Request for Proposals (RFP) for: Columbia County Facilities Fire Detection and Security Improvements

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1 Request for roposals (RF) for: Columbia County Facilities Fire Detection and Security Improvements roposals Due: 4:30 M Friday November 13, 2015 Introduction: Columbia County is soliciting proposals from interested parties with expertise in furnishing and installing fire detection and security systems. ursuant to RCW , the proposal shall include specifications and a price for the design, fabrication, and installation of the system. The proposal shall be based on information provided within this document. roject Description: Columbia County is interested in having a fire detection and notification system that is integrated between its facilities and Columbia County dispatch located in the County Courthouse and meets the following conditions: The fire detection system shall have enunciation, smoke and carbon monoxide detection, and pull stations installed at the necessary locations at each facility. The system shall comply with 2012 International Building Code and 2012 National Fire rotection ssociation Code. The fire detection system shall be capable of notifying Columbia County dispatch of any detection and isolate the location of the detection. The monitoring will be fully in-house. If a central monitoring location is needed it shall be installed at the ublic Works facility which has a fiber optic network connection to Columbia County Dispatch. The fire detection system shall be compatible with, and incorporate, the existing fire detection system installed at the ublic Works facility. The current system is a Silent Knight Intelliknight Fire larm Controller Model of 6 age

2 Columbia County is also interested in having a security and access control system that is integrated between the facilities and Columbia County dispatch and meets the following conditions: The security system shall have intrusion detection that is capable of notifying Columbia County dispatch of any detection and isolate the location of the detection. The security system shall have panic alarms installed at locations identified in the attached plans. The panic alarms shall notify Columbia County Dispatch and each alarm shall have a unique identifier. The security system shall incorporate access control at all exterior and some interior facility doors with a combination of key code and card entry. The system shall be capable of recording the date/time and unique identifier of personnel accessing the facility. The monitoring will be fully in-house. If a central monitoring location is needed it shall be installed at the ublic Works facility which has a fiber optic network connection to Columbia County Dispatch. The system shall include the installation of automatic gates at the ublic Works facility. The gates shall have access control with the option of scheduled hours of opening. Desirable options for both systems are: The capability to notify key personnel via text message or of detection based on the location of the detection. The system can work on a wired and/or wireless network. Wireless installation will be preferable for certain facilities. For access control, it is desirable to have the ability to produce access badges in-house, cancel access to access badges and key codes in-house, and to set certain doors to remain unlocked during work hours. The ability to expand the system as needed for additional facilities. The following is a summary of the features that will be installed by facility location: lanning Department, 114 S Second St Fire detection system, security system, access control for 2 exterior doors, 1 panic alarm. ublic Health, 270 E Main St Fire detection system, security system, access control for 2 exterior doors, 1 panic alarm. rosecutors Office, 215 Clay St Fire detection system. District Court, 535 Cameron St Fire detection system, security system, access control for 4 doors, 4 panic alarms. ublic Works Department, 415 N Guernsey ve Security system, access control for 5 exterior and 3 interior doors, 2 automatic gates with access control, 2 panic alarms. 2 of 6 age

3 County Courthouse, 341 E Main St ccess control for 5 exterior and 7 interior doors, 25 panic alarms. lease see the attached building layouts for further information on the placement of certain features. The provided layouts may also be used for any layout that will be included in the proposal. The goal of this RF is to establish the system options and cost for the stated conditions. The County does reserve to the right to modify the plan after selection of proposal. Submittal Requirements: Four (4) copies of the proposal must be submitted no later than 4:30 M Friday November 13, 2015 by mail or in person. Hand deliveries will only be accepted at the front reception area of the ublic Works office. Submittals shall be directed to: ndrew Woods,.E. Columbia County Engineer/ublic Works Director 415 N. Guernsey ve. or.o. Box 5 Dayton, W Faxed copies, digital submittals, and/or late submissions will not be accepted. Questions that arise during preparation of the request for qualifications shall be directed to Seth Walker at (509) Estimated Schedule: roposal due November 13, 2015 roposal Review completed by November 30, 2015 Selection December 2015 Contract negotiations December 2015 Contract ward January 2016 Respondent Information: The Respondent will be required to prepare a proposal to provide services as identified in the roject Description section. The proposal shall include, at a minimum, the following information. 1) Cover Sheet: The cover sheet shall include the following information: a) Legal name of applicant/company/agency b) Street and/or Mailing address c) Contact person and title d) hone number and address of applicant 3 of 6 age

4 e) Tax identification number f) Inclusion of the following statement followed by the signature and date of the applicant: I certify that to the best of by knowledge the information contained in this proposal is accurate and complete and that I have the legal authority to commit this applicant, company or agency to a contractual agreement. I realize the final funding for any service is based upon funding levels, and the approval of the Columbia County Board of Commissioners. 2) reliminary Design: The respondent shall submit a preliminary design for each facility indicating the location for each installation and any wiring that is needed for the system. rior to the award of a contract, the owner may request that the Respondent update the preliminary design based on the owner s review. 3) Respondent s Capabilities: rovide information that includes resumes, qualifications to design and install the systems, previous and relevant work history, and references. 4) roposed Cost: rovide a detailed cost estimate for each facility. The cost estimate shall be broken out per item of installation. For example: lanning Department Item Quantity Unit rice mount Detector 3 $ $ Enunciator 2 $ $ ull Box 1 $ $ ssess Control Exterior Door 2 $ $ anic larm 3 $ $ The prices per each shall include all material, labor, equipment, permit fees, taxes, and any other direct and indirect costs associated with the design, installation and configuration. 5) nnual maintenance and service agreements: What are operating and maintenance services are offered to accompany the system. Respondent Responsibilities: The selected Respondent shall be responsible for all services outlined in the proposal whether the Respondent or his/her representative produces them. The Respondent shall be responsible for any and all contractual matters. 4 of 6 age

5 Contract Requirements: The successful Respondent will be required to enter into a contract with Columbia County using the County s contract document. The parties agree to develop and maintain effective communication and a thorough understanding so that any issues that may arise can be accommodated with minimal impact to quality, schedule, and budget. re-contract Clarification: The selected Respondent will be required to review its proposal with the County. Columbia County reserves the right to require any clarification or alteration in the Respondent s proposal. This review and any changes will be made prior to contract execution and will become part of the final contract. Selection: final recommendation for selection will be made to the Columbia County Board of Commissioners following the review process. Right of ward or Rejection: The proposal shall specifically stipulate all terms and conditions contained in the RF. It is understood that all proposals will become a part of the public file on this matter without obligation to the County. Columbia County reserves the right to reject any and/or all proposals. Costs: Columbia County will not be responsible for any costs incurred by Respondents which result from the preparation or submission of documents pertaining to this RF. The accuracy and completeness of the proposal is the Respondent s responsibility. rotest of Contract ward: rotests concerning the Respondent selection process must be delivered in writing to the ublic Works Director within fourteen (14) calendar days of the award announcement. The ublic Works Director will review the protest, contact the parties involved, and recommend the appropriate action to the Columbia County Board of Commissioners. The Commissioner s decision will be the final Columbia County position. The final decision will be presented to all interested parties within forty-five (45) calendar days of receipt of the protest. roposal Evaluation: 5 of 6 age

6 Columbia County will evaluate each proposal using a set of review criteria. Once the selection ranking is finalized, interviews with the highest rate Respondents will be scheduled. However, at its discretion, the County may dispense with the interviews and select a Respondent to perform the work based on the proposals only. The following criteria will be used to evaluate and rank the proposals: 1) Qualification and experience of personnel 15 oints 2) Evaluation and comment on the proposed work 15 oints 3) Similar Work or Contracts 20 oints 4) ast performance and references 20 oints 5) General evaluation of the proposal 15 oints 6) Cost estimate 15 oints Non-Discrimination: The Recipient, in accordance with Title VI of the Civil Rights ct of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle, Office of the Secretary, art 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such ct, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR art 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. 6 of 6 age

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