RFP Title: SBJC New Courtroom Monitors
RFP Number: RFP 13-62
REQUEST FOR PROPOSALSsUPERIOR COURT OF CALIFORNIA,
COUNTY OF SAN BERNARDINO
Regarding:
SBJC NEW COURTROOM MONITORSRFP 13-62
PROPOSALS DUE:
06 June 2014 no later than 3:00 PM Pacific time
1.0BACKGROUND INFORMATION
1.1The Superior Court of California, County of San Bernardino (hereinafter referred to as the “Court”), is seeking proposals for the purchase and installation and integration of video monitors in the courtrooms at the new San Bernardino Justice Center located in San Bernardino, California.
2.0DESCRIPTION OF GOODS AND/OR SERVICES
2.1 The Courtseeks the services of a person or entity that can provide the goods and services meeting the specifications as outlined below. Bidder must possess the necessary ability and expertise to purchase and install(78) new 56-inch courtroom monitors including conduit infrastructure, (2) monitors per courtroom,1 circuit for every (2) monitors, CAT6A cabling, terminations, testing and patch in IDF closets, installation of monitors & mounts, Crestron interface equipment and programming.All work is to be done after normal business hours, with the exception of programming, which may be done during normal business hours. After hours consists of 5:30 pm until 2:00 am.
Item Description / Unit / QuantityNEC/P533 MONITOR / Each / 78
CHIEF/TS525TU ARTICULATING WALL MOUNT / Each / 78
CRESTRON/DMCO-5500 DM OUTPUT CARD / Each / 1
CRESTRON/DMCO-53 DM OUTPUT CARD / Each / 34
CRESTROM/DM-RMC-SCALER-C SCALER / Each / 78
EXHIBITONE/CUSTOM 2-GANG PASS THRU PLATE / Each / 78
L-COM/TSP8048C6AS-25PK CAT-6 CONNECTORS / Each / 8
INSTALLATION / LOT / 1
Subject installations are for various courtrooms in the new San Bernardino Justice Center located at:
247 W. Third St.
San Bernardino, CA 92415
3.0TIMELINE FOR THIS RFP
The Court has developed the following list of key events related to this RFP. All dates are subject to change at the discretion of theCourt.
EVENT / DATERFP issued: / 16 May 2014
Deadline for questions / 21 May 2014
3:00 PM Pacific Time
Pre-proposal Conference / 28 May 2014
10:00 AM Pacific Time
Questions and answers posted / 27 May 2014
Latest date and time proposal may be submitted / 06 June 2014
3:00 PM Pacific Time
Non-Cost Evaluation of proposals (estimate only) / 09 June 2014
Public opening of cost portion of proposals / 13 June 2014
9:00 AM Pacific Time
Notice of Intent to Award (estimate only) / 16 June 2014
Contract/PO Award Date (estimate only) / 20 June 2014
4.0RFP ATTACHMENTS
The following attachments are included as part of this RFP:
ATTACMENT / DESCRIPTIONAttachment 1: Administrative Rules Governing (IT Goods and Services): / These rules govern this solicitation.
Attachment 2: General Terms and Conditions/Defined Terms –Information Technology / The General Terms and Conditions and Defined Terms will be incorporated into any resulting order and/or contract resulting from this solicitation subject to non-mandatory, non-material, and mutually agreed upon changes. See instructions on Attachment 3 regarding Proposer exceptions.
Attachment 3: Proposer’s Acceptance of Terms and Conditions / On this form, the Proposer must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and Conditions.
Attachment 4: General Certifications Form / The Proposer must complete the General Certifications Form and submit the completed form with its proposal.
Attachment 5: Small Business Declaration / The Proposer must complete this form only if it wishes to claim the small business preference associated with this solicitation.
Attachment 6: Payee Data Record Form / This form contains information the Court requires in order to process payments and must be submitted with the proposal.
Attachment 7: Payment Provisions / Payment provisions that govern this solicitation.
Attachment 8: Iran Contracting Act Certification / The Proposer must complete the Iran Contracting Act Certification and submit the completed certification with its proposal.
Exhibit A: Bidders Pricing Sheet / On this form, the proposer is to enter the pricing information as requested.
5.0PAYMENT INFORMATION
The type of award contemplated herein is Firm Fixed Price (FFP) therefore the following will apply:
- Progress or advance payments are not allowed under this solicitation.
- Travel and per diem expenses are not allowed under this solicitation.
- Payment shall be made upon completion and installation of the deliverables as set forth in Section 2.1 and Exhibit A of this RFP.
6.0Pre-proposal Conference
The Court will hold a pre-proposal conference on the date identified in the timeline above. The pre-proposal conference will be held at the Court’s offices at:
San Bernardino Justice Center
247 W. Third St.
San Bernardino, CA 92415
Attendance at the pre-proposal conference is MANDATORY. Each Proposer must be certain to check in at the pre-proposal conference, as the attendance list will be used to ascertain compliance with this requirement. The JBE will reject a proposal from any Proposer who did not attend the pre-proposal conference.
7.0SUBMISSIONS OF PROPOSALS
7.1Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the RFP’s instructions and requirements, and completeness and clarity of content.
7.2The Proposer must submit its proposal in two parts, the non-cost portion and the cost portion.
a.The Proposermust submitone (1) original and three (3) copies of the non-cost portion of the proposal. The original must be signed by an authorized representative of the Proposer. The original non-cost portion of the proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the cost portion. The Proposer must write the RFP title and number on the outside of the sealed envelope.
b.The Proposermust submitone (1) original and three (3) copies of the cost portion of the proposal. The original must be signed by an authorized representative of the Proposer. The original cost portionof the proposal (and the copies thereof) must be submitted to the Court in a single sealed envelope, separate from the non-cost portion. The Proposer must write the RFP title and number on the outside of the sealed envelope.
7.3Proposals must be delivered by the date and time listed on the coversheet of this RFP to:
USPS Registered/Special Delivery (Fed-Ex, UPS or Hand Delivery)
Superior Court of California, County of San Bernardino
CEO Office - Purchasing
247 W. Third Street – 11th Floor
San Bernardino, CA 92415-0302
7.4Late proposals will not be accepted.
7.5Only written proposals will be accepted. Proposals must be sent by registered or certified mail, courier service (e.g. FedEx), or delivered by hand. Proposals may not be transmitted by fax or email.
8.0PROPOSAL CONTENTS
8.1Non-Cost Portion. The following information must be included in the non-cost portion of theproposal. A proposal lacking any of the following information may be deemed non-responsive.
a.The Proposer’s name, address, telephone and fax numbers, and federal tax identification number. Note that if the Proposer is a sole proprietor using his or her social security number, the social security number will be required before finalizing a contract.
b.Name, title, address, telephone number, and email address of the individual who will act as the Proposer’s designated representative for purposes of this RFP.
c.Model number(s), specifications, or other description of the goods the Proposer proposes to supply to the Court, including warranty information.
d.Names, addresses, telephone numbers and email addresses of a minimum of three (3)clients for whom the Proposer has provided/conducted similar goods and services. The Court may check references listed by the Proposer.
h.Acceptance of the Terms and Conditions.
i.On Attachment 3, the Proposer must check the appropriate box and sign the form. If the Proposer marks the second box, it must provide the required additional materials. An “exception” includes any addition, deletion, or other modification.
ii.If exceptions are identified, the Proposer must also submit (a) a red-lined version of the Terms and Conditionsthat implements all proposed changes, and (b) a written explanation or rationale for each exception and/or proposed change.
i.Certifications, Attachments, and other requirements.
i.The Proposer must complete the General Certifications Form (Attachment 4) and submit the completed form with its proposal.
ii.TheProposermust submit with its proposal, for itself and each of its affiliates that make sales for delivery into California, a copy of either (i) a California seller's permit issued under Revenue and Taxation Code section 6066 et seq. or (ii) a certificate of registration issued under Revenue and Taxation Code section 6226.
iii.If Contractor is a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”), proof that Contractor is in good standing in California. If Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor conducts or will conduct (if awarded the contract) intrastate business in California, proof that Contractor is qualified to do business and in good standing in California. If Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor does not (and will not if awarded the contract) conduct intrastate business in California, proof that Contractor is in good standing in its home jurisdiction.
8.2Cost Portion. The following information must be included in the costportion of the proposal. The bidder is encouraged to use the spaces provided in Exhibit A which is attached to this RFP.
IT Goods:
- The cost per unit for the goods described in the non-cost information.
- Lead time for delivery ARO (after receipt of order)
IT Services:
i.A detailed line item budget showing total cost of the proposed services listing the proposed hourly charge(s) and estimated labor hours.
ii.A full explanation of all budget line items in a narrative entitled “Budget Justification.”
- A “not to exceed” total for all work and expenses payable under the contract, if awarded.
- Provide estimated time for completion of installation.
NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.
9.0OFFER PERIOD
A Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal due date. In the event a final contract has not been awarded within this period, the COURT reserves the right to negotiate extensions to this period.
10.0EVALUATION OF PROPOSALS
The cost portion of proposals will be publicly opened at the date and time noted in Section 3.0 at the Court’s purchasing offices located at:
247 W. Third Street, 11th Floor
San Bernardino, CA 92415-0302
The COURT will evaluate the proposals on a 100 point scale using the criteria set forth in the table below. Award, if made, will be to the highest-scored proposal.
If a contract will be awarded, the COURT will post a Notice of Intent to Award at:
CRITERIA / maximum number of pointsExperience on similar assignments / 30
Cost / 50 Points
Acceptance of the Terms and Conditions / 10
Ability to meet timing requirements to complete the project / 10
11.0CONFIDENTIAL OR PROPRIETARY INFORMATION
Proposals are subject to disclosure pursuant to applicable provisions of the California Public Contract Code and rule 10.500 of the California Rules of Court.The COURT will not disclose (i) social security numbers, or (ii) balance sheets or income statements submitted by a Proposer that is not a publicly-traded corporation.All other information in proposals will be disclosed in response to applicable public records requests. Such disclosure will be made regardless of whether the proposal (or portions thereof) is marked “confidential,” “proprietary,” or otherwise, and regardless of any statement in the proposal (a) purporting to limit the COURT’s right to disclose information in the proposal, or (b) requiring the COURT to inform or obtain the consent of the Proposer prior to the disclosure of the proposal (or portions thereof). Any proposal that is password protected, or contains portions that are password protected, may be rejected. Proposers are accordingly cautioned not to include confidential, proprietary, or privileged information in proposals.
12.0DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE
The Court’s DVBE participation goal is a minimum of 3% of the value of all Court contracts in any given fiscal year (July 1 thru June 30). To implement the DVBE program the Court may grant bidders that provide DVBE participation a DVBE incentive. The Court DVBE incentive for procurements awarded to the lowest responsible bidder may be initially 3%. The Court DVBE incentive for procurements awarded to the highest scoring bidder/proposer may also initially be 3%. Any bidder claiming the DVBE incentive for any procurement must submit the appropriate certifications as part of a complete bid package. The Court will not apply the DVBE incentive without the proper certifications on file.
13.0SMALL business preference
Small business participation is not mandatory. Failure to qualify for the small business preference will not render a proposal non-responsive.
Eligibility for and application of the small business preference is governed by the COURT’s Small Business Preference Procedures for the Procurement of Information Technology Goods and Services. The Proposer will receive a small business preference if, in the COURT’s sole determination, the Proposer has met all applicable requirements. If the Proposer receives the small business preference, the score assigned to its proposal will be increased by an amount equal to 5% of the points assigned to thehighest scored proposal. If a DVBE incentive is also offered in connection with this solicitation, additional rules regarding the interaction between the small business preference and the DVBE incentive apply.
To receive the small business preference, the Proposer must be either (i) a Department of General Services (“DGS”) certified small business or microbusiness performing a commercially useful function, or (ii) a DGS-certified small business nonprofit veteran service agency.
If the Proposer wishes to seek the small business preference, the Proposer must complete and submit with its proposal the Small Business Declaration (Attachment 5). The Proposer must submit with the Small Business Declaration all materials required in the Small Business Declaration.
Failure to complete and submit the Small Business Declaration as required will result in the Proposer not receiving the small business preference. In addition, the COURT may request additional written clarifying information. Failure to provide this information as requested will result in the Proposer not receiving the small business preference.
If the Proposer receives the small business preference, (i) the Proposer will be required to complete a post-contract report; and (ii) failure to meet the small business commitment set forth in its proposal will constitute a breach of contract.
FRAUDULENT MISREPREPRETATION IN CONNECTION WITH THE SMALL BUSINESS PREFERNCE IS UNLAWFUL AND IS PUNISHABLE BY CIVIL PENALTIES. SEE GOVERNMENT CODE SECTION 14842.5.
14.0PROTESTs
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch Contract Manual (see ). Failure of a Proposer to comply with the protest procedures set forth in that chapter will render a protest inadequate and non-responsive, and will result in rejection of the protest. The deadline for the Court to receive a solicitation specifications protest is 3:00 PM
June 06, 2014. Protests should be sent to:
Superior Court of California
County of San Bernardino
Legal Research – Steve Pascover, Managing Judicial Staff Counsel
247 W. Third Street, 3rd Floor
San Bernardino, CA 92415-0214
Throughout the review process, the court has no obligation to delay or otherwise postpone an award of contract based on a proposer protest. In all cases, the court reserves the right to make an award when it is determined to be in the best interest of the court to do so.
1rev 12/16/13