attention all bidders - jefferson county,...

ATTENTION ALL BIDDERSATTENTION ALL BIDDERS

RETURN THE ENCLOSED PROPOSAL INA SEALED ENVELOPE TO:

JACK C. COLLAR, PURCHASING MANAGER

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH

BIRMINGHAM, AL 35203

YOU MUST MARK ON THE ENVELOPE:YOU MUST MARK ON THE ENVELOPE:SEALED BID #111-09

“MAINTENANCE: VIDEO HARDWARE AND SOFTWARE SUPPORT”

RETURN BY 5:00 P.M. ONMARCH 24, 2009

For questions concerning this ITB Contact: Melinda Cunningham, Buyer

Phone: (205) 325-5662Email: [email protected]

No faxed or email responses will be acceptedNo faxed or email responses will be accepted

PURCHASING ASSOCIATION OF CENTRAL ALABAMA TO ALL BIDDERS:

The attached Request for Proposal presents a cooperative proposal for the Purchasing Association of Central Alabama (PACA) members below:

Adamsville Alabama School of Fine Arts Alabama Technology Network Alabaster, City of Bessemer, City of Bessemer Board of Education Bessemer State Technical College Bibb County Commission Bibb County Firefighters Assoc Birmingham Board of Education Birmingham-Jefferson Civic Center Birmingham Library System Brighton, City of Brookside, City of Cahaba Valley Fire & Rescue Center Point, City of Chelsea, City of Chilton County Board of Education Chilton/Shelby Mental Health Board Columbiana, City of Concord Fire Department Copeland Ferry Fire Department Cook Springs Fire Department Cullman County Commission Eastern Valley Volunteer Fire Dept Fairfield, City of Fairfield Board of Education Forestdale Fire Department Four Mile Fire Department Fultondale, City of Glennwood Fire District Gardendale, City of Greenpond Fire Department

HelenaHomewood, City ofHoover, City ofHoover Board of EducationHueytown, City ofIrondale, City ofJefferson County Board of EducationJefferson County CommissionJefferson County Fire DistrictsJefferson County Assisted Housing CorpJefferson County Housing AuthorityJefferson County Library CoopJefferson State Community CollegeKimberly, City ofLakeview Fire DepartmentLakeview, Town ofLawley Fire DepartmentLawson State Community CollegeLeeds Board of EducationLeeds, City ofLipscomb, City ofMcAdory Fire Department #1 McAdory Fire Department #2 Midfield, City ofMidfield Board of EducationMinor Heights Fire DepartmentMorris, City ofMountain Brook, City ofMountain Brook Board of EducationMulga, Town ofNorth JohnsNorth Shelby Fire DepartmentOneonta City Board of Education

Palmerdale Fire DepartmentPelham, City ofPelham Civic CenterPelham Water DepartmentPell City Fire DepartmentPleasant Grove, City ofRiverside Fire DepartmentRocky Ridge Fire/RescueShannon Fire DepartmentShelby County Board of EducationShelby County CommissionShelby County Work ReleaseSt. Clair County Fire & EMSStorm Water Management AuthoritySylvan, City ofTarrant City Board of EducationTrafford, City ofTrussville Board of EducationTrussville Volunteer Fire DepartmentTuscaloosa County Board of EducationTuscaloosa County CommissionTuscaloosa County Firefighters AssnVestavia Hills, City ofVestavia Hills Board of EducationVirginia Mines Volunteer Fire DeptWalker County Firefighters AssnWarrior, City ofWarrior River Fire & Rescue Service West Blocton Volunteer Fire & RescueWestwood Rescue 209

Other government entities and all school systems within Jefferson County and counties adjoining thereto may elect to participate in this cooperative bid. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Invitation to Bid for those additional entities that may join the Association.

Commodity: “MAINTENANCE: VIDEO HARDWARE AND SOFTWARE SUPPORT” Bid No: 111-09 Buyer: MELINDA CUNNINGHAM Telephone: (205) 325-5662

The proposal award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.

This cover letter is considered an integral part of this Request for Proposal document and shall be included by reference into any contract.

Acknowledged by

_______________________________________________ __________________________________________ Vendor Name Authorized Signature/Title

JEFFERSON COUNTY COMMISSIONPURCHASING DEPARTMENTROOM 830 COURTHOUSE

BIRMINGHAM, ALABAMA 35203-0009(205) 325-5662

BUYER: MELINDA CUNNINGHAM MARCH 2, 2009 BID NO: 111-09

SHEET NO: 3

INVITATION TO BID

Sealed Bids marked “MAINTENANCE – VIDEO HARDWARE AND SOFTWARE SUPPORT” will be received by the Purchasing Manager, Room 830 Courthouse, Birmingham, Alabama.

Bids will be accepted until 5:00 P.M. Central Time (standard or daylight savings time, as applicable) on MARCH 24, 2009. Bids submitted after this date and time will not be considered.

The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail

delivery system of the County, or any other means of delivery employed by the bidder. Similarly,

the County is not responsible for, and will not open, any bid/proposal responses, which are

received later than the date and time, indicated above. Late bids/proposals will be retained in

the bid/proposal file, unopened.

Bids will be publicly opened at 2:00 P.M. on MARCH 25, 2009.

TERM OF CONTRACT:Any contract resulting from this ITB will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued).

SCOPE OF WORK:Jefferson County Commission is soliciting to provide video and hardware maintenance support for Tandberg Equipment for Information Technology and PACA members.

Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to the County's intended use.

Maintenance support will be no less than covered by the standard contract issued by the manufacturer of the specified equipment. Bidders quoting must list exactly what is covered within their maintenance support service.

Continued on Sheet 4




SHEET NO: 4

INVITATION TO BID – Continued

SPECIFICATIONS:

HARDWARE DESCRIPTIONTandberg 1500 Video Conferencing UnitTandberg 1700 Video Conferencing UnitTandberg 3000 MXP Video CodecTandberg Set-Top 880 MXPBorder ControllerEdge 85 MXPGatekeeperMPS 200T-150

SOFTWARE DESCRIPTIONTANDBERG Microsoft Exchange Integration Package

Please see sheets number 10 – 12 for existing hardware and software detail specification listing for each category.

Help Desk support under the following terms: Telephone/video support available 8-5 five days a week 1 hour telephone response time from a certified video engineer and

collaboration in identifying video hardware issues.

Maintenance is to include 8-5 technical support, no cost upgrades of new release software.

Parts Replacement under the following terms: If a component or system is diagnosed as faulty, vendor will have shipped a replacement part directly to Jefferson County. If requested by Jefferson County parts will be shipped same day for next day delivery via priority overnight delivery.

Attention must be given to time requirements, staff qualifications, contact procedures, customer satisfaction and references.

Continued on Sheet 5JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENTROOM 830 COURTHOUSE



SHEET NO: 5


REQUIREMENTS:1. Bidder must be able to provide the required maintenance on all

equipment.2. Bidder must be a Platinum Tandberg partner. Documentation should be

included.3. Bidder must have at least two certified Tandberg technicians on staff.

These technicians must be trained and experienced with the appropriate skills, knowledge and experience to support the Tandberg equipment.

4. Bidder must be within a 50 miles radius of Birmingham, Alabama.5. Bidder must have been in business for the last three (3) years and be

financially sound.6. Bidder must have necessary business licenses as required by state and

county.

Successful bidder must furnish documentation within 7 days upon request.

AWARD:The award will be made on all or none basis. Bidder will quote on all items.

AWARD CRITERIA:1. Specifications as stated in ITB2. Meet requirements as stated in ITB3. Pricing4. Final selection of candidate will be at the sole discretion of Jefferson County.5. Price alone is not the determining factor for award of contract from this

Request for Support.6. Jefferson County will award this contract to the company who, in the County’s

opinion, is best qualified and prepared to provide the services requested.

PERMITS, CODES & REGULATIONS:All software implementation and installation will comply with City, County, State and Federal Codes and Regulations. Successful bidder will obtain and pay for all permits necessary, notify proper authorities for inspections and furnish any certificates required for the work.

DELIVERY:Will be to: Jefferson County Commission and PACA Members

716 Richard Arrington Jr. Blvd. NorthBirmingham, AL 35203





SHEET NO: 6


INVOICING:All invoices must agree with the purchase order in description and price and include the following information: 1) Purchase Order Number; 2) Ship-to department name and address.

In order to ensure prompt payment, ALL ORIGINAL INVOICES* MUST BE SENT TO:

Jefferson County CommissionFinance DepartmentRoom 820 County Courthouse 716 Richard Arrington Jr. Blvd. NorthBirmingham, Al 35203

*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to process payment. Invoices that do not reference an authorized Purchase Order will be returned to the vendor.

THIRD-PARTY “REMIT-TO”:If bidder has a third-party “remit-to” company, that information must appear on the Bidder’s response. Jefferson county will send payment to the company designated by Bidder on its response, but will not be responsible for resolving payment issues, should the bidder change payment processing companies after a payment has been mailed or

without 45-day written notification to the Purchasing and Accounting division of Jefferson County.

PRICES:Include transportation (including fuel surcharge, if applicable) labor, equipment and material.

PRICING FORMAT:Surrounding any chargeable service, vendor must clearly state when charges begin and when they end. Also, vendor should enumerate as much as possible those services that are considered chargeable, i.e., technician on-site, and any services for which Jefferson County will not be charged, i.e., travel time, phone calls, etc.

TAX:Jefferson County is exempt from all tax. Provided however, bidder shall be responsible for payment of all sales, use, lease, ad valorem and any other tax that may be levied or assessed by reason of this transaction.

CANCELLATION:Failure to deliver as specified and in accordance with the bid submitted, including promised delivery, will constitute sufficient grounds for cancellation of the order at the option of the County Commission and member of the Cooperative.





SHEET NO: 7


TERMINATION OF CONTRACT: This contract may be terminated by the county with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the Contractor of any liability to the County for damages sustained by virtue of a breach by the Contractor.

REFERENCES: If requested, successful bidder will furnish a minimum of three (3) references.

References will be accepted only from companies that have had maintenance contracts for two (2)

or more years with the bidder. Each contract must have coverage of same type and

scope as

requested herein.

PRE-PAYMENTS:No prepayments of any kind will be made prior to shipment.

OTHER BENEFITS AND COMPENSATION:There are no other benefits or compensation except as listed in Method of Payment below

CONTRACT ADDITIONS:If mutually agreed upon within twelve (12) months from bid opening date, this bid may

be used as the basis for additional purchases of same type and scope as requested herein.

Bidder agrees that Jefferson County will be charged no more for item(s) bid than the State of Alabama, and that in the event of a price reduction; the County will receive the benefit of such reduction on any undelivered portion of contract.

METHOD OF PAYMENT:Bidder will state his method of payment and indicate the invoice cycle, “monthly”, “quarterly”, or “annually”.

BREACH AND DEFAULT:Any violation of this Agreement shall constitute a breach and default of this agreement shall be cause for termination. Upon such termination Contractor shall immediately refund to the County all amounts paid by the County pursuant to this Agreement.





SHEET NO: 8


INSURANCE:The successful bidder will maintain such insurance as will protect him and the County from claim under Workmen's Compensation Acts, and from claims for damage and/or personal injury, including death, which may arise from operations under this contract. Insurance will be written by companies authorized to do business in Jefferson County, Alabama and shall include Jefferson County, Alabama as Added Additional Insured By Endorsement including a thirty (30) day(s) written cancellation

notice. Evidence of insurance will be furnished to the Purchasing agent not later than seven (7) day(s) after Purchase Order/contract date. Successful bidder is also required to include the bid number on the evidence of insurance.

Insurance Minimum Coverage:Contracting party shall file the following insurance coverage and limits of liability with the County's Human Resource Department Office and Purchasing Department before beginning work with the County.

General Liability:$1,000,000 - Bodily injury and property damage combined occurrence$1,000,000 - Bodily injury and property damage combined aggregate$1,000,000 - Personal injury aggregate

Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual, Independent contractors, Broad Form property damage and personal injury.

Automobile Liability:$1,000,000 - Bodily injury and property damage combined coverageAny automobile including hired and non-owned vehicles

Workers Compensation and Employers Liability:$100,000 - Limit each occurrence

Umbrella Coverage:$1,000,000 - Each occurrence$1,000,000 - Aggregate

Added Additional Insured by Endorsement:Jefferson County, Alabama30 day(s) written cancellation notice





SHEET NO: 9


PRICE GUARANTEE FOR ENTIRE CONTRACT PERIOD:Bidder agrees that he will deliver any items awarded to him, that such items will be manufactured to quoted specifications that prices billed will be no higher than those quoted herein and that delivery will be made within the time specified herein or within

a reasonable time, if not so specified. Bidder hereby guarantees delivery of all items awarded to him hereunder, without any qualification or limitation whatsoever. In making this guarantee, bidder confirms that he has secured the subject items or has obtained guarantee of their availability sufficient to his satisfaction.

Bidder further agrees that in the event bidder fails to deliver any items awarded to him in accordance herewith for any reason whatsoever, Jefferson County may, at its option, accept the next lowest and best bid for such items, or re-bid such items, or obtain substitute items elsewhere. Such substitutes may include later year models, where current year models are not reasonably available. Bidder agrees to pay Jefferson County the difference between the bidder's bid for such items and the cost to Jefferson County to obtain the items elsewhere, if greater, and other incidental and consequential damages. Jefferson County may elect not to affect such cover, and may enforce all remedies authorized by law.

GUARANTEE:Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which services included in this bid are to be purchased, and that his offering will meet the requirements of service and purpose to the satisfaction of the Jefferson County Commission and its Agent.

Bidder must submit a copy of their Jefferson County business license within 7 days of receipt of notice of intent to award. Failure to submit the requested information will result in the notice of intent to award being revoked.

PUBLIC DISCLOSURE:Subject to applicable law or regulations, the content of each Bidder’s Proposal shall become public information upon the effective date of any resulting contract.

NON-DISCRIMINATION POLICYThe Jefferson County Commission is strongly committed to equal opportunity in solicitation of ITB’s and RFP’s. The County encourages bidders and proposers to share this commitment. Each bidder submitting a proposal agrees not to refuse to hire, discharge, promote, demote, or to otherwise discriminate against any person otherwise qualified solely because of race, creed, sex, national origin or disability.





SHEET NO: 10


NEGOTIATIONS:

Jefferson County reserves the right to enter into contract negotiations with the selected bidder. If the County and the selected bidder cannot negotiate a successful contract, the County may terminate negotiations and begin negotiation with the next selected bidder. This process will continue until a contract has been executed or all proposals have been rejected. No bidder shall have any rights against the County arising from such negotiations.

GENERAL:The Jefferson County Commission expressively reserves the right to reject any and all bids, or parts of bids, and to make the award or awards as the best interest of the county appears.

_____________________________MELINDA CUNNINGHAM

BUYER





SHEET NO: 11

BID(Bidder must use this form)

Fill in all spaces.

A bid bond or cashier's check in the amount of 5% of bid will be required for any bid exceeding $25,000.00.

RESPONSES SUBMITTED WITHOUT BID BOND OR CASHIER’S CHECK WILL NOT BE ACCEPTED .

CONTACT: RODGER PATTON @ 205-325-5119

PRODUCT NAME SERIAL NUMBER LOCATION ANNUAL

SERVICE PRICE

1Tandberg 1500 Video Conferencing Unit 40A05292 AV LAB $

2Tandberg 1500 Video Conferencing Unit 40A04358 JUDGE LAWLEY $

3Tandberg 1700 Video Conferencing Unit 39A20057 JUDGE FANCHER $

4Tandberg 1700 Video Conferencing Unit 39A02522 KEITH BOYD $

5Tandberg 1700 Video Conferencing Unit 39A20137 BOBBY PAKBAZ $

6Tandberg 3000 MXP Video Codec 33A41919

MASTER CONTROL ROOM $

7Tandberg 3000 MXP Video Codec 33A41948 JUDGE CAHILL $


COMMISSION CONFERENCE $


COMMISSION CHAMBERS $


CJC 1ST FLOOR CONFERENCE $

11 Tandberg Set-Top 880 MXP 30A69014 BIRMINGHAM JAIL $12 Tandberg Set-Top 880 MXP 30A68932 BESSEMER JAIL $

NAME OF YOUR COMPANY ______________________________________________________________





SHEET NO: 12

BID – Continued

PRODUCT NAME SERIAL NUMBER

LOCATION ANNUAL SERVICE PRICE

13 Tandberg Set-Top 880 MXP 30A68929COOPER GREEN HOSPITAL $

14 Tandberg Set-Top 880 MXP 30A68933 FAMILY COURT $

15 Tandberg Set-Top 880 MXP 30A68880IT CONFERENCE ROOM $

16 Tandberg Set-Top 880 MXP 30A68931 HR TRAINING ROOM $

17 Tandberg Set-Top 880 MXP 30A68930 YOUTH DETENTION $

18 Border Controller 43A01300 NETWORK, OUTSIDE $19 Edge 85 MXP 25A21934 VIDEO CART 01 $20 Edge 85 MXP 26A21853 VIDEO CART 02 $21 Gatekeeper 37A03239 NETWORK, OUTSIDE $

22 Gatekeeper 37A01653 NETWORK, INSIDE $

23 MPS 200 36A01450MASTER CONTROL ROOM $

24 T-150 38A06144 JOE WHITE $

25 T-150 38A06110 ROGER PATTON $

NAME OF YOUR COMPANY ______________________________________________________________





SHEET NO: 13

BID – Continued

PRODUCT NAME SERIAL NUMBER LOCATION

ANNUAL SERVICE

PRICE26 TMS 113612E25-3-EC170EAC -

TANDBERG Microsoft Exchange Integration Package(25 registered systems in TMS)113612S50-2-A258D706 - Systems (50 systems)113612S50-2-A258D706 - Systems (50 systems)113612S10-1-BE053C48 - Systems (10 systems)

$

GRAND TOTAL OF HARDWARE AND SOFTWARE SUPPORT $(ANNUALLY)

Number of employees certified to be used for this project _______________

If your pricing response must differ from this format, please attach your proposal to the pricing sheet including any differences between County specifications and specification of item(s) offered.

Prices quoted herein are guaranteed for 365 days unless so stated below.

__________________________________________________________________________________________

Attach a copy of your complete warranty, which shall become a part of your bid.

Indicate the manner in which you will invoice: _____ Monthly _____ Quarterly _____ Annually Price(s) guaranteed not to exceed ______% for the 2nd additional year periodPrice(s) guaranteed not to exceed ______% for the 3rd additional year period

NAME OF YOUR COMPANY___________________________________________________________________




BUYER: MELINDA CUNNINGHAM MARCH 2, 2009 BID NO:

111-09 SHEET

NO: 14


The Jefferson County Commission, or its agent, shall have the right to waive any informality or irregularity. Under certain limited conditions, the Purchasing Department may apply a local preference option in determining the low bid for purchases of personal property.

All provisions of this Invitation are accepted by bidder as part of any contract or purchase resulting therefrom.

Date: ____________ Company Name: __________________________ Web Address: ____________________

Terms: ___________ Address: ____________________________ City: ________________________________

County: ______________________ State:_____________ Zip:_________ Phone:(___) ____________________

If Jefferson County Business License were issued to your company for the past twelve (12) months, please list numbers. ___________________________________________________________________________________

Vendor’s Federal I.D. Number: ________________________________________________________________

I certify that ________________________ has ____ has not ____ been in operation for one year at location(s) (Company Name) (Check One)zoned for the type of business conducted by my company at the address stated above.

___________________________________(Authorized Signature)

___________________________________(Print Name)

___________________________________(E-Mail Address)

Toll Free Phone: _____________________________ Fax Number: _____________________________________

Return original bid in enclosed envelope. Authorized signature of bidder must be in ink.Bids received in our office after the specified date and hour will not be considered.

INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE1. BID AWARD NOTICE ADDRESS

2. PURCHASE ORDER ADDRESS3. REMITTANCE ADDRESS, (AND MAKE IF DIFFERENT THAN ABOVE

attention all bidders - jefferson county,...

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