HomeMy WebLinkAboutAgenda Report - May 5, 1993 (56)CITY OF LODI
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COUNCIL COMMUNICATION
AGENDA TITLE: Approve Specifications and Authorize Advertisement for the
Dial -A -Ride Radio System
METING DATE: May 5, 1993
PREPARED BY: Assistant City Manager
RECOMMENDED ACTION: That the Council approve revised specifications and
authorize the re -advertisement for Requests For Proposals
(RFPs) for a Dial -A -Ride radio system.
BACKGROUND: The City received proposals in response to a Request for
Proposals from Lagorio Communications and Motorola
Communications. McGee Communications came to the Council
meeting of April 7, 1993 with an entirely different proposal
which could have been submitted on time. The City Council rejected all
submitted proposals and requested staff to review the entire matter. Staff
contends that radio compatibility and integration with other City departments
is preferential over branching off with an incompatible system. The transit
fleet will continue to grow with the addition of a fixed bus route system next
year. The ability to work directly with the Public Works Department garage
staff will be invaluable should a vehicle be unexpectedly taken out of service
while carrying passengers.
A revised RFP is hereby submitted which provides an opportunity for vendors to
submit proposals with a total of six options.
1. Purchase a radio system compatible with the City's existing 800 Mhz
Trunked System.
Ii. Lease/Purchase a radio system compatible with the City's existing 800
Mhz Trunked System.
III. Lease a radio system compatible with the City's existing 800 Mhz
Trunked System.
IV. Purchase a radio system which is not compatible with the City's
existing 800 Mhz Trunked System, but which will provide tdequate radio
communications.
V. Lease/Purchase a radio system which is not compatible with the City's
existing 800 Mhz Trunked System, but which will provide adequate radio
communications.
APPROVED. Q_
THOMAS A. PETERSON recycled Doper
kk City Manager
JGDARCC/TXTA.01V CC -1
Amok Apm,
Approve Specifications anu Authotize Advertisement
for the Dial -A -Ride Radio System
May 5, 1993
Page Two
VI. Lease a radio system which is not compatible with the City's existing
800 Mhz Trunked System, but which will provide adequate radio conmunications.
Staff worked with McGee Communications to ensure they would not be
excluded or otherwise discouraged from submitting a proposal to the City.
Elements of the original RFP which have been specifically deleted include the
following:
1. "The radio system will operate on an existing trunked system licensed by
Lagorio Communications operating from Bear Mountain. The radios must be
capable of subgrouping to facilitate communications among various
departments. APCO 16b public safety capability is a desirable system
element which will aXIow for future application."
2. "Alerted paging with no external equipment".
3. "Quick call capability".
The following language still is included in Option I, II, and III:
"Vendors offering a system comparable to the 800Mhz Trunked System now
in use in the City of Lodi, incorporating the features listed above,
giving effective coverage throughout the previously described
geographical area are invited to submit a proposal to furnish,
program, deliver and install such a system for the City of Lodi."
The APCO 16b requirement has been eliminated as it is not an issue and did not
and will not have a bearing on responses by vendors.
FUNDING: Transportation Development Act (TDA) Funds
Respectfully submitted,
iy L. Glenn
Assistant City Manager
JLG/vc
JGDARCC/TXTA.OIV
REQUEST FOR PROPOSALS
COMMUNICATIONS SYSTEM
FOR CITY OF LODI
DIAL -A -RIDE PROGRAM
The City of Lodi invites proposals from qualified suppliers to furnish, pro-
gram, deliver and install a radio system for the City's Dial -A -Ride intracity
public transportation program.
The designated system consists of 13 mobile radios, one hand-held portable
radio, one desk charger, one desk set, apd one control station. The range
for radio coverage is the City limits and the community of Woodbridge, or
approximately 12 square miles. The Dial -A -Ride program operates up to 12
hours a day, seven days a week.
The desired system should consist of, but not be limited to, the following
features:
Priority level definition in a multi -channel environment
Selective addressing
Privacy channeling
99% coverage of Lodi/Woodbridge area
98% assured airtime access
Failure mode backup guarantee
Busy que and call-back
Vendors offering a system comparable to the 800Mhz Trunked System now in use
in the City of Lodi, incorporating the features listed above, giving effec-
tive coverage throughout the previously described geographical area are
invited to submit a proposal to furnish, program, deliver and install such a
system for the City of Lodi.
Suppliers submitting proposals must have demonstrable knowledge and experi-
ence with trunked systems applications. Additionally, each proposal must
include a list of professional references citing successful installations.
The deadline for submitting proposals is 3:00 p.m. Wednesday, May 19, 1993.
Questions regarding this project may be directed to Janet S. Keeter,
Administrative Assistant to the City Manager, at telephone number (209)
333-6700.
Joel E. Harris
Purchasing Officer
City of Lodi
PROPOSAL INSTRUCTIONS
I. ADMINISTRATIVE INFORMATION
1. Vendor's Responsibilities
The City of Lodi will receive sealed proposals to furnish, program,
deliver and install a radio system as described herein.
Responses to this Request for Proposal must be received by the City
of Lodi no later than
3:00 p.m. Wednesday, May 19, 1993.
Proposals must be clearly marked "Proposal - Radio System", and
should be delivered to
City of Lodi Administration Department
Attn: Janet S. Keeter
221 West Pine Street P 0 Box 3006
Lodi CA 95240 Lodi CA 95241-1910
Proposals received after 3:00 p.m. Wednesday, May 19, 1993 will be
returned to the proposer unopened.
Vendor should read and understand the information and instructions
for responding to this Request for Proposal.
Vendor shall comply with all federal, state and local laws,
ordinances and regulations which in any manner affect this project.
Vendor shall provide satisfactory proof of liability, casualty and
workers' compensation insurance in amounts and with coverage
satisfactory to protect both vendor and the City of Lodi from
claims, damages or issues by any employee of vendor or City of Lodi
which may arise from the installation or operation of the system,
or from damages under any contract awarded as a result of this RFP.
Failure to respond to any requirements outlined in this Request for
Proposal, or failure to enclose copies of the required documents,
may disqualify the proposal. Vendors declining to submit a pro-
posal in response to this request should so advise in writing to
preclude exclusion from future proposal requests.
All responses shall be a firm offer valid for no less than ninety
(90) days and will be regarded by the City of Lodi as vendor's best
and final offer.
The City of Lodi reserves the right to reject any or all proposals,
and to modify system component list to best serve the needs of the
City.
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I. ADMINISTRATIVE INFORMATION (continued)
2. General Instructions
This Request for Proposal outlines the requirements for a radio
system to be used in the City's Dial -A -Ride public transportation
program.
Vendors are invited to submit "purchase", "lease -purchase", and
"lease" proposals for either or both of the following options:
1) a system compatible with the existing City of Lodi 80OMhz
trunked system;
2) a system incompatible with, but comparable to, the City's exist-
ing 800Mhz system.
The system offered by the vendor shall be comprised.of new equip-
ment, all major components of which must be produced by established
manufacturers.
FOB point is Lodi, California, equipment programmed, delivered
and installed.
The information contained in the RFP, and RFP itself, is provided
for the sole use of vendor in preparing the proposal, and shall not
be disclosed to any other person or business not having a direct
interest in the proposal. Technical information in the vendor's
proposal which is of a proprietary nature should be so noted by the
vendor.
The vendor shall hold harmless the City of Lodi, its officers,
agents, and employees, from liability of any nature or kind due to
unauthorized use of any copyrighted composition, trade secret,
patented or unpatented equipment, articles or appliances furnished
or used in any order made pursuant to this RFP, and agrees to
defend, at vendor's sole expense, any and all actions brought
against the City of Lodi as a result of such unauthorized use.
3. Technical Overview and Requirements
System requirements are:
13 Mobile Radios, 10 -watt (minimum), (minimum 8 -channel sub -
fleet selector desirable);
1 Hand-held portable, 3 -watt, (minimum 8 -channel sub -fleet
selector desirable), soft whip antenna, carrying case;
1 Desk Charger;
1 Control Station, 15 watt;
1 Desk Set, with clock and internal mic;
Other component parts which will be necessary for proper
system operation (antenna, transmission line, etc.).
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I. ADMINISTRATIVE INFORMATION.(continued)
3. Technical Overview and Requirements (continued)
The desired system should consist of, but not be limited to, the
following features:
Priority level definition in a multi -channel environment;
Selective addressing;
Privacy channeling;
99% coverage of Lodi/Woodbridge area;
98% (minimum) assured airtime access;
Failure mode backup guarantee;
Busy que and call-back.
Range of Coverage: City of
unincorporated community of
square miles.
4. Pricing
Lodi within City Limits, and the
Woodbridge; approximate area is 12
Vendor shall specify pricing using the following outline:
a. Hardware - specify manufacturer, model number, and des-
cription for each item proposed, unit prices, total
price, lease/purchase options, and lease options for
the units delivered to the instaTTtion site in Lodi;
b. Programming and Installation;
C. Taxes;
d. Services (activation, training, and consultations), and
transmission costs;
e. Discounts available for prompt pa,ment, accelerated
payment, or early payoff of lease.
5. Vendor References
Submitted with the proposal, vendor shall provide a list of three
local (Lodi, Stockton, Sacramento) business references, including
contact name, telephone number, and type ot' system installed.
6. Literature
Vendor shall provide equipment brochur^s, with specifications and
equipment capabilities, submitted with proposal.
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I. ADMINISTRATIVE INFORMATION (continued)
7. Proposal Format
Proposals should be submitted using the following format:
a. Business Overview - Letter of Introduction
b. Proposal: Option 1 Equipment Description;
Option 1 Pricing, as described in Section I.4;
Option 1 Warranty information (see Section
I.9.c);
Option 1 exceptions or deviations (if any) to
system requirements;
C. Proposal: Option 2 Equipment Description;
Option 2 Pricing, as described in Section I.4;
Option 2 Warranty information (see Section
I.9.c);
Option 2 exceptions or deviations (if any) to
system requirements, and extent of incom-
patibility with City's existing system;
d. Description of system operating environment, including
ownership of and responsibility for operation of trunked
and/or conventional repeater system(s) on which communi-
cations using proposed equipment would depend;
e. Supplier Questionnaire (see Page 8, attached hereto);
f. References of Previous Installations, as described in
Section I.5;
g. Product Literature.
8. Proposal Evaluation
The City of Lodi will evaluate proposals on the basis of:
a. Ability to meet technical requirements;
b. Equipment features proposed and their applicability to the
needs of the City of Lodi;
C. Equipment reliability as evidenced by the number of similar
systems installed and maintained by the vendor;
d. Vendor's installation and maintenance capabilities and field
service support of proposed system as evidenced by testimony
of current users of similar equipment;
e. Vendor's/manufacturer's reputation, financial stability, com-
petitive standing and commitment to the communications
industry;
f. Total system costs relative to the needs of the City,
g. Information provided on Supplier Questionnaire.
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9. Other Terms and Conditions
Any contract awarded as a result of this Request for Proposal
and proposal submitted by vendor shall be subject to the
following terms and conditions, in addition to other terms
and conditions described herein:
a. Purchase Orders: Any purchase made by the City of Lodi
pursuant to this RFP will be by Purchase Order, and all
terms included in this RFP will be binding.
b. Payments: Payments shall be made, upon submission of
acceptable invoice, for equipment specified in purchase
order, delivered, installed, and accepted by the City of
Lodi. Invoices shall indicate sales or use taxes as sep-
arate items apart from the cost FOB delivered and in-
stalled. Purchase order number and equipment description
shall appear on invoice. Invoice shall be rendered in
duplicate.
Full payment by the City shall not release supplier of
supplier's responsibility to fully carry out his obliga-
tions under any purchase coi.'ract made pursuant hereto,
nor be construed by suppliEr as acceptance of the equip-
ment by the City.
C. Warranties/Guarantees: Supplier shall warrant with re-
spect to goods purchased that (1) Supplier has good title
to the equipment sold, (2) the equipment conforms with
representations made by vendor in proposal, (3) the
equipment is fit for the purpose for which it is pur-
chased, (4) the equipment is merchantable, (5) the equip-
ment has no latent defect, and (6) the equipment will
have been manufactured in a good workmanlike manner using
the highest quality materials in conformity with the best
standard practices. In addition to any other warranties
described herein, vendor shall repair or replace, at no
expense to the City of Lodi, any equipment or parts which
develop defects or fail due to faulty material, workman-
ship, or design within a period of at least one year
after the equipment has been accepted by the City.
d. Proposer agrees that the only persons or firms interested
in any submitted proposal, as principal or principals, is
shall be named in the proposal, and that no other persons
or firms than listed therein have any interest in the
proposal, that the proposal shall be submitted without
connection with an; other person, company, or parties
making a proposal, and that it is in all respects fair
and in good faith, without collusion or fraud.
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9. Other Terms and Conditions (continued)
e. Proposal shall be signed by a representative of the
company fully authorized to bind the company to the terms
and conditions of this RFP and any purchase made pursuant
hereto.
SUPPLIER QUESTIONNAIRE
1. Is supplier currently able to provide system(s) as herein des-
cribed and proposed? Yes No
If "No % please list exceptions:
2. Delivery Leadtime after vendor's receipt of order: weeks.
3. Installation time after delivery: weeks.
4. Test time after installation: weeks.
5. Payment terms•
6. Are Lease/Purchase plans available and included in the proposal
for this equipment? If so, please describe in a separate sheet
and attach to your proposal under the "Pricing" section.
7. What levels of service and repair parts support are available?
Locally (within 4 hours):
Regionally (within 24 hours):
Questionnaire completed by
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