monday, 7 december, 2020 phillip ryan, purchasing agent

RFP #2021-22 DISPATCH CENTER CONSOLES

PUBLIC SAFETY EMERGECNY COMMUNICATIONS

SEALED submissions are subject to the standard Bidder: instructions set forth on the attached sheets. Any modifications must be specifically _________________________________ accepted by the Town of Stratford. Doing Business As (Trade Name) _________________________________________ Address

Released: Monday, 7th December, 2020 _________________________________________ Town / State / Zip

Phillip Ryan, Purchasing Agent _________________________________________ Title (Mr /Ms) _________________________________________ Signature _________________________________________ Telephone _________________________________________ E-mail

Sealed bids will be received by the Purchasing Department at the office of the Purchasing Agent, 2725 Main Street, Room 202, Stratford, Connecticut 06615, up to:

11:00AM, Thursday, 14th January, 2021

NOTE:

1. Bidders are to complete all requested data in the upper right corner of this page and must return this page with their bid proposal.

2. No bid shall be accepted from, or contracts awarded to, any person/company who is in arrears to the Town of Stratford upon debt, or contract or who has been within the prior five (5) years, a defaulter as surety or otherwise upon obligations to the Town of Stratford.

3. Submissions are to be submitted in a sealed envelope and clearly marked “RFP #2021-22” on the outside of the envelope, including all outer packaging, such as, DHL, FedEx, UPS, etc.

offering more from forest to shore

PURCHASING

mailto:[email protected]

http://www.townofstratford.com/

RFP #2021-22 / Dispatch Center Consoles

REQUEST FOR PROPOSAL

The Town of Stratford (“Town”) on behalf of its Public Safety Emergency Communications is seeking proposals from qualified contractors with proven industry experience to furnish and install total of six (6) new dispatch console workstations. As part of the upgrade process a total of four (4) existing workstations will be required to be removed and properly disposed of by the awarded contractor.

SITE INSPECTION Prospective bidders must schedule an appointment to inspect the current dispatch center as necessary. Current floorplans will not be mailed, emailed, or otherwise sent to any prospective bidder for inspection. All requests for information (RFI) must be submitted in writing prior to 12:00pm on Wednesday, 30th December. To schedule an appointment, please e-mail Phillip Ryan, Purchasing Agent: [email protected]

REQUESTS FOR INFORMATION (RFI) / ADDENDA Direct all requests in writing to:

Town of Stratford, Purchasing Department Attention: Phillip Ryan, Purchasing Agent E-mail: [email protected] NOTE: Verbal requests for information will NOT be accepted. All requests must be received in writing prior to 12:00PM on Wednesday, 30th December, 2020. Response will be in the form of an addendum that will be posted approximately Tuesday, 5th January, 2021 to the Town of Stratford, Purchasing Department website: http://www.townofstratford.com/purchase It is the responsibility of each bidder to retrieve addenda from the website. Any contact about this bid between a Bidder and any other Town official and/or department manager and/or Town of Stratford employee, other than as set forth above, may be grounds for disqualification of that Bidder. No questions or clarifications shall be answered by phone, in person or in any other manner than specified above. Addenda will not be mailed, e-mailed or faxed out.

FORMAT OF SUBMISSION

1. Submit one (1) printed and signed “original” and one (1) printed copy, and one (1) USB digital copy in pdf format.

2. Provide a general description of the type of organization (i.e. corporation, partnership, consultant); number of years in business; size of firm; personnel qualifications and experience.

3. Include resumes and relevant experience of all personnel to be assigned to the project, including any subcontractors.

4. Submit details of any additional services to be provided, and identify estimated timelines and deliverables.

5. Identify any resources and/or assistance you will require from the Town of Stratford.

6. Provide information on the circumstances and status of any disciplinary action taken or pending against the firm during

the past three years with State regulatory bodies or professional organizations.

7. In addition to the above requirements, respondents may include additional factors or strengths that would assist in assessing their ability to meet the Town’s needs. This information need only be one page.

8. All submissions shall remain firm for a period not less than (90) days from the qualifications (RFP) due date, unless such

period is extended in writing and agreeable to both parties.

9. Respondents are strongly encouraged to verify the scope of services prior to submitting a proposal. The Town reserves the right at all times to increase or decrease the project scope as deemed in its best interest.

10. Provide full details of any exceptions. The Town retains the right to accept or reject any or all exceptions.

11. Provide references for equal scope projects performed during the past three (3) years.



http://www.townofstratford.com/purchase


QUALIFICATIONS

The firm shall possess significant experience related to the scope of work and specifications.

The submission should include the following information: Size of firm, including available technical staff. Geographical location from where services will be provided. References for projects performed for other municipalities of similar size.

EVALUATION CRITERIA All firms will be evaluated based on the following criteria:

a) Background and experience in providing services to municipalities or similar type environments. b) Demonstrated success on previous projects. c) Credentials of staff. d) Organizational stability. e) Effective communication, accuracy of response, and compliance of requirements.

FINAL SELECTION PROCESS Upon evaluation of all submissions received, qualified candidates/firms may be invited to interview with various Town officials, department heads or committee members, prior to award of contract. Interviews may be requested at Town’s own discretion.

The Town will review all proposals submitted in response to this solicitation for conformity with the qualifications sought in connection with this engagement. In addition to the evaluation criteria, selection criteria shall include:

a) Prior work experience and its relevance to this engagement; b) Documented ability to provide the services requested; c) Knowledge of federal and state programs, requirements and regulations; d) Review of references; e) Competitive cost.

Upon award selection, the firm will be expected to enter into contract with the Town of Stratford. The Town reserves the right to reject any and all proposals received in response to this solicitation.


PROPOSAL Furnish and install six (6) new dispatch console workstations. Removal and proper disposal of existing equipment no longer required to be utilized as part of the dispatch center upgrade. Lump sum shall include all labor, tools, material and equipment, including, but not limited to, taxes, delivery, installation and proper disposal of all surplus items and furniture removed.

Furnish and Install Six (6) Consoles: $ /lump sum

Written Amount

Provide complete schedule of values identifying all costs, including optional/additional equipment and components on offer.

Provide information regarding number of years in business, size of firm, and location. Number of years in business: _____ Number of employees: _____ (full time) _____ (part time)

The Bidder hereby certifies that any and all defects, errors, inconsistencies or omissions where identified in the Bid Documents, of which he/she is aware, either directly or by notification from any sub-bidder, are listed herewith in this Bid Form.

Name Title

Signature Date

The Town of Stratford (“Town”) is in the process of renovating its primary Public Safety Answering Point (PSAP) located at 2750 Main Street, Second Floor, Stratford, CT 06615.

Currently, the Stratford Public Safety Communications Center is comprised of four (4) workstations. The Town is seeking proposals from qualified contractors with industry experience to provide a total of six (6) new dispatch console workstations in the Stratford Public Safety Communications Center.

Public Safety/911 Emergency Communications Centers pose unique challenges and demands due to the fact that dispatch consoles are utilized 24 hours per day, seven days per week throughout the year with personnel consisting of different physical sizes and needs.

Only console furniture designated specifically designed and engineered for Emergency Communications Centers will be acceptable and only manufacturers specializing in designing, manufacturing, and installing console furniture for mission critical environments will be considered. The dispatch consoles supplied and installed shall be constructed of durable materials that have been proven for durability in the 24-hour use environment of a 911 dispatch center. Monitor and keyboard platforms must be electronically height adjustable to permit safe, ergonomic usage by multiple users. Note standard office furniture will not be acceptable or considered in this installation.

All consoles proposed shall be expected to meet all appropriate industry standards, such as those established under the ADA, ANSI, ASTM, and UL, as well as any applicable regulatory standards. Proposers must quote a baseline configuration as part of their proposal. The baseline equipment must include all required components, such as environmental control systems, CPU storage, drawer/storage units, cable management systems, electronic lift platforms, and all other required features as described in this document. Additional optional components may be described and quoted by proposers to provide additional features and functionality. All optional equipment and/or exceptions are subject to approval by the Town. Any variance from specified furniture layout in this proposal must be described as to the need for the variance and the justification for any changes.

Bidders must submit a floor plan to scale, showing each item being proposed. Perspective drawings shall be required in the submittal with dimensions of height, width, and depth to determine compliance with specifications.

All accessories being proposed shall be shown in the drawings. Customer provided electronics such as monitors, telephones, keyboards, CPUs, keyboards, mice, etc. shall be shown, to scale, in the perspective drawings. Bidders must therefore schedule an appointment to inspect the current dispatch center as necessary. Current floorplans will not be mailed, emailed, or otherwise sent to any prospective bidder for inspection.

INVITATION TO BID

DISPATCH CENTER CONSOLES

RFP #2021-22

Existing Area and Console Dimensions:

Total room dimensions are approximately 30'8"(W) X 38'8" (L), however, approximate usable space for console project is 25'8" (W) X 21'4" (L).

Current dimensions of existing dispatch center are approximately 19" X 19".

Existing consoles and equipment that needs to be removed and disposed of by awarded contractor include: o 4 dispatch consoles, approximately 29" X 46" X 49". o 3 high end dispatch desks, approximately 29" X 96" X 29". o 2 floor printer/CPU cabinets, 28" X 24" X 31". o Aluminum hollow partition surrounding dispatch consoles, 46" X 228" X 8" (3 sides)

and 46" X 180" X 8" (1 side).

Electrical feed is adjacent to the neighboring equipment/technology room.

NOTE: All prospective bidders must examine the site to ensure their proposal meets all requirements and ascertain the overall project scope.

Console Specifications

1.0 –Workstation Description

1.1 Workstation must display at minimum six (6) – 23-inch flat monitors on two levels of three (3) monitors each with capability to expand to a greater number of monitors.

1.2 Workstation must enclose at least three (3) CPU units, (2) of which are standard sized CPU units and one (1) of which is 9 inches X 22 inches X 23 inches, with room to remove or repair the CPU units without issue. Furthermore, workstation must also enclose a State of Connecticut provided 911 communications CPU, which is 7 inches X 9.5 inches X 3.5 inches with room to remove or repair without issue.

1.3 Workstation input area shall support three full-size keyboards with numerical keypad and three pointing devices (mouse or trackball).

2.0 Requirement Summary

2.1 The workstation shall be designed specifically for 24/7 operations in the emergency communications center environment. Office furniture will not be considered.

2.2 The workstation shall meet all ADA, ANSI, ASTM, and UL standards, as well as any applicable regulatory standards.

2.3 The lifespan of the workstation shall be durable and designed to withstand 80,000 – 100,000 hours of continual use.

3.0 Stability – Function

3.1 A structural framework utilizing a unified frame construction design shall be provided featuring full undersurface cavities that lock each element of the console subsurface into a contiguous whole, stabilizing all movement.

3.2 Console furniture shall be modular in design for ease of reconfiguration and upgrading. Technology and personal storage units should have the ability to be removed or replaced without deconstruction of the console unit.

3.3 Construction of console walls should be of solid core materials utilizing a post and panel design. Hollow core panel systems using cantilevered surfaces will not be accepted. Failure to meet this requirement should be documented with an explanation as to why a different construction is superior.

3.4 The design of the console shall address the functional, ergonomic and aesthetic requirements of the

particular working environment while complying with the accepted human factor design and ergonomic standards for viewing distance, angle, monitor and keyboard height, and knee-well space.

3.5 The console must accommodate a variety of computer, communication, display, environmental controls, and operator interfaces.

3.6 Sit-to-stand base shall be connected to the console undercarriage with a footprint designed to allow maximum stability based on the overall size of the monitor surface. Free standing leg and feet systems will not be accepted, nor will any cantilevered surfaces be allowed. A minimum of two (2) legs is required for each moveable surface. Documentation must be presented for the load capacity of the monitor surface.

3.7 There shall be no obstructions for side-to-side movement by the user within the footprint of the console. Knee space must be a minimum of 70% of the consoles’ overall width.

3.8 Horizontal work surfaces shall be supported by a steel tubular sub-frame (or equal approved design) for maximum durability.

3.9 Construction must be strong and rigid design, and able to meet all required standards for furniture construction.

4.0 Input Surface

4.1 Shall lower to at least 22 inches to accommodate the 5th percentile seated female. (NHANES III, SAE)

4.2 Shall rise to least 57 inches to accommodate the 95th percentile male. (NHANES III, SAE)

4.3 Shall provide an infinite adjustment throughout the entire range above; this is a critical function required to meet ergonomic standards and reduce repetitive strain injuries and carpal tunnel syndrome.

4.4 Input devices must be placed with primary and secondary work zones.

4.5 Shall be available in a tilt design that allows a 15 degree +/- manual adjustment.

4.6 Shall allow elbow angles between 70 and 135 degrees.

4.7 Electronic work surface adjustment must be independent of the monitor support adjustment.

4.8 Adjustment controls to be easily accessible, provide digital readout and have a smooth surface for easy cleaning and sanitizing.

4.9 Must adjust simultaneously with the monitor support in order to retain relative positioning between both surfaces when changing from sitting to standing. Allowing quick shifting from sitting to standing work postures. Simultaneous movement of two surfaces (independent adjustment) is acceptable.

4.10 Entire surface and all environmental controls shall move with the input surface to maintain the work environment settings.

4.11 Static load capacity of 1200 lbs. and an equipment load capacity of 500 lbs. to accommodate all types and quantities of input devices.

4.12 Shall be secured to the monitor surface by metal-to-metal connection. Wood screws will not be acceptable. Separate, free standing, independent, floor-supported adjustable input platforms will not be accepted.

4.13 Must provide an intelligent safety feature (automatic sensor) to detect obstacles, prevent collision, and prevent damage and/or injury.

4.14 A minimum safety clearance of 1.25” shall be required between all moving surfaces.

4.15 All cabling required to operate the consoles features must be completely concealed.

4.16 Input surface should have lifting columns integrated into the storage cavities with no exposed leg sets.

4.17 Mechanism must leave an unobstructed knee clearance in the seated operating position.

4.18 All electrical components must be UL listed and CSA certified.

4.19 All moveable components of the console shall be designed and tested to withstand minimum 40,000 cycle hours of full range adjustments.

5.0 Monitor Surface

5.1 Shall lower to at least 27” to allow for appropriate viewing angles of monitors, so that the gaze to the center of the screen ranges between -15° and -20° from horizontal eye level for the 5th percentile seated female. (NHANES III, SAE)

5.2 Shall rise to at least 52” to allow for appropriate viewing angles of monitors, so that the gaze to the center of the screen ranges between -15° and -20° from horizontal eye level for the 95th percentile standing male. (NHANES III, SAE)

5.3 Must allow adjustment of the line-of-sight (viewing) distance between the eyes and front surface of the viewable display area within the range of 19" and 31".

5.4 Design accommodates use of up to five (5) 23” widescreen LCD flat panel monitors on a single tier, and up to (10) 23” widescreen LCD flat panel monitors in a stacked configuration, with independent angle adjustment.

5.5 Surface mounted, user-configurable, user-accessible power and video connections must be available and accessible from the front of the console. (VGA, HDMI, DVI).

5.6 Array should allow for concurrent focal depth movement of at least five (5) monitors at once and a minimum of 12” of travel. Array depth adjustment must lock into fixed position after adjustment to prevent accidental movement.

5.7 Adjustment controls to be flush mounted into surface or underneath the work surface and have a smooth surface for easy cleaning and sanitizing.

5.8 All electrical components must be UL listed and CSA certified.

5.9 Must be independently adjustable in relation to the Input Support Surface.

5.10 All moveable components of the console shall be designed and tested to withstand minimum 40,000 cycle hours of full range adjustments.

5.11 Static load capacity of 1500 lbs and an equipment load capacity of 500 lbs to accommodate all types

and quantities of devices.

6.0 Adjustments

6.1 An option for individual adjustments of both monitor and input surface through the use of an integrated single point interface with precise digital replication must be available.

6.2 Adjustment speed is preferred between 1.25” per second and 1.5” per second.

6.3 A minimum safety clearance of 1.25” shall be required between all moving surfaces.

6.4 Adjustment controls to be flush mounted into surface or beneath work surface and have a smooth surface for easy cleaning.

6.5 Software for console control will not be acceptable.

6.6 Intelligent leg system shall support an anti-collision safety feature in order to prevent damage or injury. Upon contact with an obstruction, the monitor surface must automatically stop its downward path and reverse in order to move the obstruction. Safety bars mounted underneath surface will not be acceptable.

6.7 Design shall accept uneven load distribution.

6.8 Console adjustment controls must not be located underneath the surface to avoid damage from chair arms or the legs of a seated person.

6.9 Lifting system must operate quietly. Maximum sound level of 50db.

7.0 Console Equipment Enclosures

7.1 Fixed equipment cavity storage located under the extension or bridge surfaces shall be provided for CPU equipment and cable routing, keeping the knee space below the consoles unobstructed to allow dispatchers a full range of movement to reach necessary equipment. A non-integrated technology tower placed outside the perimeter of the console will not be acceptable.

7.2 Enclosures must be accessible from both the front and the rear.

7.3 Enclosures must be external from the primary work surface for minimal user disruption.

7.4 Workstation must enclose at least three (3) CPU units, (2) of which are standard sized CPU units and one (1) of which is 9 inches X 22 inches X 23 inches, with room to remove or repair the CPU units without issue. Furthermore, workstation must also enclose a State of Connecticut provided 911 communications CPU, which is 7 inches X 9.5 inches X 3.5 inches with room to remove or repair without issue.

7.5 Enclosures must be stackable to allow additional technology storage or personal storage without taking up additional floor space.

7.6 All equipment enclosures must utilize an active cooling system to ensure technology performing at optimum temperature. NOTE: Cooling system must feature a thermostatically controlled cooling system. This ensures proper cooling without the need to have the cooling fans run continuously.

7.7 An option for cavity illumination should be available.

7.8 Must incorporate an integrated horizontal cable management system with a minimum capacity of (80) CAT5 cables.

8.0 Materials

8.1 Wood Parts

8.1.1 Wood parts must be constructed of 45 lb. density 1-1/8” thick wood core material, pressure bonded with a high-pressure laminate surface on both sides.

8.1.2 Proposals that use steel rather than wood core material will be considered, however, specifications must be included for review and approval.

8.2 Console Walls

8.2.1 Construction of console walls should be of solid core materials utilizing a post and panel design. Hollow core panel systems using cantilevered surfaces will not be accepted. Alternative specifications on offer must be submitted for review and approval.

8.2.2 Top edges of partitions shall either be arched or straight and shall be treated in a durable, replaceable and washable high impact vinyl edging (or equal approved material).

8.2.3 All fasteners shall be completely concealed.

8.3 Mounting Posts

8.3.1 All mounting posts shall be round or octagonal.

8.3.2 Finish shall be powder coated to match edge treatments. Enamel paint is not sufficiently durable and will not be acceptable.

8.3.3 Leveling glides shall be an integral part of the system to accommodate uneven floors.

8.4 Surfaces

8.4.1 All monitor and input surfaces shall be 45 lb. density, 3/4” thick wood core material, pressure bonded with a high-pressure horizontal grade laminate top and sealing horizontal grade backing sheet of laminate on the underside to prevent deflection. NOTE: Proposals that use steel rather than wood core material will be considered, however, specifications must be submitted for review and approval.

8.4.2 Any surface with a span of 48 inches or more shall have additional support members under the surface for increased structural integrity.

8.4.3 Monitor work surfaces and extensions shall include cable drop areas for access to equipment cavities.

8.4.4 All edges shall be treated with high impact vinyl edging material (or approved equal).

8.5 Undercarriage

8.5.1 All supports, doors, cavity caps, and fixed shelves shall be rated for 25 lbs. psf and shall be constructed with a thermally fused laminate surface on both sides to prevent deflection.

8.5.2 All outside end panels shall be a minimum 45 lb. density 1-1/8” thick wood core material, pressure bonded with a high-pressure laminate surface on both sides. NOTE: Proposals that use steel rather than wood core material will be considered, however, specifications must be submitted for review and approval.

8.5.3 Zero-clearance rear access doors shall be locking and be of lightweight metal material.

8.5.4 Doors shall be perforated for passive airflow and finished in a powder coat to match the console mounting posts. Snap on access panels will not be acceptable.

8.5.5 Front access cavity doors shall be hinged for ease of access and maintenance.

8.6 Edge Material

8.6.1 All storage units and pedestals must use minimum 1.5mm thick thermoplastic vinyl extrusion with self-healing properties for maximum durability.

8.6.2 All input support surfaces must use minimum 3mm thick thermoplastic vinyl extrusion with self- healing properties for maximum durability with minimum 3mm radius on front edge. NOTE: Proposals referencing alternative design and/or material to above will be considered, however, specifications must be submitted for review and approval.

8.7 Laminates

8.7.1 High pressure laminate meets ANSI/ASME A 17.1; 1986 requirements for Class “B” laminate and ASTM D523-89, providing a non-glare matte finish.

8.7.2 All monitor and input surfaces shall be minimum .0625” thickness horizontal grade laminate on the top surface, and on the backing sheet, all to prevent deflection.

8.7.3 Thermally fused laminate shall meet NEMA LI-1-1998. Low pressure laminate is not acceptable.

8.8 Fabric

8.8.1 Abrasion resistance at a minimum meets ASTM D-3597 MVPTS-198 standards.

8.8.2 Flammability requirements shall adhere to ASTM E-84 (Steiner Tunnel) Class 1/A.

8.9 Powder Coat

8.9.1 Must meet ASTM D3359-09 adhesion standard for durability.

8.9.2 Must meet PCI #8 Solvent Cure Test for durability.

9.0 Electrical Requirements

9.1 Power Distribution and Load

9.1.1 Every console shall include a minimum of two (2) 8-outlet surge suppressors with room for three transformer plugs on a UL listed and CSA rated 15 amps, 120-volt power center. These power centers shall include a circuit breaker with 1900 joules AC surge suppression to shield equipment from the strongest surges and line noise.

9.1.2 Total actual power draw for an individual console shall not exceed 15 amps.

9.1.3 An option for surface mounted, user-accessible power, voice, and data connections must be available.

9.2 Cable Management

9.2.1 The frame structure must have fully integrated cable management.

9.2.2 A keyboard management system must be provided that allows for independent movement among the keyboard and monitor services.

9.2.3 The system must minimize the wear and tear on the traveling cables by keeping them separated as well as enclosed. Operator intervention should not be required.

9.2.4 Cables routed within any furniture panel system will not be accepted.

10.0 Environmental Control System

10.1 An option with individual environmental controls and without individual environmental controls may be presented. NOTE: Environmental controls should allow individual consoles to be able to control heat and cooled air as well as air distribution.

10.2 Preference is for a single point interface unit that controls all environmental settings (task light dimming, task light on/off, heating and cooling controls, and air distribution).

10.3 A safety feature must exist to prevent overheating, overcooling, and from keeping the environmental controls operating unattended for extended periods of time.

10.4 Floor mounted heating/cooling units will not be accepted.

11.0 Console Height Adjustments

11.1 Height for both the monitor and input services must be electronically operated and should include separate digital read-outs to ensure total replication of console positioning. NOTE: Refer to “Input Surface” and “Monitor Surface” for height requirements.

11.2 Preference is for console height control in a single point interface unit that controls the environmental settings and console height.

11.3 System shall include electronic adjustment controls located within the reach of a wheelchair to meet ADA requirements.

12.0 Lighting

12.1 System shall provide indirect ambient lighting.

12.2 System shall provide flexible task lighting, preferably a 3-point articulating arm that swivels 120 degrees and provides 180-degree tilt for maximum light control.

12.3 Lights must allow user to turn on and off.

12.4 Preference is for task lighting that is dimmable, however, proposals with dual switch for low and high intensity will be accepted.

12.5 Shall include a non-glare parabolic lens. 12.6 Light shall be mechanically fastened to console to prevent removal. Lights should be removable for

maintenance.

13.0 Optional Furniture/Storage Accessories

13.1 The proposal must include a turntable with storage compartments accessible to all telecommunicators in the center as a space to quickly retrieve reference materials and to use as a work and food and beverage surface.

13.2 Proposal must include open workspaces in addition to consoles (e.g., tables). Quantity (6) NOTE: Dimensions shall be considered based upon design of the consoles as proposed by the Bidder. Bidder shall confirm measurements and create floorplan for approval by Communications. Exact dimensions shall be approved upon prior to installation.

13.3 Must have storage for two printers, either on a printer pedestal or table, accessible without having to open a drawer or cabinet. Printers are 22”X22”X18”.

13.4 Must have storage for two Zetron consoles, either on a pedestal or table, accessible without having to open a drawer or cabinet. Consoles are 21”X12”X7”.

13.5 Proposal must include an option for personal item storage. A proposal for secure beverage storage is required.

13.6 Options for the following additional accessories must be available: 13.6.1 Bookcases 13.6.2 File drawers 13.6.3 Box drawers 13.6.4 Lateral file drawers 13.6.5 Wardrobe cabinets 13.6.6 Conference tables 13.6.7 Accessory tools

14.0 Warranty

14.1 Specify standard warranty. (Five years preferred.)

14.2 Specify if an extended warranty is available.

15.0 Lead Time, Shipping, and Installation

15.1 Identify lead time to design, manufacture, ship, and install the consoles.

15.2 Shipping shall be direct to the dispatch center with inside delivery to the second floor (where the dispatch center is located) unless otherwise noted.

15.3 Only the manufacturer’s factory installers or their trained and authorized designees experienced with the working environment of a public safety dispatch center shall assemble and install the console furniture.

15.4 A post-installation walkthrough shall be required with an authorized company representative in order to ascertain full compliance to the floor plan, console design, and materials specified.

15.5 Product training must be provided to a member of the agency upon completion of the installation.

15.6 Any inconsistencies will be noted and shall be scheduled for completion prior to sign off on the project.

15.7 Installation will occur in a live dispatch center; staff installing the consoles must be able to work at noise levels that do not interrupt the activities of the dispatch center and to install the new consoles in such a way that operations of the dispatch center can continue with minimal interruption.

15.8 The awarded company is also responsible for dissembling, removing, and proper disposal of existing dispatch consoles and any furniture associated with the dispatch center that is no longer required to be utilized in the new configuration.

16.0 Preventative Maintenance

16.1 The awarded company shall provide preventative maintenance to extend the lifecycle of the furniture.

16.2 Services must be maintained throughout the warranty period (identify service schedule) with the option of ongoing service agreement to extend lifecycle of the furniture.

16.3 Services may be provided either directly by the awarded company or through an authorized subcontractor-dealer network.

16.4 Detail of Maintenance

16.4.1 Clean and vacuum cabinetry inside and out.

16.4.2 Vacuum fabric panels front and rear.

16.4.3 Attempt to remove any stains from fabric panels.

16.4.4 Inspect and repair edge molding on top and bottom of fabric panels.

16.4.5 Vacuum under cavity shelves.

16.4.6 Vacuum under console, utilizing specialized tool, for discarded food and particles than can cause allergens and attract pests.

16.4.7 Clean and wipe down all counters in and around the console.

16.4.8 Clean and disinfect all high touch areas.

16.4.9 Clean and disinfect all peripherals including keyboards, mice, and input surfaces.

16.4.10 Inspect and/or replace post caps.

16.4.11 Inspect alignment and fit of work surfaces to side surfaces.

16.4.12 Re-level and orient primary surfaces.

16.4.13 Inspect all consoles for level, return consoles to level.

16.4.14 Align individual positions to room if necessary.

16.4.15 Align and inspect doors under consoles and rear access doors.

16.4.16 Inspect and/or replace door stops on foundation.

16.4.17 Visually inspect all electrical (CPU, radio, USB, Ethernet, and monitor) equipment for any anomalies, including physical connections, frayed wires, and other defects. Repair if console related, document and refer if not.

16.4.18 Re-fasten leg and comfort control wires.

16.4.19 Replace broken wire management pieces and tie down wiring related to the mechanical lift portion of the console only.

16.4.20 Inspect all filters in the air control units, replace filters as needed.

16.4.21 Inspect and repair arm ducts.

16.4.22 Inspect fans and control units.

16.4.23 Tuck and tighten cloth on panels (if applicable).

16.4.24 Inspect and/or re-hang panels to posts.

16.4.25 Tighten screws or bolts on mechanical parts or wire management.

16.4.26 Inspect all console lights and replace light bulbs as needed.

NOTE: Identify any and all costs that may be associated with maintenance contract.

16.5 Maintenance Process, Equipment, and Personnel

16.5.1 Maintenance and cleaning shall be required to take place in an operating dispatch center; all processes and equipment must minimize disruption.

16.5.2 Cleaning is to be completed with fragrance-free, minimal odor and environmentally safe products. MSDS sheets shall be available for inspection when requested.

16.5.3 Vacuum cleaning equipment should utilize HEPA filtration (99.9% of particles 1-micron or larger) and operate at less than 68 db (A) sound level.

16.5.4 All maintenance personnel must satisfy the security requirements of the dispatch center.

2021-22 / Terms & Conditions Page 1 of 9

PURCHASING DEPARTMENT

TOWN OF STRATFORD INSTRUCTIONS FOR BIDDERS

TERMS AND CONDITIONS OF BID BID PROPOSALS Bid proposals are to be submitted in a sealed envelope and clearly marked on the outside “BID #2021-22” including all outer packaging such as DHL, FedEx, UPS, etc. All prices and notations must be printed in ink or typewritten. No erasures are permitted. Bid proposals are to be in the office of the Purchasing Department, Town Hall, 2725 Main Street, Room 202, Stratford, Connecticut, prior to date and time specified, at which time they will be publicly opened. RIGHT TO ACCEPT / REJECT AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE TOWN OF STRATFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE TOWN OF STRATFORD. POWER OF REJECTION The Mayor shall have the power to reject all bids and to advertise again. QUESTIONS Questions concerning conditions, bidding guidelines and specifications should only be directed in writing to: Mr. Phillip Ryan, Purchasing Agent: [email protected] Inquiries must reference date of bid opening, requisition or contract number, and must be received no later than as indicated in the bid documents prior to date of bid opening. Failure to comply with these conditions will result in the bidder waiving the right to dispute the bid specifications and conditions. BID BOND The BID BOND furnished, as bid security, must be duly executed by the bidder as principal. It must be in the amount equal to five percent (5%) of the total estimated bid, as guarantee that, in case the contract is awarded to the bidder, the bidder will, within ten days thereafter, execute such contract and furnish a Performance Bond and Payment Bond. Small businesses may elect to obtain an irrevocable letter of credit or cashier’s check in lieu of the Bid Bond. Such surety must also be in an amount equal to at least five percent (5%) of the total estimated bid. All bid bonds shall be written by a surety company or companies licensed in the State of Connecticut, and shall have at least an A-VII policy holders rating, as reported by A.M. Best Rating Services, or otherwise deemed acceptable by the Town. The Town always reserves the right to reject surety companies, if an approved surety bond cannot be provided, the bidder shall be deemed non-responsive. A complete list of certified surety companies can be accessed on the U.S. Government Department of Treasury website: https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm NOTE: Failure to provide a Bid Bond or equivalent security is not cause for a waiver defect. Any bid not accompanied by such security will be excluded from consideration. PRICES Prices quoted must be firm, for acceptance by the Town of Stratford, for a period of ninety (90) days. Prices shall include all applicable duties. Bidders shall be required to deliver awarded items at prices quoted in their original bid. F.O.B. DESTINATION Prices quoted shall be net, delivered to destination. Bids quoting other than F.O.B. Destination may be rejected.

https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm


PERFORMANCE AND LABOR AND MATERIAL BOND The successful bidder, within seven (7) business days after notification of award, will be required to furnish Performance and Labor and Material Bond provided by a company authorized to issue such bonds in the State of Connecticut, or Certified Check or properly executed Irrevocable Letter of Credit equal to a hundred per cent (100%) of the award. In the event that the Contractor where required to provide evidence of insurance and a performance bond does not do so before beginning work, the Town of Stratford reserves the right to withhold payment from such supplier until the evidence of insurance and performance bond has been received by the Town. All payment and performance bonds shall be written by a surety company or companies licensed to issue bonds in the State of Connecticut, and shall have at least an A-VIII policy holders rating, as reported by A.M. Best Rating Services, or otherwise deemed acceptable by the Town. The Town always reserves the right to reject surety companies, if approved surety bonds cannot be provided the contract shall be terminated. A complete list of certified surety companies can be accessed on the U.S. Government Department of Treasury website: https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm BOND REQUIREMENT – NON-RESIDENT CONSTRUCTION CONTRACTORS Overview: The law requiring nonresident construction contractors to furnish security for Connecticut taxes arising from jobs performed in Connecticut has been changed in the following major ways:

• Under the law as amended, there are two classes of nonresident contractors: verified and unverified. A nonresident prime or general contractor may gain verified status and thus eliminate the requirement to file a surety bond with the Department of Revenue Services (DRS), and a nonresident subcontractor may become verified and thus eliminate the requirement for the prime or general contractor to hold back a portion of the amount owed the subcontractor under the contract.

• Under the law as amended, a single surety bond for 5% of the entire project price is required to be filed with DRS by an unverified prime or general contractor where the contract price for the entire project is $250,000 or more. A person doing business with an unverified prime or general contractor for such a project must obtain proof that such contractor has filed a bond with DRS, but is no longer required to withhold an amount from payment due such contractor under the contract.

• A prime or general contractor must hold back 5% of the amount due an unverified subcontractor until the subcontractor obtains and furnishes AU-968, Certificate of Compliance, from DRS. An AU-968 authorizes the prime or general contractor to release all or a portion of the amounts held back from payment to the unverified subcontractor.

Prior law required compliance with one of three options to secure payment of Connecticut taxes for each contract with a nonresident prime or general contractor and with a nonresident subcontractor: (i) a nonresident contractor could furnish DRS a guarantee bond for 5% of the total contract price; or (ii) a nonresident contractor could furnish DRS a cash bond for 5% of the total contract price; or (iii) persons doing business with nonresident contractors would be required to withhold 5% of the total contract price and deposit it with DRS. This law meant that compliance with the law was required for each subcontract for a single project to real property in Connecticut. As under prior law, owners or tenants of residential real property are excluded from the requirements of Conn. Gen. Stat. §12-430(7). More information may be obtained from: https://portal.ct.gov/DRS/Publications/Special-Notices/2011/SN-2011-17 PERMITS The contractor shall be responsible for securing all necessary permits, state and local, and as required by the Town of Stratford. PAYMENT PROCEDURES No voucher, claim or charge against the Town shall be paid without the approval of the Director of Finance for correctness and legality. PAYMENT PERIOD The Town of Stratford shall put forth its best effort to make payment within thirty days (30) after delivery of the item acceptance of the work, or receipt of a properly completed invoice, whichever is later. Payment period shall be net thirty days (30) unless otherwise specified. For projects that do not require a performance or bid bond, The Town of Stratford reserves the right to retain five percent (5%) of total bid amount, which is payable ninety (90) days after final payment or acceptance of the work.

https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570_a-z.htm

https://portal.ct.gov/DRS/Publications/Special-Notices/2011/SN-2011-17


THE CONTRACTOR The Contractor for the work described shall be thoroughly familiar with the requirements of all specifications, and the actual physical conditions of various job sites. The submission of a proposal shall be construed as evidence that the Contractor has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment, or materials required, or difficulties encountered which could have been foreseen had such an examination been carefully made will not be recognized. ASSIGNMENT OF CONTRACT No contract may be assigned or transferred without the consent of the Town of Stratford. AWARD OF BIDS Contracts and purchases will be made or entered into with the lowest responsible bidder meeting specifications, except as otherwise specified in the invitation. If more than one item is specified in the invitation, the Town of Stratford reserves the right to determine the low bidder on an individual basis or on the basis of all items included in the Invitation for Bids, unless otherwise expressed by the Town. BIDDING FOR PUBLIC WORK OR IMPROVEMENT Any public work or improvement costing more than seven thousand five hundred ($7,500.00) dollars shall be executed by contract except where specified work or improvement is authorized by the council based on detailed estimates submitted by the department authorized to execute such work or improvement. All contracts for more than seven thousand five hundred ($7,500.00) dollars, shall be awarded to the lowest responsible bidder, after public advertisement and competition, as may be prescribed by ordinance. The Mayor shall establish reasonable regulations for prefiling sub bids on construction contracts where it is anticipated that the contracting party shall subcontract all or a portion of the work to be done. Any public work or improvement costing more than $7,500 shall be executed by contract except where specified work or improvement is authorized by the Council based on detailed estimates submitted by the Department authorized to execute such work or improvement. All contracts under this section shall be awarded by the Town Council to the lowest responsible bidder, after public advertisement as specified above. NONUSE OF WASTES

A. All bids and contracts related to the retention of services to construct or maintain any publicly owned and/or maintained road or real property within the Town of Stratford shall include a provision stating that no materials containing natural gas or oil waste shall be utilized in providing such a service.

B. All bids and contracts related to the purchase or acquisition of materials to be used to construct or maintain any publicly owned and/or maintained road or real property within the Town of Stratford shall include a provision stating that no materials containing natural gas or oil waste shall be provided to the Town of Stratford.

C. The following statement, which shall be a sworn statement under penalty of perjury, shall be included in all bids related to

the purchase or acquisition of materials to be used to construct or maintain any publicly owned and/or maintained road or real property within the Town of Stratford and all bids related to the retention of services to construct or maintain any publicly owned and/or maintained road or real property within the Town of Stratford: "We ____ hereby submit a bid for materials, equipment and/or labor for the Town of Stratford. The bid is for bid documents titled ____. We hereby certify under penalty of perjury that no natural gas waste or oil waste will be used by the undersigned bidder or any contractor, subcontractor, agent or vendor agent in connection with the bid; nor will the undersigned bidder or any subcontractor, agent or vendor agent thereof apply any natural gas waste or oil waste to any road or real property within the Town of Stratford as a result of the submittal of this bid if selected."


CHANGE ORDERS Approval Required: Except as specified herein, when any public work or improvement has been executed by contract, no changes in the terms, conditions or scope of said contract nor deviations from the specifications made a part of that contract which would result in any way in an increase in the cost of that contract to the Town shall be allowed except by the approval of the Council. Review: Any request for change orders shall first be considered by an appropriate committee appointed and then referred to the Council for appropriate action. Mayor’s Approval: Notwithstanding any provision to the contrary herein, the Mayor, acting upon the advice of the Town Engineer, shall have the authority to approve any such changes or deviations without the approval of the Council, provided that the cost of any such changes or deviations does not exceed the sum of $5,000, and further provided that, in the opinion of the Mayor, due to extraordinary conditions, unforeseen contingencies, market conditions or the nature of the requested change, it would not be feasible or in the best interest of the Town to delay approval of the requested change. GUARANTEE Equipment, materials and/or work executed shall be guaranteed for a minimum period of one (1) year against defective material and workmanship. The cost of all labor, materials, shipping charges and other expenses in conjunction with the replacement of defective equipment, and/or unsatisfactory work, shall be borne by the Contractor. CATALOGUE REFERENCE Unless expressly stated otherwise, any and all reference to commercial types, sales, trade names and catalogues are intended to be descriptive only and not restrictive; the intent is to indicate the kind and quality of the articles that will be acceptable. Bids on other equivalent makes, or with reference to other catalogue items will be considered. The bidder is to clearly state exactly what will be furnished. Where possible and feasible, submit an illustration, descriptive material, and/or product sample. OSHA The bidder will certify all equipment complies with all regulations and conditions stipulated under the Williams-Steiger Occupational Safety and Health Act of 1971, as amended. The successful bidder will further certify that all items furnished under this project will conform and comply with Federal and State of Connecticut OSHA standards. The successful bidder will agree to indemnify and hold harmless the Town of Stratford for any and all damages that may be assessed against the Town. LIFE CYCLE COSTING Where applicable, Life Cycle Costing will be used as a criterion for awarding bids. This is a method of calculating total cost of ownership of an item over the life of the product, which may include operation and maintenance expenses, transportation, salvage value, and/or disposal costs. INSURANCE The Contractor shall not commence any work under the Contract until all insurance required by this section has been obtained and Certificates of Insurance and any other evidence of required coverage requested by the Town, including a copy of the policy itself, have been received and approved by the Town. Such policies shall stipulate that no coverage can be changed or canceled, including for non-payment of premium, unless the Town has had thirty (30) days prior notice in writing. Certificates of renewals or changes in policies shall be delivered to the Owner at least thirty (30) days prior to the expiration of the policy. All insurance issuers chosen by the Contractor must be licensed to do business in the State of Connecticut and rated A- or better by A.M. Best Rating Services. The Town always reserves the right to reject insurance companies, if approved insurance policies cannot be provided the contract shall be terminated. The insurance requirements set forth below are minimum limits of coverage only and in no way limit the Contractor’s liability. The following insurance is required to be maintained in full force until all work required by the contract has been fully completed, except that Products/Completed Operations coverage shall be maintained for five (5) years.


Worker’s Compensation Insurance: The Contractor shall carry Worker’s Compensation and Employer’s Liability Insurance in the form and in such amounts as may be currently required to comply with the Labor Laws of the State of Connecticut. Automobile Insurance: The Contractor shall carry and maintain during the life of the Contract a policy with a combined single limit of $1,000,000 and rider CA9948 or equivalent. This policy shall include all liability of the Contractor arising from the operation of all self-owned motor vehicles used in the performance of the Contract; and shall also include a “non-Ownership” provision covering the operation of motor vehicles not owned by the Contractor, but used in the performance of the work. Commercial General Liability:

Bodily Injury and Property Damage $2,000,000 Products/Completed Operations $2,000,000

This policy shall include Subcontractor's Liability coverage, protecting the Contractor and the Town against liability arising out of the activities of Subcontractors engaged by him in the performance of the work. Umbrella Policy: An umbrella policy in the amount of $5,000,000, covering general liability, auto liability, and employer liability is required. Pollution Liability Insurance: Where applicable, a policy in the amount of $5,000,000 including coverage for transport and other offsite risks. Such policy must be given to the Town for review and determination of acceptability before an award will be made. Waiver of Subrogation: Waiver of subrogation is required on all policies. Additional Insureds: The Town of Stratford, its officers, officials, employees, agents, boards, and commissions shall be named as Additional Insureds. The coverage shall be primary and non-contributory and contain no special limitations on the scope of protection afforded to the Town of Stratford. A waiver of subrogation applies under general liability, auto liability and workers compensation. The coverage shall be primary and non-contributory and contain no special limitations on the scope of protection afforded to the Town of Stratford. A waiver of subrogation applies under general liability, auto liability and workers compensation. Subcontractor’s Insurance: Each Subcontractor engaged by the Contractor to perform any work under the Contract shall obtain all insurance required of the Contractor in the same amounts and subject to the same provisions specified above for the Contractor, including the Additional Insured requirement. Certificates of Insurance shall be submitted to the Contractor and the Town and approved by the Town, before commencing any work. HOLD HARMLESS Contractor shall defend, indemnify, and hold harmless the Town of Stratford, its officers, employees, agents or volunteers, from and against any and all claims and demands of any nature for any loss, damage or injury which any person may suffer by reason of, or in any way arising out of, this Agreement, unless caused by the sole negligence of the Town. FEDERAL, STATE, AND LOCAL LAWS All applicable Federal, State and local laws, rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein. If the total amount of the project, including any current or future change orders, exceeds $100,000.00 all work is to be done in accordance with Connecticut Department of Labor (CT-DOL) rules and regulations. More information may be obtained from: www.ctdol.state.ct.us The Davis-Bacon and Related Acts, shall apply to contractors and subcontractors performing on federally funded or assisted contracts in excess of $2,000 for the construction, alteration, or repair (including painting and decorating) of public buildings or public works. More information may be obtained from: https://www.dol.gov/whd/govcontracts/dbra.htm NOTE: The Town shall apply the most current wage decision applicable at the time of contract award.

http://www.ctdol.state.ct.us/

https://www.dol.gov/whd/govcontracts/dbra.htm


CONFLICT OF INTEREST No officer or employee or member of any elective or appointive board, commission, committee or council of the Town, whether temporary or permanent, shall have or acquire any financial interest gained from a successful bid, direct or indirect, in any project, matter, contract or business within his/her jurisdiction or the jurisdiction of the board, commission, committee or council of which he/she is a member. Nor shall the officer / employee / member have any financial interest, direct or indirect, in any contract or proposed contract for materials or services to be furnished or used in connection with any project, matter or thing which comes under his/her jurisdiction or the jurisdiction of the board, commission, committee or council of which he/she is a member. SCOPE OF WORK / SITE INSPECTIONS The bidder declares that the scope of the work has been thoroughly reviewed and any questions resolved (see above for name and number of individual to contact for questions). If applicable, the bidder further declares that the site has been inspected as called for in the specifications (q.v.). EXCEPTION TO SPECIFICATIONS No protest regarding the validity or appropriateness of the specifications or of the Invitation for Bids will be considered, unless the protest is filed in writing with the Purchasing Agent prior to the closing date for the bids. All bid proposals rendered shall be considered meeting the attached specifications unless exceptions are noted on a separate page dated and signed by the bidder. UNLESS OTHERWISE NOTED It will be assumed that all terms and conditions and specifications will be complied with and will be considered as part of the Bid Proposal. TAX EXEMPT Federal Tax Exemption 06-6002103. Exempt from State Sales Tax under State General Statues Chapter 219-Section 12-412 Subsection A.


REFERENCES Provide details of most recently performed and completed projects of equal scope: REFERENCE #1:

Project Location Contract Price Completion Date Owner / Architect / Engineer Contact Person Phone E-mail Description of the Work

REFERENCE #2:


REFERENCE #3:


This page must be fully completed and submitted with your proposal, including accurate contact names and contact details. Prospective bidders may opt to submit own formatted reference sheets with complete project details and contact information.


REFERENCES Provide details of most recently performed and completed projects of equal scope: REFERENCE #4:


REFERENCE #5:


REFERENCE #6:


This page must be fully completed and submitted with your proposal, including accurate contact names and contact details. Prospective bidders may opt to submit own formatted reference sheets with complete project details and contact information.


SUBCONTRACTORS Provide subcontractor details if any are to be employed as part of this contract, including labor rates: SUBCONTRACTOR #1:

Name of Company Fed ID # Contact Person Title Company Address Phone Trade E-mail

Rates: Supervisor $________/hr Foreman $________ /hr Journeyman $________ /hr Apprentice $________ /hr

SUBCONTRACTOR #2:



SUBCONTRACTOR #3:



SUBCONTRACTOR #4:

Name of Company Fed ID # Contact Person Title Company Address Phone Trade E-mail Rates: Supervisor $________/hr Foreman $________ /hr Journeyman $________ /hr Apprentice $________ /hr

NOTE: All sub-contractors are subject to approval by the Town of Stratford and are required to provide Fed ID #.