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HomeMy WebLinkAbout3987 Contract Number: Vendor: Subject: Department: File Class: Begin Date: End Date: Review Date: Vault Date: Comments: 3987 ARCH PAGING Pager Service Electronics LEG 12-1 03/15/1999 03/14/2001 02/15/2009 01/01/2009 OFFICE OF CITY ATTORNEY 2~9 4th Sueet · Bremermn. Wasl~ington 95~7 · {~60) 4~ B-~4.~, FAX (360) Mar~h 1, 1999 S~I0 Paoif~ H~y East T~ Wu~on 9~24 ~: C~y ofB~enon ~nt ~nt~ ~ ~ ~ pm~ ~ bid a~ for ~ C~ ofT~ ~ Sp~ifi~tioa No. G- ~97. ~ City ofB~n ~ ~n ~m ~ ~y, ~ yo~ sigmt~ ~, ~ ~ ~f~ ~ ~ C~y of T~ ~ ~ ~ ~ d~t~ of ~ CO, Co~ ~ J~t~ ~c, ~ ~d to ~ con~ m ~ relev~t to the C~ of~o~ ~p ~, ~t., ~ o~ ~ ~th ~. Equal Opl~rt~nltY Employer * ~0/~0'd 0~0S ~6 £S~ Bdld-ONIO~d H3~ 6~:~T 666~-~0-~W Department of Finance, Purchasing Division 3628 S. 3$th Street, Tacoma, Washington 98409 ANNUAL PAGER SERVICE SPECIFICATION NO. G-020-97 CALL FOR BIDS SEALED PROPOSALS FOR BID SPECIFICATION # G-020-97 ANNUAL PAGER SERVICE will be received at the Office of the City Clerk, Tacoma Municipal Building, Room 220, 747 Market Street, Tacoma, Washington 98402-3768. PROPOSALS.WILL BE RECEIVED UNTIL: 11:00 A.M. TUESDAY, APRIL 15. 1997 at which time they Will be opened by a representative of the City Clerk and read aloud. Plans and Specifications may be obtained at the Office of the City Clerk, Room 220, Tacoma Municipal Building, 747 Market Street, Tacoma, Washington, or by telephoning (206) 591-5171. Bid results may be obtained the day after opening by calling (206) 502-8663. CITY OF TACOMA SALLY M. MONTEJANO, C.P.M. PURCHASING MANAGER ADVERTISED: P,t~,-, \ ~ ~ \c~ct,7 BUYER: BCD Intemet Address: http:lhNV~V.ci.tacoma.wa.usllbid$1 GENERAL INSTRUCTIONS TO BIDDERS 1. SUBMrI-I'AL OF BIDS: Bids must be delivered to the Office of the City Clerk, Room 220, Tacoma Municipal Building, 747 Market Street, Tacoma, Washington 98402-3768, by 2:00 p.m., Tuesday, April 15, 1997 FOR: SPECIFICATION NO. G-020-97 ANNUAL PAGER SERVICE No bids will be considered which are received after the time mentioned, and any bids so received after the scheduled closing time shall be retumed to the bidder unopened. BIDS MAY BE SENT IN BY MAIL OR TURNED IN PERSONALLY; HOWEVER, IF SENT BY MAIL, THE RESPONSIBILITY OF THEIR DELIVERY ON TIME TO THE CITY CLERK IS WHOLLY UPON THE BIDDER. Each proposal, intact and bound with specifications, shall be completely sealed, properly addressed to the City Clerk, with the name of the bidder and the specification number marked on the exterior of the package. 2. BID WITHDRAWAL: No bid can be withdrawn after having been formally opened by a representative from the City Clerk's Office. 3. AFFIRMATIVE ACTION: Affirmative Action and M/VVBE forms and appendices must be fully and accurately completed and returned at the time of the submission of bids. Failure to do so may result in the bid being considered nonrasponsive. These forms are necessary in order to determine if the Bidder is in compliance with Chapter 10.26 and/or 1.50 of the City of Tacoma Code and state law, Bidders for public work or improvement-type projects have an obligation to demonstrate that they have exerted a good faith effort to solicit minodty business enterprises and women's business enterprises. The criteda for determining whether a good faith effort has been made is set forth in the City's regulations. Supply-type contractors are also subject to the City's ordinance and regulations pertaining to having an affirmative action program and prohibiting discrimination. For further information, contact the Contract Compliance Office at (206) 591-5825. 4. NON-COLLUSION AFFIDAVIT: The successful Bidder is required to execute the noncollusion affidavit on the City form which is attached to this Proposal and submit it at the time of bid. The Bidder represents by the submission of the Proposal that the pdces in this Bid are neither directly nor indirectly the result of any formal or informal agreement with another Bidder. 5. LEGAL DISPUTES: Contractor and Surety agree and stipulate that in the event any litigation should occur concerning or adsing out of this Contract or any bids submitted in response to a Call for Bids under the attached Specification, the sole venue of any such legal action shall be the Pierce County Supedor Court of the State of Washington and the interpretation of the terms of the Contract shall be governed by the laws of the State of Washington. 6. PAYMENT: If a prompt payment discount is not offered, or if no payment terms are specified by the bidder, payment terms shall be Net 30. Payment discount pedods of twenty (20) calendar days or more will be considered in determining the apparent lowest responsible bid. Discounts will be analyzed in context of their overall cumulative effect pdor to award. Invoices will not be processed for payment nor will the pedod of cash discount commence until receipt of a propedy completed invoice and until all invoice items are received and satisfactory performance of Contractor has been attained. If an adjustment in payment is necessary due to damage or dispute, the cash discount pedod shall commence on the date final approval for payment is authorized. Payment will not be considered late if a check is mailed within the time specified. Payment(s) made in accordance with contract terms shall fully compensate the Contractor for all dsk, loss, damages or expense of whatever nature and acceptance of payment shall constitute a waiver of all claims submitted by Contractor. TAXES: A. Applicable Taxes: Bidder shall include in his/her Proposal all applicable local, city, state and federal taxes. It is the Bidder's obligation to state on his Proposal sheet the correct percentage and total applicable Washington State and local sales tax. The total cost to the City including all applicable taxes may be the basis for determining the Iow Bidder. B. City of Tacoma Tax & License: Section 6.68.225 of the City of Tacoma Code provides that all transactions with the City of Tacoma, wherever consummated, are subject to the City of Tacoma's Business and Occupation Tax. It is the responsibility of the Bidder awarded the Contract to register with the City of Tacoma's Department of Tax and License, 747 South Market Street, Tacoma, WA 98402-3768, telephone (206) 591-5252. The City's Business and Occupation Tax amount shall not be shown separately but shall be included in the unit and/or lump sum prices bid. C. Federal Excise Tax: Do not include Federal Excise Tax in the bid pdces. Federal Tax Exemption Certificates will be furnished, if required. 8. COMPLIANCE WITH REGULATIONS: The bidder agrees to abide by all laws, rules and regulations promulgated by the United States of Amedca, the State of Washington, or any agencies or subdivisions thereof, specifically including WlSHA and OSHA regulations in effect at the time of bid opening. The Contractor shall be solely responsible for all violations of the law from any cause in connection with work performed under this Contract. 9. FILLING IN PROPOSAL FORMS: The bidder will submit their proposal on the form furnished in the specifications. All blank spaces in the proposal form will be properly filled in, pdnted in ink or typewritten. The forms will be signed by the responsible company official, with the printed or typewritten designation of the office held in the company. The address of the bidder will be typed or pdnted on the proposal in the spaces provided. 10. INSERTIONS OF MATERIAL CONFLICTING WITH SPECIFICATIONS: Only matedal inserted by the bidder to meet requirements of the Specifications will be considered. Any other matedal inserted by the bidder will be disregarded by the City of Tacoma as being non-responsive and may be grounds for rejection of the bidder's proposal. 11. CONTACT PERSON: For further information relating to these specifications, please contact: Name of Person: Brian Drury, Buyer Telephone: 206-502-8252 12. SHIPPING: Quotations shall be F.O.B. our destination, freight prepaid. 13. DELIVERY: The delivery address on this contract will be: Vadous locations within the City of Tacoma 14. DELIVERY DATE: Delivery date on the proposal sheet is for information purposes, but may be a determining factor in the award of contract. 15. SUBSTITUTIONS: If the City of Tacoma has specified manufacturer's brands and stock numbers to establish minimum standards, approved equals will be accepted. To receive such approval, the bidder shall be solely responsible for making the City of Tacoma familiar with the proposed products. Suppliers bidding other than specified must include with their bid complete specification sheets, photographs, schematic drawings, etc. Performance testing in the field may be required. Unfamiliar and/or untested products will be rejected as not meeting specifications. The City of Tacoma reserves the dght to be the sole judge of acceptability. 16. PROHIBITION OF ALTERATIONS: Except as otherwise provided herein, proposals which are incomplete or which are conditioned in any way, or which contain erasures, alterations or items not called for in the proposal, or which are not in conformity to the law, may be rejected. The proposal form invites bids on definite plans and specifications. Only the amounts and information asked for on the proposal form furnished will be considered as the bid. Bidders are warned that any attempt to condition the proposal by inserting therein, any exceptions to the specifications or any conditions, qualification, or additions, which vary the terms of the proposal may result in the rejection thereof. 17. TERMS AND CONDITIONS: All terms and conditions of the City of Tacoma Purchase Order form shall apply to contracts resulting from this Invitation to Bid. 18. REJECTION OF PROPOSAL: The City of Tacoma reserves the dght to reject any or all bids, to waive any informalities in bids, and to award any one or more items to any one or more bidders. 19. INTERPRETATION OF PROPOSED CONTRACT DOCUMENTS: If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the plans, specifications or other proposed contract documents, a bidder may submit a wdtten request for an interpretation thereof. Any interpretation of the proposed documents will be mailed or delivered to each person receiving a set of such documents. The City of Tacoma will not be responsible for any other explanations or interpretations of the proposed documents. All requests for interpretations will be received by the City of Tacoma no later than five (5) days prior to bid opening time. 20. EXTENSION OF CONTRACT: Contracts resulting from this Invitation to Bid shall be subject to five additional one year extensions by mutual agreement, per the same pdces, terms and conditions resulting from this Proposal. 21. FACSIMILE: Telecopy (facsimile) bid proposals will not be accepted by the City of Tacoma. 22. CODE OF ETHICS The successful bidder agrees that its violation of the City's Code of Ethics contained in Chapter 1.46 of the Tacoma Municipal Code shall constitute a breach of the contract subjecting the contract to termination. CITY OF TACOMA Specification #G-020-97 Technical Specifications It is the intent of the City to solicit competitive bids for a two year lease of Pager Service and · equipment with the option to extend the contract for up to five additional one year periods. The following specifications have been developed by the city of Tacoma Police Department and represents the needs for Police and Fire. The quantities specified are yearly estimates only and do not guarantee a specific volume or dollar amount. Any contract resulting from tbJs Call for Bids may be utilized by other departments of the City or Public Utilities. Bidders are invited to submit their proposals responding to the following service capabilities in addition to returning the proposal page found in this document. EOUIPMENT 1. Alpha-numeric pager - Motorola Advisor Gold ( no substitute ) Estimated Quantity: Police Department = 400 Fire Department = 50 2. Keyboard paging system - Cauamex Quiktel Quickpager or City Approved Equal Estimated Quantity: Police Depaxtment = 12 Fire Department = 0 3. Computer Software paging program - WinBEEP or City Approved Equal Estimated Quantity: Police Department = 0 Fire Department = 5 PAGER SERVICE COVERAGE 1. Major Metropolitan areas including Interstate 5 corridor for Washington and Oregon. 2. Regional and Nationwide coverage availability upon request. ADDITIONAL SERVICES 1. Extended coverage Availability through customer service upon request beyond the Northwest Region. 2. Group Calls Availability of adding or deleting pagers to various groups via customer service. Set up of call groups during initial phase in period. Programming call groups into keyboards and software. Police Department call groups = 12 Fire Department = 4 3. Batteries Provided to the Police department and l~ire depa~anem at no additional charge to maintain all pagers. Scheduled deliveries of batteries preferred. 4. General Maintenance No cost replacement of pagers and keyboards that suffer from a manufacturers defect. No cost replacemem of pager clips and battery doors. 5. Maintenance List Any potential maintenance costs for repair or replacement of parts, due to damage caused to pagers and keyboards should be listed. ' 6. Loss protection - (optional) Loss, stolen or damage beyond repair. 7. Keyboard and software programming - Must be done during implementation phase and all users must be entered by pager company. LEASE PLAN 1. Flat rote monthly fee for each pager and each keyboard. 2. Includes unlimited pages or 250 pages included per month per pager as part of the lease plan. Specify cost per pager at, er 250. 3. Local phone numbers - The first three numbers after the area code must be the same for all 400 Police depaxtment pagers and the 50 Fire department pagers must also have the same prefix ( different from the Police departments ). 4. Generic prompt instructs callers to leave a numeric message. 5. Specify additional set-up fees. 6. 24 month lease plan. BILLING 1. Format - Availability of pager company to work with Police Finance Accounts Payable Specialist and Fire Finance Accounts Payable Specialist to determine the most acceptable method of billing format. 2. Payment and Billing Cycle - Monthly bill payable on net 30 terms. A method for noting and notification when balances are carried due to slow payment process. CUSTOMER SERVICE 1. Service Representative - Availability in the field for both the Police and Fire Departments. 2. Customer Service - Specify: 800 number / Week day hours / 24 hour emergency number. 3. Activation's, Exchanges, Disconnects - Activating a cold (spare) pager - Must be able to activate over the phone Exchanging a pager - The phone number of the lost, damaged, stolen or defective pager must be transferable to a cold pager in our possession, over the phone. Disconnects - The pager / service must have the ability to be disconnected over the phone. No charge for the disconnect will be incurred if the reason for the disconnect was due to a separation, termination or retirement from service from either the Police or Fire Departments. IMPLEMENTATION PLAN I. Maximum full depasuuental implementation of pagers and service within 45 days from receipt of order. 2. Include an outlined implementation plan with bid packet. 3. Representative available to contact the differem shitis during roll call to explain the pager features as well as the keyboard or software program. 4. Complete written instructions to each user. 5. Representative to install keyboards and sotiware where indicated by department contacts. TERMS ,adYD CQNDITIONS 1. Any terms and conditions beyond those listed should be included with the return bid packet.