will be decided at a later date. Also a gauge located in the command trailer to monitor fuel level shall be installed.
EXTERIOR ELECTRICAL OUTLETS
Eight (8) 120v AC GFCI duplex receptacles with weatherproof covers are to be installed on the exterior of the vehicle. Four located on the road side and four located on the curb side.
One (1) shore power inlet with watertight cap is to be installed on the road side of the trailer with minimum 50’ power cord. Note: Automatic transfer switch is to be installed to prevent simultaneous use of generator and the shoreline cord power.
One (1) shore power inlet is to be installed for the purpose of providing power to the trailer when stored and out of service. At a minimum, battery chargers, the refrigerator, and certain 120v receptacles will need to have access to power through this source. Specifics and location of inlet TBD.
LEVELING SYSTEM
Trailer is to be equipped with a fully automatic, straight-acting, power-extend/power-retract leveling system fully capable of leveling this vehicle as built out quickly and with minimal flexing of the structure. A system with kick-down jacks is not acceptable. System shall have a control panel located near the conference room with a manual override feature. System to have a safety interlock when the jacks are deployed. Company is to provide specifications on the system they are recommending.
Recommendation needs to take into consideration not only the size and weight of vehicle, but that the vehicle will be, at times, deployed to rural areas and may not always be parked on paved roadways. Specifications to include how and where from the leveling system will be controlled.
AWNING
One (1) 16’ automatic power awnings is to be installed on the curb side of the trailer. Awning material will be woven acrylic fabric. Color TBD. Hardware is to be Polar White. The outside awning shall be electric powered with remote and wind sensor.
WEATHER STATION
Vehicle is to be equipped with a Weather System, vehicle-mounted, with Software and a touch screen, panel mounted, LCD display (location TBD).
Company to provide specifications/features of model recommended and vehicle installation/system networking.
PNEUMATIC MAST
Vehicle is to have a rear mounted, heavy-duty, non-locking, telescoping pneumatic mast capable of elevating and accommodating a pan/tilt/turn surveillance camera, one of the vehicle’s radio antennas. Mast is to have an extended height of approximately 40’, a nested height of approximately 7’, and a maximum top load capacity of at least 150 lbs. Mast must be able to function in below freezing temperatures, hot temperatures and in windy conditions.
Company is to price, as an option, the installation of a mast safety system to include an interlock feature to prevent vehicle from being driven if mast is raised. Mast must be easy to maintain/service.
MAST MOUNTED EQUIPMENT
Equipment to be mounted on the mast consists of a pan/tilt/turn surveillance camera, one of the vehicle’s radio antenna. The camera should be viewable from a monitor at workstation one (1) and a TV
in the conference area. In regards to the camera system, it is understood there are a variety of
makes/models/systems to choose from. Whatever system the Company recommends, it needs to meet or exceed the following minimum requirements (product references are provided solely to provide assistance in meeting minimum specifications):
• Camera must be a high resolution day/night camera with color, black & white, and IR
capabilities. Camera would operate in color with sufficient daylight and switch to black & white as light decreases. With little or no light, and with an infrared light source, the camera would switch to IR mode.
• Camera is to have a motorized 30X zoom capability.
• A medium-duty pan/tilt with a 0-355º pan and a ±90º tilt range. Pan/tilt should be capable of auto/random scan and handle up to a 40 lb. load.
• Camera is to be enclosed in an outdoor rated camera enclosure with heater and blower and for use with a pan/tilt.
• Narrow beam IR Illuminator.
• 1 (TBD) combination pan, tilt, zoom controllers.
In addition to the above, Company will also need to provide required power sources/transformers, switches, control modules/receivers, etc., to enable system to operate. In addition, Company to provide high quality components, wiring, cables, hardware and supplies as may be needed to complete the installation.
Company is to provide specifications on the system they are recommending for installation including additional components needed so the system will interface with the vehicle’s networked audio/video system.
System must also be set up so that video from the camera can be recorded and video still images can be printed out on a color printer.
In regards to the radio antenna, the vehicle’s radio system will require the installation of antennas. One will be installed on the mast with the others being installed on the rooftop. Preference for the mast installation is to have the antenna pointing upwards without interfering with the operation of the camera. Company to provide full specifications on system and installation to include emergency by-pass safety features.
LADDER
Aluminum roof access ladder affixed to structural members installed at rear of vehicle, and include non-slip step design. Includes an aluminum diamond plate kicker panel installed to protect paint finish on rear wall of body.
ROOF – WALK (Platform)
Roof platform should be securely attached to structural members, and designed to accept the intended weight of four (4) personnel. The platform should be ten feet in length started from the rear of the trailer and the width of the trailer. The deck surface should be non-slip and non-reflective. The platform shall include swing-up safety railing.
UNDERCOATED
The entire undercarriage shall be undercoated. SATELLITE TV ANTENNA
One antenna is to be installed on the roof of the trailer to supply satellite television signal to the satellite TV receiver to be installed inside of trailer. Components to interface with the vehicle’s networked audio/video system.
Company to provide and specify high quality components, wiring, cables, hardware and supplies as may be needed to complete the installation.
Receiver to be supplied by the municipality. ROOFTOP VENT
Five (5) vents, are to be installed on the roof of the vehicle at a location over the vehicle’s bathrooms, front zone, central zone and rear zone.
The bathroom vents are to be power and the remaining vents in the three zones can be manual. Company to provide high quality components, wiring, cables, hardware and supplies as may be needed to complete the installation.
ROOFTOP AIR CONDITIONERS
Given the environment the vehicle will be operated in (hot summers and winter) and based on the size and layout of vehicle, two roof mounted air conditioners with heat should be installed. If necessary, roof is to be reinforced where air conditioners are to be mounted.
Company is to provide specifications on type and model of AC units recommended for installation. ELECTRICAL SYSTEM
Based on the vehicle’s various electrical requirements, the vehicle will require a 120 AC and a 12v DC system. Each system must be grounded and fully rated for anticipated conversion load. Systems are to be designed, installed and labeled to facilitate easy serviceability. An Automatic transfer switch is to be installed to prevent simultaneous use of generator and the shoreline cord power.
All electrical circuits, breakers, distribution panels, wiring, cable, connectors, conduit, looms,
receptacles, power strips, batteries, chargers, converters, isolators, generator, etc. and the installation of same shall meet or exceed all applicable SAE, DOT and/or FMVSS standards/regulations as they pertain to the construction of this trailer.
Company is to provide specifications on distribution panels (120AC and 12v DC), circuit breakers, and shoreline setup they are recommending for installation. The panels will be installed in the front zone. Minimum Requirements:
Panels are to be fully accessible for maintenance • Panels should be located in the same proximity • Panels should allow for future expansion needs
• Circuit breakers shall be UL approved, be “indicating” type and resettable
• Enough circuits need to be installed and evenly distributed to prevent overloaded circuits • Breakers shall be sized to protect wire/circuits from damage when subjected to electrical
overload
• Only circuit breakers are to be used in the installation of electrical wiring.
• Circuit breaker functions are to be professionally identified by engraved or printed labels
Company is to provide specifications on the 12v DC wiring they are recommending for installation and their methods for installing, supporting, bundling, labeling and protecting the wiring.
Minimum Requirements:
The entire 12v DC wiring system shall be installed to modern Canadian automotive standards using best practices available at the time of the installation. Wiring shall be protected from chaffing, abrasion and high heat.
Company is to provide their recommendations on the best type, number, and capacity of batteries to power the 12v DC system of the command post, including the generator. Specifications to include how many of these batteries would be dedicated to certain functions, e.g., generator, auxiliary equipment, communications equipment, etc.
Company to provide recommendations, specifications and features for the type and number of converters, chargers, and isolators to be installed to fully support the vehicle’s 12v DC systems and where these items will be installed.
A charging system should be set up so the trailer is receiving power from a shoreline source or its generator. If power is being received from a shoreline source or the generator, then those sources provide the power, through a charger(s), to charge the batteries. Charger to be fully regulated to prevent battery overcharging.
INTERIOR LIGHTING:
Given the size of the trailer, Company is to provide their recommendations for illuminating the interior. LED lighting is preferred. Recommendations are to include specifications regarding type(s) of lighting fixtures, number of fixtures, installation, location and how they will be controlled.
Minimum Requirements:
Overhead lighting must be able to fully illuminate entire interior.
However control is established, each of the five areas of the vehicle should have independent control over room lighting.
Fixtures installed in the ceiling must be flush mounted.
Lighting fixtures are to be installed underneath each workstation overhead cabinet to allow for ample lighting in both day and night time operations. These fixtures are to be low profile in design if not flush mounted. These fixtures are to be independently switched.
The bathroom is to have independently switched room lighting.
Independently switched, or automatically activated, LED lights are to be installed above and/or to the rear of the electronics equipment.
INTERIOR ELECTRICAL OUTLETS
Given the size of the trailer, the power needs for all of the electrical accessories/components to be installed, including those in the electronics cabinets, and the need to have non-dedicated outlets, the Company is to provide their recommendations, unless otherwise specified for the number, type and amp ratings of the 120v AC and 12v DC receptacles to be installed. The number of receptacles connected to any one circuit is to be limited to avoid/prevent circuit overload.
Company to specify. Recommendations are to include specifications regarding types of receptacles/power strips, number of receptacles/power strips, and installation locations. Minimum Requirements for certain outlets (not all required outlets are listed below):
Where possible, receptacles/power strips installed for a dedicated purpose (televisions, computers, monitors, microwave, coffee pot, printer, electronics cabinets, etc.) are to be hidden from general view, e.g., in a cabinet, behind the equipment, below a countertop).
The cords for this kind of installed equipment should also be hidden from view. If necessary, cords can be shortened, standard cord plugs can be replaced with flat plugs or, if possible, recessed receptacles can be used.
Each workstation (6) is to have one undedicated 12v DC power outlet (with cap) and one undedicated 120v AC duplex receptacle installed for easy access.
One 120v AC GFCI duplex receptacle is to be installed in the bathroom near the sink (TBD).
One undedicated120v AC GFCI duplex receptacle is to be installed in the Galley, on a wall above the base cabinet. Specific location TBD.
Two undedicated 120v AC duplex receptacles are to be installed in the Central Zone near the conference table.
Receptacles are to be mounted in wall plates. TELEPHONE SYSTEM
Using quality wiring, cabling, hardware and supplies, Company to make provisions for eight standard landline inputs. Company to provide specifications.
The following telephone connections are to be installed with RJ45 jacks and cabling:
One duplex receptacle installation for the Front Zone conference table. Phone jacks are to be located so that at the front half of the table. Specific setup TBD.
One installation at each of the six workstations. Six telephones dedicated to these six locations. Specific setup TBD.
The Company will install an appropriate all-in-one printer / copier / fax / scanner. Company will need to install appropriate jacks in the Central zone room’s floor-to-ceiling storage cabinet in order to connect this device to the computer network (RJ45/CAT6) (for sending/receiving faxes).
Upon delivery of vehicle, Company to provide an ‘as built’ Phone System cabling schematic. RADIO SYSTEMS
The Company is to provide wiring, cabling, hardware and other necessary provisions at workstations one and three to complete and power the Motorola XTL 1500 P25 radio installation. Cables provided by Company are to meet or exceed Motorola specifications. Supplies and equipment provided by the Company must meet or exceed all applicable standards, codes or regulations pertaining to these types of radio system installations. Company to provide specifications. Specifications to include how wiring, cabling, etc., to be labeled and protected.
The first antenna cable run is to come from workstation one. It is to terminate at the vehicle’s
pneumatic masthead with a NMO mount with cap with the installation of an antenna at a later date. The preference is that the antenna be located on the topside of the masthead, but if necessary, it can be located on the bottom side to prevent the antenna from interfering with other mast mounted equipment.
The Company is to provide wiring, cabling, hardware and other necessary provisions at the remaining workstations and Front Zone (conference table) to have antenna drops for portables. The cable runs are to be terminated at the trailers roof with installing the antenna mount and properly ground.
The radios are to be supplied by the municipality. ROOFTOP ANTENNA INSTALLATION
The Company is to provide wiring, cabling, hardware and other necessary provisions at the workstations and Front Zone (conference table) to have antenna drops for base and portable radios. These antennas runs have to change to accommodate VHF, TMR, Air Marine radios whatever the situation deems using the same cable. Therefore, the cable runs are to be terminated at the trailers roof on a metal hinge able antenna rack with ground plane, on which attached are NMO mounts with cap.
As part of different systems or equipment to be installed inside of the vehicle, as specified later on in this RFP, the following antennas or antenna connections will also need to be installed:
Antenna for Satellite TV
Cellular Antenna to accept cellular device for commercial router (Wi-Fi) COMPUTER SYSTEM
The computer system of the vehicle is to be “networked” and will be required to access/handle a number of different tasks and run various programs. This includes but is not limited to the following: Trailer’s onboard weather station
Access the municipality’s various computer network drives
Access the Internet via cellular connection, Wi-Fi connection and satellite connection Access and use of the vehicle’s all-in-one printer/fax/copier/scanner
Microsoft Office (Word, Excel, PowerPoint, etc.) Adobe software/programs
The above list is to provide the Company with some insight on what will be demanded of the computer system so the Company will be better informed when preparing its recommendations and specifications for building and installing the necessary network to support the trailer’s computer system. The Company will not be responsible for programming the vehicle’s computers.
In building the network, CAT 6 cabling, USB connections, patch panel(s), patch cords, satellite antenna, cellular internet antenna and any other equipment, components, wiring, cables, connectors, conduit, etc., as may be necessary to complete the network and make the system fully functional and integrated. Installation of the computer system and its supporting components is to be done with high quality wiring, cables, components (switches, antennas, etc.), connectors, etc. A fully networked, robust, and functional system is to be the result. These items and their installation are to meet or exceed all applicable standards, codes or regulations pertaining to this type of networked computer system installation. Company to provide specifications on what they will be installing and how they will achieve system integration. Specifications to include how wiring, cabling, antenna cabling, etc., is to be labeled and protected. Any in-the-wall USB connections are to be secured to prevent disconnections.
A number of the programs/tasks listed previously which the computer system must handle are accessed through the Internet. The Company is to provide access to the Internet in three different ways:
1. Wi-Fi access through wireless, high speed, Internet service 2. cellular Internet service
3. satellite service
Given that multiple Internet services will often be available simultaneously, the Company is to recommend the necessary components/system to not only route these services into the vehicle but then distribute them to the computer system. Since only one Internet service will be used at a time, access to Internet services by the computer system must be managed automatically and be based on availability and then by priority.
In addition to the selected Internet service being routed to the trailer’s various computers via a hardline connection (RJ45/CAT6), the selected service is also to be routed to a modem or other device in order to create a wireless hotspot in and around the vehicle. This wireless hotspot is to be accessible by
personnel bringing wireless capable laptop computers or tablets into or near the vehicle. The Company is to provide specifications on their recommendations for how this will be accomplished and how wide a hotspot will be created.
For the computer system to access cellular Internet service, the municipality will need to install an appropriate 3G, 4G, or 3G/4G router based on the cellular Internet service provider the Municipality chooses. The router is to have an external antenna installed in/on the trailer.
For the computer system to access satellite Internet service, the Company will need to provide and install a broadband satellite antenna and the municipality will install the satellite internet router. AUDIO/VISUAL SYSTEM
The Company is to provide specifications on providing a networked audio/visual (A/V) system for the trailer which would access various A/V sources and route them for viewing to the television and monitor/TV to be installed in the trailer. From each of the television and monitor/TV, the Municipality desires the ability to access and view the following:
• Television programming available through the Satellite TV antenna • Video from the trailer’s mast mounted pan/tilt/turn surveillance camera
In addition to the above, the Municipality also desires to have the ability to do the following:
• Stream video from the mast mounted camera to the Municipality’s Emergency Coordination Center (ECC)
• Conduct Audio/Video conferencing between the Command Room and the Municipality’s ECC For the entire A/V System, the municipality will rely on the Company to advise what is and what is not possible and what various options may cost to meet different levels of Audio/Visual System capability. In building the network, the Company will be advised what equipment as may be necessary to complete the network and make the system fully functional and integrated.
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