City of Seattle
Invitation to Bid #CTY2743
Title: AMAG Security Equipment, Maintenance and Support
Closing Date & Time: 09/22/2010; 4:00PM
Schedule of Events / DateITB Release date / 09/01/2010/2010
Optional Pre-Bid Conference / 09/08/2010; 3:00PM
Deadline for Questions / 09/14/2010
Sealed Bids Due to the City / 09/22/2010; 4:00PM
Announcement of Apparent Successful Vendor(s) / 09/27/2010
Contract Award and Start Date / 10/01/2010
The City reserves the right to modify this schedule at the City’s discretion. Notification of changes in the response due date would be posted on the City website or as otherwise stated herein.
All dates and times are Pacific Time.
BIDS MUST BE RECEIVED ON OR BEFORE THE CLOSING DATE AND TIME AT THIS LOCATION:
Mark the outside of your mailing envelope indicating ITB #CTY2743
If delivered by the U.S. Postal Service, it must be addressed to:
David Stubblefield
City Purchasing
PO Box 94687
Seattle, WA 98124-4687
If delivered by a courier, overnight delivery or other service, address to
David Stubblefield
City Purchasing
Seattle Municipal Tower
700 5th Ave., #4112
Seattle, WA 98104-5042
1. BACKGROUND AND PURPOSE
Purpose:
The purpose of this solicitation is to establish contracts for the City of Seattle (City) with one or more qualified vendors for purchase, maintenance, minor repair and integration of access control and closed-circuit television (analog and digital) systems, software and related security systems at specified city locations. The City specifically seeks Verint and AMAG SymmetryV.6 (Pro, Enterprise and Global operating on Fault Tolerant Redundant Servers) and related equipment integrated into those systems. The City also has 10 AMAG and 5 Verint Software Support agreements in place that expire at various times. Winning vendors from this solicitation will be used to fulfill those needs as they arise.
With this solicitation, the City intends to build a small pool of the most qualified and competitive companies to provide these products and/or services. The City may place orders with any of the winning vendors, selecting the vendor that the City wishes to use in any manner that the City department placing the order chooses. The Department can select one, or the Department can ask for quotes or other information to select between the winning vendors. All quotes and work orders must be priced consistent to pricing stipulated in the contract.
2. SOLICITATION OBJECTIVES
The City expects to achieve the following outcomes through this solicitation:
v Allow direct access for City departments to work with qualified, certified vendors that are properly licensed and experienced;
v Ensure accessible support, maintenance and equipment, with protective warranty and with proper contractual performance requirements.
3. MINIMUM QUALIFICATIONS
The following are minimum qualifications and licensing requirements that the Vendor must meet in order to be eligible to submit a bid. Responses must clearly show compliance to these minimum qualifications. Those that are not clearly responsive to these minimum qualifications shall be rejected by the City without further consideration:
1. Must have been in business for 5 years.
2. For the past 3 years, must have been a continuously authorized reseller of American Magnetics (AMAG) and related equipment and services.
3. Must employ at least two technicians trained and currently certified in Installation, Service and Engineering via the AMAG Symmetry V6 Courses within the past 2years.
4. Company must be a registered contractor in the State of Washington
The Vendor, if other than the manufacturer, shall provide a current, dated, and signed authorization from the manufacturer that the Vendor is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to comply with this requirement may result in bid/ rejection.
4. LICENSING AND BUSINESS TAX REQUIREMENTS
This solicitation and resultant contract may require additional licensing as listed below. The Vendor needs to meet all licensing requirements that apply to their business immediately after contract award or the City may reject the Vendor.
Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if they are required to hold such a license by the laws of those jurisdictions. The Vendor should carefully consider those costs prior to submitting their offer, as the City will not separately pay or reimburse those costs to the Vendor.
Seattle Business Licensing and associated taxes
1. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.
2. A “physical nexus” means that you have physical presence, such as: a building/facility located in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).
3. We provide a Vendor Questionnaire Form in our submittal package items later in this RFP, and it will ask you to specify if you have “physical nexus”.
4. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Vendor and not charged separately to the City.
5. The apparent successful Vendor must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will result in rejection of the bid/proposal.
6. Self-Filing You can pay your license and taxes on-line using a credit card https://dea.seattle.gov/self/
7. For Questions and Assistance, call the Revenue and Consumer Affairs (RCA) office which issues business licenses and enforces licensing requirements. The general e-mail is . The main phone is 206-684-8484, or call RCA staff for assistance (Anna Pedroso at 206-615-1611, Wendy Valadez at 206-684-8509 or Brenda Strickland at 206 684-8404).
8. The licensing website is http://www.seattle.gov/rca/taxes/taxmain.htm.
9. The City of Seattle website allows you to apply and pay on-line with a Credit Card if you choose.
10. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact our office to request additional assistance. A cover-sheet providing further explanation, along with the application and instructions for a Seattle Business License is provided below for your convenience.
11. Please note that those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Vendor prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.
State Business Licensing and associated taxes.
Before the contract is signed, provide the State of Washington business license (a State “Unified Business Identifier” known as UBI #) and a Contractor License if required. If the State of Washington has exempted your business from State licensing (for example, some foreign companies are exempt and in some cases, the State waives licensing because the company does not have a physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State as a result of licensing shall be borne by the Vendor and not charged separately to the City.
Instructions and applications are at http://www.dol.wa.gov/business/file.html.
Permits: All necessary permits required to perform work are to be supplied by the Vendor at no additional cost to the City
Grounds- Keeping: The scope of work for this contract requires use of pesticides, and the winning Vendor must comply with WSDA’s licensing requirements for a commercial license, on or before contract signature. The City will require proof of licensing from the winning Vendor before contract signature. If the winning Vendor fails to prove compliance to the licensing requirements, the City will reject the Vendor.
5. SPECIFICATIONS and SCOPE OF WORK
The Scope of Work shall include purchase of equipment and related incidental installation, maintenance, minor repair and integration of access control and closed-circuit television (analog and digital) systems, software and equipment.
“Access control” includes, but is not limited to, electronic locks, card readers, keyless entry systems, intrusion detection systems, alarm management systems, gate and door hardware, intercoms, video phones, telephone entry systems, panic stations, panic alarms, photo identification badge systems, motion detection, cipher locks, microwave barriers, keys, key cards, padlocks, all Schlage products, security furniture (consoles and racks), covert security systems and equipment, audio detection equipment, electronic security training, asset tracking systems, incidental wiring, biometrics, wireless security systems, voice evacuation systems, x-ray machines and metal detectors, incidental fiber and fiber installation, security signage and any network or computer equipment associated with integrated access control systems.
This contract allows incidental installation work, but prohibits work that is more reasonably classified as a Public Works, such as installation that requires structural alteration to a permanent structure, or installation of a new permanent structure, whether for a building, roadway, landscape infrastructure or utility infrastructure.
An example of incidental installation includes: stringing or pulling cable that doesn’t require more than incidental trenching such as less than 10’, or camera placement on a pre-existing wall or fence. Examples of structural work that would be prohibited include: installation of a new fence, installation of new roofing, tear-down and replacement of a wall or similar.
As a control to prevent more than incidental installation work, all projects that require work and labor hours greater than $35,000 shall require prior written approval from the Buyer. The Vendor shall not accept, nor the City submit, a Work Order above $35,000 in labor without approval from the Buyer in the City Purchasing Department.
In all cases where installation and/or labor are required, prevailing wages shall apply. The City will require an Intent to Pay prevailing Wage be filed at the execution of the contract and an Affidavit of Wages Paid be filed at the close of the contract, however the Vendor may be required by L&I to file for each Work Order and should be prepared to do so if requested.
Prevailing wage rates dated 09/01/2010 shall apply. Wage rates are available at L&I's website: http://lni.wa.gov/TradesLicensing/PrevWage/WageRates/default.asp
· The bid submittal date of 09/15/2010 will be the effective date of the wages to use. If L&I makes a correction to the wages after the bid submittal date, those wages would not be effective for the contract. If L&I makes corrections to the wages after advertisement, but before the bid submittal deadline, those changes will be effective for the contract.
· Most of the work will be in King County, but there could be occasional requests for work in Skagit, Whatcom or Pend Oreille Counties.
· A copy of the prevailing wages are available for viewing at:
City Purchasing Office
Seattle Municipal Tower
700 5th Ave., #4112
Seattle, WA 98104-5042
For all work ordered or equipment purchase, the Vendor shall:
· Provide equipment compatible with the City’s existing AMAG system including cameras, detection devices, monitoring equipment, locking hardware, etc
· Commit to long-term customer support on 24 hours per day, 7 days per week basis.
· Have capacity to successfully complete work within the time specified by the Department and to have staffing and capacity to respond to such Work Order requirements.
· Provide 24-hour emergency service 365 days per year.
· Provide a minimum of a one (1) hour response via phone and four (4) hour on-site response with a qualified technician and necessary equipment to effectively repair the system (longer response time for City sites outside of the Seattle City limits).
· Provide Installation, Service and Help Desk Support of AMAG software, including integrated equipment.
Equipment for installation will be bench tested at vendor location and delivered for installation by vendor as “plug and play”. Equipment installation will be limited to installation incidental to maintenance where replacement is required or minor upgrades involving replacement of system components.
Information on City Standards
The following information is provided so interested Bidder’s can understand the operating environment for the City security systems.
Integration: The City standard for access control systems is:
· An integrated access control and alarm monitoring system with the capability of alarm graphics;,
· integrated badging;, and
· CCTV monitoring, using an SQL server database and the Windows 7 or Windows Server 2003 Operating System (or the future equivalent) for multiple workstations (required).
The system must be compatible with the American Magnetics (AMAG) V6.2 SMS Symmetry Software and must be configured for multiple site codes and multi-company configuration to allow segregated management at various locations including remote site support via Dial-up chains. Efficient alarm management with status and command from maps and comprehensive reporting capabilities, including scheduled reports is also required. The AMAG access control system must be designed to handle further expansion and upgrades as required to efficiently maintain the system. There can be no substitutes. The City uses AMAG (Pro, Enterprise and Global Symmetry Software, operating on Fault Tolerant Redundant Servers.
AMAG: The AMAG access control system is integrated with Pelco/Bosch CCTV systems. Because of this integration, the City of Seattle requires the vendor be experienced and knowledgeable with integrating AMAG with CCTV systems (and any necessary subsystems, e.g., panic alarms and intercoms).
CCTV: The standard for CCTV systems is:
· An integrated Pelco/Bosch CCTV system with fiber optic capability;
· Fixed color cameras;
· Color pan/tilt zoom cameras;
· Motion detection;, and
· The ability to interface with the V6 SMS Symmetry Video Management, Sequel and AMAG (Pro, Enterprise and Global) access control systems, Bosch panic alarms, and intrusion detection alarms.
The system must have the ability to print out clear, color CCTV photos of on-screen images; include 19-21” (unless a different size is specified) color monitors by Pelco; and color cameras by Pelco and Bosch. (The CCTV system must be designed to handle further expansion and upgrades as required to efficiently and effectively maintain the system.) The City also deploys Verint equipment (Nextiva with some still on LVM).