Item 5HCity of Southlake, Texas
MEMORANDUM
TO: Shana Yelverton, City Manager
FROM: Deb Russell, Purchasing Agent
SUBJ Award of bid to American Communications to purchase, deliver, and install
Outdoor- Warning Sirens and to provide Training on Equipment, item 5.H.
Action Requested: City Council consider award to American Communications to purchase,
deliver, and install Outdoor Warning Sirens and to provide training on
Equipment.
Background
Information: The Southlake Department of Public Safety advertised a. Request for
Proposals (RFP) regarding the design and installation of Outdoor
Warning. Sirens. The RFP was advertised beginning January 13, 2006
and lasting until January 26, 2006. Th-- proposals received at that time
did not meet the needs of the city and were subsequently rejected. A
new scope of work was created and a. new request for bids was
advertised. The City received only one responsive bid. during our second
request for bids. The new bid received on July 12, 2006 meets or
exceeds all requirements and is roughly $58,000. under budget.
The purchase of Outdoor Warning Sirens will compliment the Alert AM
radio station currently operating within the city. Warning Sirens provide
an excellent form of communication to residents and visitors located
outdoors. Each CISD school within Southlake will receive a tone alert
radio that will activate along with the sirens. The combination of
warning sirens, tone alert radios and the Alert AM radio stations will
provide: the city with effective emergency communications far into the
future. We recommend the award to the sole responsive bidder in the bid
amount of $134,326.65.
Financial
considerationst The proposed award amount is under the original, proposed. budget
amount. The total cost of the waiving sirens, including installation,
testing tmining is not to exceed $134,326.65.
Shana Yelverton City Manager
August 4, 2006
Page 2
Citizen Input/
Board Reviews: Citizen input has been positive /not subject to board review.
Leg-.d Review The City Attorney reviewed and approved the Request for Bids (RFB)
and applicable documents.
Alternative: Deny award to American Communications and re -bid project.
Note: Denial of award to American Communications and re- bidding this
project would delay installation by at least four months.
Supporting
Documents:
Bid Tabulation
RFB #RFB 1205A130RK600104
Recommended Letter of Agreement
Staff
Recommendation: Award to and contract with American Communications to purchase,
deliver, and install Outdoor Warning Sirens and to provide Training on
Equipment.
Staff' Contact: Chief Robert Finn, Deputy Director /Chief of Fire Services
CITY OF SOUT14LAKE DEPARTMENT: PUBLIC SAFETY
BID TABULATION FORM PROPOSAL DUE: 7/12/2006
RFB #: RFBI 205A30RK600104
Form Prepared By: Deb Russell
AMERICAN
Date Prepared: 7.24.06 COMMUNICATIONS NO BID:
Quoter #: PROSECURE, INC.
Contact Name: ROBERT PARSON A -ALARM FIRE & SECURITY SYSTEMS
Contact Number: 817.831.3865 UNITED SECURITY ASSOCIATES
2321 SOLONA
Physical Address: FORT WORTH, TX 76117 GREAT SOUTHWEST FIRE & SAFETY
ITEM Description:
MID -STATE COMMUNICATIONS &
ELECTRONICS, INC.
Item 1.
Five (5) Each Whalen WPS 2810 or 2910 Series
Warning Sirens
g 88,222,15
VISE MODEL MANAGEMENT
CONSULTING
Item 2.
Five (5) Each Concrete Poles for Each Siren
$ 14.275.00
SAFETY COM: Bid considered non-
responsive. Safety Com mailed bid to wrong
location and subsequently their bids were
returned to them unopened.
Item 3,
Installation Services and Locations:
Item 1a.
1 Svc Installation Services for DPS East site 557 North
Carroll, Southlake, TX
$ 3,200.00
Item 3.b.
I Svc Installation Services for DPS West site 2100 West
Southlake Blvd., Southlake, TX
$ 3,200.00
Item 3.c.
1 Svc Installation Services for Southlake Sports
Complex site, 2100 Crooked lane, Southlake, TX
$ 3,200.00
Item 3.d.
I Svc Installation Services for Bicentennial Park site,
400 North White Chapel Rd. Southlake, TX
$ 3,200.00
Item 3.e.
I Svc Installation Services for Bob Jones Park site, 3907
North White Chapel Rd., Southlake, TX
$ 3,200.00
Item 4.
Training Services and Number of Attendees:
Item 4.a.
On -Site System Training for Ten (10) or More City
Employees
included
Item 4.b
On -Site System Training for Eleven (11) or More City
Employees
included
price per each $871.50
Additional:
13 VA2000 Dedicated Receivers
$ 11 ,329.50
TOTAL ALL AREAS:
$ 129,826.65
Item S.
1 Svc Armual Maintenance Services for All Equipment
(Beginning Year 2)
$ 6,090.00
Item 6.
Svc / Replacement Provide 25 -Year Cost Out on all
possible items that are to be provided by the bidder.
$ 9,114,00
ALTERNATE PRICING;
Item 7.
Five (5) Each Steel Poles for Each Siren
NO BID
NOTE TO PURCHASING AGENT:
Request award to American Communications for the following reason(s):
Low Bid
Delivery Time
Emergency repair (explain other)
City of Southlake
Purchasing Diklision
REQUEST FOR BIDS
The City of Southlake is soliciting sealed bids to award an annual agreement to a qualified
Contractor to provide: the following described goods and services for the Public Safety
Department/Division: Outdoor Warning Sirens and training as more fully described in
Appendix A attached hereto. The intent of this request is to establish an agreement with a
qualified Contractor to provide these goods and services for the City.
Request for Bid Reference Number: RFB1205A13ORK600104
Subject: PURCHASE, DELIVER, INSTALL OUTDOOR WARNING
SIRENS AND PROVIDE TRAINING ON EQUIPMENT
Bid Closing Date: 3:00 P.M., Wednesday, July 12, 2006.
TABLE OF CONTENTS
Tableof Contents ...................................................................... ............................... ...........................Page 1
Request for Bids
(1) Introductions ................................................................................. ............................... .............Page 2
(2) Definitions ............. ............................... ...........................Page 2
(3) General Information ....................................................... ............................... ...........................Page 3
(4) RFB Withdrawals and/or Amendments .......................... ............................... ...........................Page 4
(5) Bid Submittal Requirements ........................................... ............................... ...........................Page 4
(6) Bid Evaluation ................................................................ ............................... ...........................Page 5
(7) Contract Award ............................................................... ............................... ...........................Page 7
Appendix A — Scope of Services
(1) Project Title .................................................................... ............................... ...........................Page 8
(2) Scope of Services Contact .......................................................... ............................... ...............Page 8
(3) Submittal Requirements ......................................................................... ............................... ....Page 8
(4) Special Conditions .......................................................... ............................... ...........................Page 8
(5) Bid Evaluation Factors ................................................... ............................... ...........................Page 8
(6) Brand Manufacture Reference ........................................ ............................... ...........................Page 8
(7) Key Events Sch edul e ........................................................... ............................... ......................Page 8
(8) Bonds .............................................................................. ............................... ...........................Page 8
(9) Scope of Services ............................................................ ............................... ...........................Page 9
Appendix B — Bid
( -) Sealed Envelope Label ...................................................... ............................... ............Page 18
(1) Proposed Service and/or Product .................................. ............................... ...........................Page 19
(2) Cost of Proposed Services and/or Product and Schedule of Pricing
........... ...........................Page 19
(3) Delivery of Product and/or Services ............................. ............................... ...........................Page 21
(4) Bidder's Experience I Staff ................................................................... ............................... ...Page 22
(5) Independent Contractors Status .................................... ...............................
...........................Page 22
(6) References .................................................................... ...............................
...........................Page 23
(7) Certification of Bidder .................................................. ...............................
...........................Page 24
(8) Trade Secrets and /or Confidential Information ............ ...............................
...........................Page 25
(9) Signature Block ............................................................ ...............................
...........................Page 26
Appendix C — Conflict of Interest Questionnaire ................ ............................... ...........................Page 27
Appendix D — No Intent to Submit Form ............................ ............................... ...........................Page 29
City of Soutlxlake - RFB1205A130RK600104 - April 13, 2006 - Page 1 of 29
Southlake, Texas
Request for Bids
1. Introduction
A. Project Overview The City of Southlake is requesting Bids with the intent of awarding a contract
for the purchase of goods and services contained in Appendix A — Scope of Services.
B. No Intent to Submit If you do not wish to submit a bid at this time, please submit a "No Intent to
Submit Form" (See Appendix D) via fax to (817) 748 -8048 or mail to the City of Southlake
Purchasing Division, 1400 Maim Street, Suite 4440, Southlake, Texas 76092,
C. Bidder Registration All potential Bidders who pick up a RFB packet must register with the
Purchasing Agent. Potential Bidders receiving this Request other than directly from City should
also register with the Purchasing Agent, so that the City may notify all potential Bidders in the
event an addendum is issued.
D. Questions: Following are contacts for questions as identified.
RFB Clarifications All questions related to requirements or processes of this RFB should
be submitted in writing to the Purchasing Agent identified in section 2 below.
ii. Scope of Service Questions All questions related to the scope of service should be
submitted in writing to the contact person(s) noted in Appendix A — Scope of Services.
iii. Replies The City shall not be bound by any reply to an inquiry unless such reply is made
by forinal written addenda. Oral interpretations or clarifications will be non - binding.
Responses to inquiries which directly affect an interpretation or change to this RFB will be
issued in writing by addendum and mailed to all parties recorded by City as having received
a copy of the RFB. All such addenda issued by City prior to the submittal deadline shall be
considered part of the RFB, and the Bidder shall be required to consider and acknowledge
receipt of such in his Bid document.
E. Notification of Errors or Omissions Bidders shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFB. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
F. Conflict of h7terest Questionnaire (Form ClQ) A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
#C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, responds to a request for proposals or bids, correspondences, or other writing related to
any potential sales agreement with the City.
2. Definitions
Bid Document The signed and completely executed submittal of the entirety of Appendix B — Bid
Document.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 2 of 29
City Business: A business or firm with either its principal place of business or a significant business
presence within the City of Southlake, Texas.
City of Southlake { "City' } } : The City of Southlake, Texas.
City Secretary's Office The office of the City Secretary of the City, located at 1400 Main Street, Suite
9270, Southlake, Texas 76092. PH: (817) 748 -8016; Fax: (817) 748 -8270.
Disabled Person: A person who suffers from a disability as defined by one or more of the following
the United States Americans with Disabilities Act (42 U.S.C. 12101, et seq., the Texas Commission on
Human Rights Act, Texas Labor Code Section 21.001, et secs, or other applicable
Historically Underutilized Businesses (HUB) A Historically Underutilized Business is a business of
which at least 51 percent of the business, or of the stock in the case of a corporation, is owned by one
or more minority persons, women, or disabled persons, the management and daily business operations
of which is controlled by one or more minority persons, women, or disabled persons.
Minority / Women's Business Enterprise (M/WBE } : A Minority Business Enterprise is a business that
is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent by one
or more women or minority persons. A Women Business Enterprise is a business that is owned and
controlled (as defined above in the HUB definition) at a minimum of 51 percent by a non- minority
woman or women. .
Minority Person A person who is a citizen or lawful permanent resident of the United States and who
is a member of any race other than Caucasian.
Project The name of this Request for Bids as identified on the cover sheet and first page of the
Request for Bids herein.
Bidder The Bidder and the Bidder's designated contact signing the last page of the Bid Document.
Purchasing Agent The Purchasing Agent for the City; Deborah Russell, PH: (8 17) 748 -8940, E -Mail:
drussellk,ci.southlake.tx.us Fax (817) 748 -8048.
Request for Bids (RFB) The entirety of this document to include all Appendices.
Scope of Services The entirety of Appendix A — Scope of Services.
Centralized Master Bidders List (CMBL) A master database used by State of Texas purchasing
entities to develop a mailing list for vendors to receive bids based on the products or services they can
provide to the State of Texas.
(Manufacturers, suppliers, and other vendors wishing to furnish materials, equipment, supplies, and
services to the state should apply to be on the CMBL to receive bidding opportunities as outlined by
the State of Texas Building and Procurement Commission.)
3. General Information
A. Tax Exempt Status Purchases made by the City are exempt from State Sales Tax and Federal
Excise Tax. Do not include tax in the Bid. Excise Tax Exemption Certificate will be furnished by
City upon request.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 3 of 29
B. HUB / MWBE It is the policy of the City to encourage the use of HUB and MWBE certified
businesses and City businesses in prime contracts, subcontracts and purchasing transactions.
Contact the Purchasing Agent for assistance in identifying HUB / MWBE or City businesses, or
obtaining certification as a City business.
C. Public 1»spection of Proposals The City strictly adheres to the Texas Public Information Act
(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations,
and laws regarding the disclosure of RFB information. Bid Documents are not available for public
inspection until after the contract award. It is the understanding and position of the City that if the
Bid Document contains trade secrets and confidential information, then the Bid Document may not
be open to public review even after the Bid award. It is the intent of the City that if the Bidder has
notified the City, in writing, that the Bid Document contains trade secrets and confidential
information, and the City receives a request under the Texas Public Information Act for such
information, or if such information is otherwise requested pursuant to applicable law, the City
would generally take reasonable steps to prevent disclosure of such trade secrets and confidential
information, such as by submitting such information to the Texas Attorney General for a
determination as to whether such information is exempt from public disclosure or by notifying the
Bidder submitting such information that a request for disclosure has been made, in order to permit
the Bidder to take legal action to prevent such disclosure. The Bidder is hereby notified, however,
that this is a statement of general policy only, and in no event shall the City be liable for disclosure
of such information by the City in response to a request, regardless of the City's failure to take any
such reasonable steps, even if the City is negligent in failing to do so..
No Bidder is authorized to make any public disclosures or issue any news releases pertaining to
this Request without prior written approval of City.
D. Payment Terms Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terns for the City are Net 30 days upon receipt of invoice. Bidder
may request additional payment term options and discounts for City to consider.
E. Title to Goods and Risk of Loss For goods to be provided by Bidder hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, has tested the systern, and determined that
it is in good and acceptable working order.
4. RFB Withdrawals and/or Amendments
A. RFB Withdrawal The City reserves the right to withdraw this RFB for any reason.
B. RFB Amendments The City reserves the right to amend any aspect of this RFB prior to the Bid
submittal deadline and will endeavor to notify all potential Bidders that have registered in
accordance with Section I .0 herein, but failure to notify shall impose no obligation or liability on
the City. The City may reject any Bid that fails to incorporate the terms of any amendment as non-
conforming, regardless of whether the Bidder actually received notice of such amendment, or the
City may elect, in its discretion, to waive such non - conformance, and consider such Bid as
submitted. No oral statement of any person shall modify or otherwise change, or affect the terms,
conditions, or specifications stated in this RFB, or any resultant contract. All changes will be
made in writing and shall not be effective unless signed by the Purchasing Agent.
5. Bid Submittal Requirements
City ofSouthlake - RFBI20SAI3ORK600I04 -
April 13, 2006
Page 4 of 29
A. Submittal Deadline The deadline for submittal of Bids shall be as identified on page B -1 of
Appendix B -Bid. It is the bidder's responsibility to have the Bid correctly marked and delivered to
the City Secretary's Office by the submittal deadline.
B. The bidder must acknowledge all addenda by both signing and returning such docu.inent(s) or by
initialing appropriate area of the Bid document
C. Bid Received Late The time and date recorded in the City Secretary's Office shall be the official
time of receipt. The City is not responsible for non - delivery of mail, carrier, etc. to the City. Late
Bids will not be considered under any circumstances.
D. Withdrawals Any submitted Bid may be withdrawn if a written withdrawal notice is submitted to
the City Secretary prior to the submittal deadline. Otherwise, such Bid shall be binding on the
Bidder at the discretion of the City.
E. Alterations of Bid Document Bid Documents, unless approved by the Purchasing Agent, cannot
be altered, amended or withdrawn by the Bidder after the submittal deadline, unless such
alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent,. Any
interlineations, alteration, erasure or other amendment made before the submittal deadline, must be
signed or initialed by the Bidder or the Bidder's authorized agent, guaranteeing authenticity.
1~. Submittal Packet All Bid Documents, originals and copies in duplicate as identified on page B -1,
shall be submitted in a sealed envelope with a completely executed page B -I affixed to the outside
of the envelope.
G. Bid Document Format All Bid Documents must be prepared in single -space type, on standard 8-
1/2" x 11" vertically oriented pages, using one side of the paper only. Pages shall be numbered at
the bottom. Entries shall be typed, or legibly written in ink. Any other format (via telephone, fax,
etc.) shall not be considered a valid Bid.
H. Validi Period Once the submittal deadline has passed, any Bid Document shall constitute an
irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the
price(s) shown in the Bid Document, such bid to be irrevocable until the earlier of the expiration of
ninety (90) days from the submittal deadline, or until a contract has been awarded by the City.
1, Bid Content Bidder shall submit a completely executed and signed Appendix B as the formal Bid
Document.
J. Evidence of Authority: Each Bid Document, bond, or other required document for which signature
is required and which is signed by an agent or attorney -in -fact must be accompanied by evidence
that the agent or attorney -in -fact executing the document has actual authority to execute the
document on behalf of the Bidder.
6. Bid Evaluation
A. Best Value or Interest City reserves the right to determine which Bid provides the City with the
best value or which will be in the City's best interest.
B. Unit Prices and Extensions If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City, and the Bidder will be bound thereby.
City of Southlake - RFB1205A130RK600104 - April 13, 2006 - Page 5 of 29
C. Deviation from Scope of Services Any deviations from the required Scope of Services and
suggested alternates must be clearly shown with complete information provided by the Bidder.
They may or may not be considered by the City, at its discretion.
D. Ambiguity Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or
non - compliance by the Bidder with specifications, instructions and all conditions shall be
construed in the favor of the City. In the event of a conflict between these standard RFB
requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, the
Appendices shall prevail.
E. Product Samples and Demonstrations Bids shall be considered only from bidders who, in the
judgment of the City are regularly established in business, financially responsible, able to show
evidence of satisfactory past performance, and ready, willing and able to render prompt and
satisfactory services. Samples and /or demonstrations of the products, when required, shall be
furnished free of cost to the City for inspection and consideration.
F. Bid Evaluation Factors A variety of factors may be utilized in the evaluation of the submitted Bid
Documents for this project. The evaluation factors and anticipated emphasis for each factor shall
be as identified in the Scope of Services.
G. Evaluation Process and Acceptance of Evaluation Methodology A committee comprised of
support staff members from various City departments will evaluate the Bid Documents.
Submission of a Bid indicates Bidder's acceptance of the evaluation technique and Bidder's
recognition that some subjective judgments may be made by City during the evaluation and award
process.
H. Completeness Only those Bid Documents that include all requirements noted herein will be
considered. If the Bid Document fails to conform to the requirements of the RFB, City alone will
determine whether the variance is significant enough to consider the Bid Document susceptible to
being made acceptable and therefore a candidate for further consideration, or not susceptible to
being made acceptable and therefore not considered for award.
1. Compliance with Requested Information After all negotiations, but prior to final acceptance of
the proposed product or service, the City reserves the right to perforn a visual inspection and
request a physical demonstration to verify compliance with all proposed specifications, features,
functions, and operational requirements. Should the final proposed product or service fail to meet
what was proposed by the City, the successful Bidder agrees that the City may elect to do any of
the following:
i. Reject the bid and void the purchase as to any and all items.
ii. Require specific performance as proposed and accepted by the City at no additional cost to
the City.
J. City may request other information to detennine Bidder's ability to meet the minimum standards
listed above.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 6 of 29
7. Contract Award
A. Contract Award Process An award for the services or product acquisition specified herein will be
made following a procedure using competitive sealed Bids and in accordance with the City's
purchasing policy. Bid Documents will be opened publicly to identify the names of the Bidders.
After opening, an award may be made on the basis of the Bids initially submitted, without
discussion, clarification, modification, or negotiation with any of the Bidders. City reserves the
right to award one contract for some or all the requirements proposed or award multiple contracts
for various portions of the requirements to different Bidders based on the unit prices proposed in
response to this request, or to reject any and all Bids and re- solicit for Bids, as deemed to be in the
best interest of City.
City of Southlake - RFBI205AI3GRK600I04 - April 13, 2006 - Page 7 of 29
Appendix A — Scope of Services
1.
2.
3
4
5
rii
7
8
Project Title; PURCHASE, DELIVER, INSTALL OUTDOOR WARNING SIRENS AND
PROVIDE TRAINING ON EQUIPMENT
Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to Ross Kormas,
PH. 817.748.8624, e -mail: rkormas @ci.southlake.tx.us. All Bidders are invited review City's
responses on the City's website at: www.ci.southlake.tx.us
Submittal Requirements
The Bid Document must include one (1) signed original spiral bound document and nine (9) spiral
bound copies.
Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
No special conditions exist for this contract.
Bid Evaluation Factors
Emphasis
Factor
5%
Proposer experience and past performance/references
30%
Total proposed package
25%
Ability to meet or exceed the goals of the City of Southlake
5%
Leading edge technology
15%
Support, Warranty and Maintenance
205
Best Value
Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need. The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Bid is fully noted with the manufacturer's brand name
and model. The City reserves the right to determine products and support of equal value, and whether
other brands or models meet the City's prduct and support needs.
Key Events Schedule
Sealed Bids Due to and Opened by City*
Completion of Project
Shown on first Page of this RFB
December 1, 2006
Bonds
City of Southl ake - RFB1205A]30RK600104 - April 13, 2006 - Page 8 of 29
The following bonds are required for any submitted Bid:
The successful Bidder shall be required to deliver to the City the following bonds issued by a good and
sufficient surety licensed by the State of Texas and satisfactory to the City: (1) a performance bond in
the amount of 100% of the total bid amount insuring full, faithful, and prompt perfonnance of the
responsibilities contained in this Request within the time parameters provided in this Request, and for
the payment of all persons performing labor and /or furnishing materials in connection with this project;
and (2) a maintenance bond insuring full and prompt maintenance, repair and/or replacement of the
goods to by provided by Bidder for a period of two years from date of acceptance as defined herein.
Scope of Services
The City of Southlake (The City) desires sealed bids from qualified vendors for an Outdoor Warning
System to provide outdoor warning to the major parks and outdoor gathering areas.
A. Scope
Desired Specifications
a. An Outdoor Warning System utilizing the Whelen WPS 2810 or 2910 series
warning siren, including all of the following:
1. Provide equipment specifications using the Whelen WPS 2810 or
291.0 warning siren
2. Provide 12 tone alert radios for use in schools
3. Furnish and install new equipment
4. Provide training for system operators and maintenance technicians
5. Provide maintenance and technical support
6. Provide for future expansion of the system to include additional siren
sites
The City desires a "turn -key" system to include complete installation of and
training on the system. It is the intent of the City that the selected bidder shall
be solely responsible for the complete installation and engineering of the
system and all interconnecting systems. Bidder shall furnish all staffing,
including, but not limited to; designers, developers, engineers, technicians,
supervisors, etc, to complete all proposed work.
The bidder shall provide the most cost effective solution available to meet the
City's requirements. However, the bid may contain separate, variable options
for which the desired end result is equal or better.
Specific requirements are included in subsequent sections.
B. Background
The City of Southlake is a rapidly growing community of 24,555 citizens and roughly 22
square miles. Located in the heart of North Texas, Southlake offers a small town atmosphere
with all the amenities of a much larger city. Southlake is located at the south end of Grapevine
Reservoir and is bordered by the Cities of Grapevine, Westlake, Keller and Colleyville.
Southlake is centrally located between DFW International Airport (5 miles east) and Alliance
Airport (8 Wailes west).
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 9 of 29
A
Requirements
i. Point of Contact
The City prefers that Bidder have a single point of contact. Provide the name, title,
address, telephone number, fax number and e-mail address of the point of contact.
City of Southlake single point of contact for this bid is Deb Russell, Purchasing Agent.
ii. Legal
Bids must comply with all federal, state, county, municipal and local laws.
W '
E.
Certification
The Bidder must certify that all material, equipment and personnel will be provided to
accomplish the requirements of the system as proposed, at no additional cost above the bid
price. Any cost(s) not identified, and subsequently incurred by the City, shall be the
responsibility of the Bidder. All materials shall be new and unused.
Organization
Provide a listing of technical qualifications and managements capability to support the
installation and continued support of the system. Include:
i. The number of years in the business of providing emergency warning systems
ii. Name and qualifications of Bidder principals who will work directly on this
proj ect
iii. Name and address of the manufacturer of the proposed system
iv. Other manufactures who are represented in the bid
V. Whether the Bidder will install the system or use subcontractors
vi. Whether the Bidder will maintain the equipment or use subcontractors
vii. How will the Bidder provide on -site assistance if needed
viii. The location and the name of any case or cases of any litigation, adjudication
or bankruptcy in the last five years with clients or other users or related to bids
or installations. Please provide a brief explanation of background, status and
resolution for each case listed.
ix. Location of support personnel, number of support personnel qualified to
maintain and repair the proposed system. Provide average and maximum
response time the City may expect for service calls.
X. Provide information on the availability of telephone assistance for operational
and maintenance problems. If this service is available, the Bidder will provide
phone numbers and a schedule of the hours of operation.
F
Siren Coverage
The City desires to have the most coverage per siren that is possible while covering the parks
and specified areas within the City limits. A total of five (5) sirens will be required to cover the
five pre - designated siren sites. At a minimum, the sirens should be capable of 70dB range at
5,200 feet and 60 dB range at 10,400 feet. The siren shall be capable of delivering clear and
powerful voice communication as well as standard siren tones.
City of Southlake - RFE1205A]30RK600104 - April 13, 2006 - Page 10 of 29
NOTE TO BIDDER: At Bidder's discretion, Bidder may provide alternate bid for equipment
that exceeds the minimum siren coverage area, capabilities and aesthetics. Alternate
equipment bid shall be carefully marked and identified in Exhibit `B', Schedule of Pricing, as
an Alternate bid.
G. Equipment and Materials
The design strength and quality of materials and workmanship proposed must conform to the
highest standards of manufacturing and engineering. All items must be new and unused and in
first class condition. If applicable, all contractors should be licensed by the State and the
master license holder will have to be a registered contractor with the City of Southlake. All
equipment furnished by the Bidder shall be installed and tested in accordance with the current
industry standards, which shall be considered minimum requirements.
i. The American National Standards Institute (ANSI)
ii. The Institute of Electrical and Electronic Engineers (IEEE)
iii. The 2002 National Electric Code (NEC)
hi addition, where test standards exist, all materials and equipment furnished by the poropser
for electrical construction shall bear the label of the Underwriters Laboratory (UL).
H. Project Plan
All Bidders shall present a Project Plan detailing the scheduleltirne line for equipment
ordering, equipment delivery, installation, training and implementation with tentative
deadlines. The Bidder does not need to provide specific dates but a timeline for each goal
during the installation process. The city's goal is to have the sirens operational by fall of 2006.
The task performed by the Bidder, as indicated by the proposed schedule, must be submitted as
part of the bid documentation, thereby, submitted with Bidders bid.
The proposed Project Plan referred to above should clearly identify which delivery, installation
and implementation tasks will be performed by the Bidder. Based upon past projects, the
Bidder should clearly and blatantly list separately any task that the Bidder feels to be the
responsibility of the City of Southlake.
The sequence of construction of the work under any contract shall be outlined by the selected
Bidder and approved by the City. At time of award, the selected Bidder shall submit a
Schedule of Construction covering the entire project, including dates of when each goal will
start and finish and covering the entire process. The Schedule of Construction shall replace the
Bidders `Project Plan' and be attached to the award contract agreement. This Schedule of
Construction must be approved by the City before any work will begin.
Siren Equipment Quantity and Locations
A total of five (s) siren locations have been predetermined and will be installed at the specified
locations. The city desires to use Tone Alert Radios in each of the twelve (12) schools within
Southlake and one (1) additional tone alert radio for City usage. The Tone Alert Radios will
work in conjunction with the sirens and will be included in the bid. The city also desires to
City of Southlake - RFB1205A130RK600104 - April 13, 2006 - Page 11 of 29
utilize solar power where possible. Please include the price for both solar and AC powered
sirens.
Siren Locations:
a. DPS East- 667 North Carroll
b. DPS West: 2100 West Southlake Boulevard
C. Southlake Sports Complex: 2100 Crooked Lane
d. Bicentennial Park: 400 North White Chapel
e. Bob Jones Park: 3907 North White Chapel
K.
Poles and Equipment Cabinets
The City desires the use of concrete poles for sirens. However, steel pole prices are requested
for comparison. The pole prices along with the actual siren and installation should all be
separate line items. Demote equipment cabinets shall be designed, constructed and mounted to
resist weather as well as to prevent tampering and vandalism.
System Control
A radio activated, computer operated system and. appropriate remote control devices shall
control the system. The system shall be capable of activating all warning devices
simultaneously, predetermined zones, groups of sirens and/or individual sirens by using the
computer. The siren system shall be capable of silent testing as well as all standard testing
capabilities.
Pertinent data shall be automatically captured, stored in a database structure and compiled into
management information reports. The system shall be capable of self - diagnostic and be
capable of alerting system operators of a fault or error. Data shall be presented in various
required electronic and hard copy reports, and readily made available to Microsoft based
software. The computer hardware and software shall be made compatible with Microsoft
Windows XP Professional, Pentium 4, 2.8 GHz computers.
The computer Graphical user Interface shall provide the operator a map of the City which shall
display the location of each siren and at a minimum, provide:
i. Siren site power failure
ii. Siren site backup power low or failed
iii. Siren sire cabinet open
iv. Siren activation
V. Siren failure to activate
vi. Siren test activation
The application programs shall be simple and straight- forward, written in a manner that will be
readily understood by a competent operator with minimal training and experience. The
database functions shall be written in an accepted and respected language with structured
programming discipline.
The System User Interface application software must be intuitive, as well as easy to operate
and learn. It must operate in a full screen mode, be menu driven and user friendly. Mouse
operated systems are encouraged.
City of Southlake - RFBI205AI30RK600I04 - April 13, 2006 - Page 12 of 29
Data input screens shall use input fields with the curser automatically moving to the next
required field. Input fields should have appropriate edits to prevent entry of incorrect
information.
Proprietary software, hardware and specifications that require modifications leading to
proprietary items will be avoided in all phases. Off -the -shelf or non- proprietary components
are required fo• the entire system, and at a minimum must be designed to meet the following
objectives:
i. Control the activation of the warning system
ii. Contain integrated security measures sufficient to prevent "malicious"
activation by radio, siren location or control location
iii. Contain reliable malfunction warnings
iv. Contain integrated indicators of maintenance needs
V. Record historic audit data for future analysis
vi. Permit remote activation by telephone
vii. Not interfere with the City owned and operated Alert AM radio station
viii. Contain the capability to connect and coordinate between the AM radio and
the siren for joint activation; (this may be included as a separate item).
ix. Contain capability of adding additional siren sites
L
M.
11Stn11atin11
All deliveries, permits, and complete installation and testing shall be provided by the Bidder.
The Bidder shall provide a listing of all software and hardware components, where delivered,
installed and functionally tested, prior to City approval.
All work performed under this bid shall be done in accordance with local, state and national
electrical and mechanical code requirements by a registered, licensed and bonded contractor.
All permits, utility locates, construction sites, materials storage, etc. shall be the Bidder's
responsibility.
AC power for the siren and control boxes may be obtained from existing City facilities or from
the local electric service company. Any cost associated with providing power to the devices is
the sole responsibility of the .Bidder. All associated permits, contractor registration and
inspections shall be the responsibility of the Bidder and their subcontractors. All electrical
work shall be in accordance with the 2002 National Electric Code and all wiring shall be
enclosed in steel conduit and junction boxes, unless otherwise approved by the City in writing
prior to commencement of such work. All equipment shall be designed and. constructed for the
services intended and of good quality. Care shall be taken to install all components in a manner
which will reasonably protect the equipment from the elements.
Trainin
Bidders shall provide a training plan outlining the training curriculum for training City staff
members in the use of the new system. All requirements for such training shall be provided by
Bidder and all costs shall be included in the bid. Training shall be conducted at City facilities
or other location provided by the Bidder and approved by the City in writing. NOTE TO
BIDDER: City estimates at a minimum, ten city employees will attend training.
City of Southlake - RFB1205A130RK600104 - April 13, 2006 _ Page 13 of 29
The Bidder shall provide full training in all aspects of the system to cover activation,
monitoring, trouble shooting, data input/report generating, maintenance and system backup.
Each area shall be covered in sufficient detail to enable operators to maintain and operate the
system and train new staff members.
N. Documentation
Bidder shall provide a minimum of 10 copies of all system manuals, schematics, engineering
plans, surveys, and other pertinent information in both hard copy and CD form. The City
reserves the right to reproduce any and. all documents for internal use. Full technical
maintenance training on hardware and software not included in the maintenance contract shall
be provided..
O. Acceptance Testing
The system operation shall be tested and will include:
a. Activation of the system as whole
b. Activation of pre - determined zones
C. intentional failing of the systems to test failure alerts
d. Remote activation (if applicable)
C. Public Address capability
ii. Once the equipment has been successfully installed and all the required
documentation has been delivered the Bidder shall inform the project
manager, that the system is operational. Once the City receives notification
and confirms installation, a 30 day operational testing period will commence.
The City will not accept the system unless the system performs without
interruption or failure of any part of the system, including software or
hardware, during such testing period. In the event of any failure of any
component of the system, the City may require a new 30 day testing period..
During this period all aspects of the system will be tested. The major
conditions for performance acceptance are as follows:
a. The equipment and software must operate as proposed. All supplied
equipment must be fully functional 24 hours/day with 100% up time
for no less then 30 continuous days..1~ailure to meet the requirement
shall result in re- establishing a new operational verification start date
as defined above.
b. If the results prove inadequate, the City will require the Bidder to
immediately make corrections to the hardware or software to correct
the problem. This shall be done at no expense to the City.
C. If, during the 30 day performance period, servicing, support or part
replacement is required, this will be performed at no expense to the
City. The system warranty and maintenance period will not begin until
after the final acceptance testing period has been satisfactorily
completed.
iii. If the system fails any aspect of the performance acceptance test, the City
may, at its discretion, do one or more of the following:
City of Southlake - RFR1205A]30RK600104 - April 13, 2006 - Page 1.4 of 29
a. Develop a punch list of items requiring correction before the system is
accepted..
b. Restart the 30 day operational verification period after the correction
have been made.
C. Tenninate the contract without liability, declare the Bidder in breach
of contract, and recover contractually specified remedies and/or,
d. Recover monies remitted to the Bidder and/or,
e. Begin another series of perfonnance tests or perform modified tests to
be passed by the system.
f. Accept delivery of the system but pay diminished system or system
maintenance costs and /or recover damages from the Bidder.
iv. Date of acceptance: System acceptance shall be the day following satisfactory
completion of the acceptance testing period, which will require the system to
be fully operational 24 hours a day with 100% up time for not less then thirty
(30) continuous days.
P. System Expansion
The system shall be designed so it is expandable as the City grows in the future.
Q. Warran
All work done, and all equipment and materials furnished under this contract shall be
guaranteed free from defects for a period of five years frorn the date of acceptance. The
guarantee shall be in writing and delivered to the project manager before the final payment is
made. The contractor shall agree under this guarantee to replace any defective work or
materials (regardless whether attributable to component failure or workmanship) on this
project within ten (10) days after notification by a City representative.
Replacement parts shall be available to be delivered within twenty four hours of receipt of
order.
Annual Maintenance
a. Annual maintenance contract shall be included in the bid as a separate line
item and. shall cover all regularly scheduled maintenance including battery
replacement and other parts that will need to be replaced. This contract will
also cover all equipment, including software and hardware and will include a
separate maintenance program following the five year warranty period.
b. The bid must outline their standard or proposed plan of action for the
correction of problems during the warranty period.
R. T financial Report
Bids must include a financial report prepared by the Bidder's Finance Department describing
the financial condition of the Bidder.
City of Soutlilake - RFB1205A130RK600104 - April 13, 2006 - Page 15 of 29
S
T.
25 -Year Cost Out
The Bidder shall provide a 25 year pricing of all possible items that are to be provided by the
Bidder or expected to be purchased by the City because of system expansion that will require
yearly budgeting by the City over the 25 year life expectancy of the system, including, but not
limited to:
i. Maintenance of Hardware, especially moving parts or a total comprehensive
maintenance agreement
ii. Software upgrades, based on past historical trends
iii. Hardware upgrades, based on past historical trends
iv. Training refreshers on new technology
V, Technical maintenance support contracts for hardware and software
vi. Reasonable expansion
Siren Specification
Whelen WPS 2910 or 2810 series outdoor warning sirens with the following features and
specifications shall be used (alternate features and specifications may be suggested with
sufficient justification):
i. General
a. Warning sirens must cover outdoor parks, public gathering areas and inside
the schools with tone alert radios.
b. A total of twelve Tone Alert Radios for the schools within Southlake. Please
include the individual price for each radio along with specifications and
installation
C. Omni direction high powered siren with public address capabilities mounted
on 60' foot concrete poles or steel poles. Please include the price for both steel
and concrete
d. Sirens must have the ability to be silently tested
e. Solar power /AC power with battery backup with a power loss and/or low
battery warning. Solar power is preferred.
f. Lightning arrestor for each siren
g. Digital voice incssaging capability for recorded messages
h. Aluminum, weather resistant locking control boxes with intrusion alarms
ii. Environmental
a. Operating Temperature: -30° C to + 60° C
b. Storage Temperature: -65° C to + 125° C
C. Humidity, Non Condensing 0 to 95%
iii. Acoustic Performance
a. 126 dB at 100' or better
b. 70 dB at 5,200' or better
C. 60 dB at 10,400' or better
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 16 of 29
The City believes that with these acoustic performance standards the estimated number
of sirens the City needs to accomplish its goals is five {5 }. As stated above the sirens
will be located at predetermined locations.
U.
Refer questions and/or contact with City Staff shall be coordinated through the
Purchasing Agent.
Purchasing Agent:
Deborah Russell
City of Southlake
1400 Main Street
Southlake, TX 76092
817.748.8940
Drussell@ci.soutlilake.tx.us
Proiect Manager:
Ross Korkmas
City of Southlake
2100 Southlake Blvd.
Southlake, TX 76092
817.748.8624
Rkorki
City of Southlake - RFB1205AI30AK600104 - April 13, 2006
Bid Preparation and Submission
Page 17 of 29
Appendix B — Bid Document
The requirements outlined in this Request for Bids represent the City's desired specifications and perforinance
level. Bidders may take exception with or deviate from any of the specifications; however, each such exception
or deviation must be noted and supported with written documentation. When exceptions or deviations are
proposed, the Bidders are encouraged to offer alternate solutions and for additional features in their Bid
Document.
(Include this page with the Bid and affix a copy to the outside of the submittal packet's sealed envelope)
RFB Number:
RFB1205A130RK600104
Project Title:
PURCHASE, DELIVER, INSTALL OUTDOOR WARNING
SIRENS AND PROVIDE TRAINING ON EQUIPMENT
Submittal Deadline:
July 12, 2006, 3:00 p.m.
Submit to:
City Secretary's Office
1400 Maim Street
Suite 270
Southlake, TX 76092
(817) 748 -8015
Bidder Information:
Company:
Address:
Contact Name:
Contact Title:
PH:
FX:
Cell:
E -Mail:
I learned of this Request for Bids by the following means:
❑ Newspaper Advertisement
❑ Southlake Website
❑ Mailed Me a Copy
❑ City E -mail Notification
❑ Cold Call to City
❑ Other
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 18 of 29
Appendix B — Bid Document (cantinned)
Proposed Services and/or Product
A. Service Description Bidders should utilize this section to describe the technical aspects,
capabilities, features and options of the service or product proposed. Literature / brochures or
other technical infonnation may be used.
B. Additional Hardware Description: Bidders should also include in this section a detailed description
of what additional hardware and/or software, if any, would be required by the City in order to fully
utilize the goods and /or service proposed.
2. Cost of Proposed Services and /or Product
A. Bid Preparation Costs Bidders electing to respond to this Request are responsible for all costs of
Bid preparation. The City is not liable for any costs incurred by a Bidder in response to this RFB.
B. FOB ( delivery charges) All products offered shall be FOB final destination, with all delivery
charges to be prepaid by the Bidder, and fully installed, tested, and accepted by the City. The City
does not accept C.O.D. or collect shipments. All prices proposed shall include all charges,
including delivery, installation and set -up fees.
D. Packing„ Crating, and Cartage The cost of all special packing, boxing, crating, or cartage shall be
included in the pricing specified in the Bid Document unless otherwise specifically stated in the
City's Request for Bid. All packing, crating, or other debris resulting from the delivery or set -up
of the commodity purchased shall be removed and properly disposed by the successful Bidder at
no additional cost to the City, unless otherwise agreed to in writing by the City.
E. Payment Discounts Cash or prompt payment discounts will not be considered in determining an
award. All payment discounts offered will be taken, if earned and deemed in City's best interest.
F. Pricing Pricing shall reflect the full Scope of Services defined herein; inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit. City will not recognize or accept
any charges or fees to perform this work that are not specifically stated in the Bid
G. Schedule of Pricing Bidder shall quote unit pricing in accordance with the Scope of Services in
the attached `Exhibit B, Schedule of Pricing.' The Bidder can place quotes in this section or, at the
Bidder's option, submit quotes on the Bidder's own forrn as long as such form follows the format
and order of the Scope of Service.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 19 of 29
Item #
Quantity
Description of
Unit Cost
Extended Price
Products /Services
1.
5 each
Whalen WPS 2810 or 2910
Series Warning Sirens
$
$
ca
2.
5 each
Concrete Poles for Each Siren
$
$
ea
3..a
1 Svc
Installation Services for DPS
$
$
East site 557 North Carroll,
ea
Southlake, TX
3.b.
1 Svc
Installation Services for DPS
$
$
West site 2100 West Southlake
ea
Blvd., Southlake, TX
3.c.
1 Svc
Installation Services for
$
$
Southlake Sports Complex site,
ea
2100 Crooked Lane, Southlake,
TX
3.d.
1 Svc
Installation Services for
$
$
Bicentennial Park site, 400
ea
North White Chapel Rd.
Southlake, TX
3.e.
1 Svc
Installation Services for Bob
$
$
Jones Park site, 3907 North
ea
White Chapel Rd. Southlake, TX
4.a.
1 Svc
On -Site System Training for a
$
Minimum of Ten (10) City
Employees
4.b.
1 Svc
On -Site System Training for
$
Eleven (11) or More City
Employees
5.
1 annual svc
Annual Maintenance Services
$
for All Equipment
6,
Svc/
Provide 25 -Year Cost Out on all
Replacement
possible items that are to be
provided by the bidder. Provide
$
this information on separate
page and attach as Schedule of
Pricing. Transfer calculated
dollar amount in the Extended
Total.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 20 of 29
Alternate Pricing:
Item #
Quantity
Description of
Products /Services
Unit Cost
Extended Price
7.
5 each
Steel Poles for Each Siren
$ ea
$
TOTAL ALL SCHEDULE OFPRICING LINE ITEMS]. THROUGH 7.: 1$
3. Delivery of Products and /or Services
A. Excess or Incorrect Commodities Products or materials delivered in error or in excess of the
quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in
writing by the City.
B. Delivery Date The Bid Document must show the number of days required to deliver and install
the product or equipment after the receipt of the City's Purchase Order. This date may, where time
is of essence, determine the successful Bidder.
If the successful Bidder does not deliver in the promised time, fees for delay may be assessed as
provided in this RFB beginning on the first day following the promised delivery date.
If delivery delay is foreseen, the Bidder shall give written notice to City. City has the right to
extend the delivery date if reasons appear valid, but is not required to do so. The Bidder must keep
the City, through the City's designee, advised at all times of status of delivery. In the event of
default in promised delivery (without accepted reasons) or failure to meet specifications, the City
shall be authorized to purchase the commodities or services elsewhere and assess any increase in
costs to the defaulting Bidder, who, by responding to or by submitting a Bid agrees to be
responsible and liable for such costs, and promises to pay same within ten days of invoice.
C. Substitutions or Cancellations No substitutions or cancellations are permitted without written
approval of City. Delivery and /or work to be performed shall be done during normal working
hours only, unless otherwise requested or agreed in writing by the City.
D. Project Schedule Bidder must provide a project schedule noting all projected dates for the project,
from start-up to completion.
E. Operational Instructions / Manuals If requested by the City, the Bidder shall provide a complete
set of operational instructions and descriptive literature for proper evaluation of the service or
product proposed..
F. Required Training Should employee training be required as a result of this service or product, the
successful Bidder shall provide on -site (or classroom, if applicable) instruction to designated City
employees. This cost shall be included in the Bid.
G. Material Safety Data Sheets (MSDS) If applicable, the successful Bidder shall provide the City
with applicable MSDS documentation as required by applicable laws and regulations.
City of Soutklake - RFB1205A]30RK600104 - April 13, 2006 - Page 21 of 29
H. Guarantees and Warranties Each Bidder shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Bidder with the Bid submitted.
1. Acceptance of Products and Services All products furnished under this contract shall be warranted
to be merchantable and good quality and fit for the purposes intended as described in this Bid, to
the satisfaction of City and in accordance with the specifications, tenns, and conditions of the
Scope of Service, and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of, any other express written warranties provided. City
reserves the right to inspect the services performed or product delivered, and to determine the
quality, acceptability, and fitness of such services or product upon delivery, add to reject any non-
conforming goods, providing, however, that the City shall not be required to do so, and any failure
by the City to do so shall not prohibit or bar the City from later asserting any non - conformance or
breach of warranty.
4. Bidder's Experience / Staff
A. Project Team Identify all members of the Bidder's team (including both team members and
management) who will be providing any services proposed and include infornation which details
their experience;
B. Removal or Replacement of Staff If the Bidder determines that an assigned staff person must be
removed or replaced for whatever circumstance, the replacement must be approved by City prior to
joining the project
C. Business Establishment State the number of years the Bidder's business has been established and
operating. If Bidder's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
Business Experience State the number of years-experience the business has: ; and the
number of employees: ;
D. Project Related Experience All Bids must include detailed information that details the Bidder's
experience and expertise in providing the requested services that demonstrates the Bidder's ability
to logically plan and complete the requested project.
Independent Contractor Status
Bidder agrees that Bidder and Bidder's employees and agents have no employer - employee relationship
with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible
for the Federal Insurance Contribution Act (FICA) payments, federal or State unemployment taxes,
income tax withholding, Workers Compensation Insurance payments, or any other insurance
payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave.
A. Insurance The Bidder, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies, and in such amounts (unless otherwise specified) as City may require:
City of Southlake - RFB1205A130RX600104 - April 13, 2006 - Page 22 of 29
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the State of
Texas;
6.
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form
Property Damage, Personal Injury, Completed Operations /Products Liability, Premises
Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form
General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined
Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage.
References
Bidder shall provide three (3) references where Bidder has performed similar to or the same types of
services as described herein.
Client / Company Naive:
Contact Name: Contact Title:
PH: EM:
Date and Scope of Work Provided:
Client / Company Name:
Contact Name: Contact Title:
PH: EM:
Date and Scope of Work Provided:
Client 1 Company Name:
Contact Name: Contact Title:
PH: EM:
Date and Scope of Work Provided:
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 23 of 29
7. Certifications of Bidder
In compliance with this RFB, and subject to all the conditions herein, the undersigned Bidder certifies
and agrees to the following:
A. Assn rig vents The rights and duties awarded the successful Bidder shall not be assigned to another
without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of
liability in the event of default by the assignee.
B. Liens Bidder shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided under the City's request,
by Bidder or Bidder's vendor(s) and if the City requests, a proper release of all liens or satisfactory
evidence of freedom from liens shall be delivered to the City.
C. Indemnification Bidder agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees, and regardless of whether such claims, actions,
suits, demands, proceedings, costs, damages and liabilities are caused in part by the
negligence of the City, its officers, Council members, agents or employees.
The Bidder agrees to protect and indemnify the City from all claims, actions, suits, demands,
proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and
related expenses, arising out of any alleged infringement of patents or copyrights arising from the
Contractor's performance under the Contractor's Bid, including attorneys' fees and court costs.
D. hidemnity for Patents Copyrights and Trademarks: Bidder hereby warrants that the use or sale of
the products, materials and services delivered hereunder will not infringe on the rights of any
patent, copyright, or registered trademark covering such materials and the successful Bidder agrees
to indemnify and hold hannless the City for any and all costs, expenses, judgments, and damages
which the City may have to pay or incur.
E. Rights of Use All the work which can constitute intellectual property under applicable Iaw
contracted with this project shall become the sole property of the City.
F. Gratuities 1 Bribes Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Bidder, or its agent or representative, to any City officer,
employee or elected representative, with respect to this RFB or any contract with the City.
G. Cooperative Governmental Purchasing Notice Other governmental entities utilizing interlocal
agreements with the City, may desire, but are not obligated, to purchase goods and services defined
in this RFB from the successful Bidder. All purchases by governmental entities, other than the
City, will be billed directly to and paid by that governmental entity. The City will not be
responsible for another governmental entity's debts. Each governmental entity will place their
own orders with the successful Bidder and be responsible for ensuring full compliance with the
City of Southlake - RFR1205A]30RK600104 - April 13, 2006 - Page 24 of 29
RFB specifications. Prior to other governmental entities placing orders, the City will notify the
successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your
agreement with the City.
[ ] Yes, Others can purchase; [ ] No, Only the City can purchase.
H. Franchise Tax Delin uenc : The Bidder is not currently delinquent in the payment of any franchise
tax owed the State of Texas.
I. Antitrust Laws Neither the Bidder nor any person, firm, corporation, partnership, or institution
represented by or affiliated with the Bidder, has violated the antitrust laws of this State or the
Federal Antitrust Laws, nor communicated directly or indirectly the Bid made to any competitor or
any other person engaged in such line of business.
The Contractor hereby assigns to the City any and all claims for overcharges associated with any
contract resulting from this RFB which arise under either the antitrust laws of the United States 15
U.S.C.A. Section 1, et seq. (1973), or the antitrust laws of the State of Texas, Texas Business and
Commercial Code Ann. See. 15.0 1, et seq. (1967).
J. Child Support Pursuant to section 231.006 (d) of the Texas Family Code, governing the payment
of child support, the Bidder certifies that the Bidder is not ineligible to receive the specified
payment and acknowledges that this contract may be terminated and payment may be withheld if
this certification is inaccurate.
K. Eli ibg ility Pursuant to Section 2155.004 of the Texas Government Code, governing the collection
of state and local sales and use taxes, the Bidder certifies that the individual or business entity
named in this Bid is not ineligible to receive the specified contract and acknowledges that this
contract may be terminated and/or payment withheld if this certification is inaccurate.
L. Debts of Bidder The Bidder agrees that any payments due the Bidder under this contract may be
applied towards any debt of the Bidder to the City or the State of Texas, including but not limited
to delinquent taxes and child support that is owed to the State of Texas and/or the City.
M. Required Licenses Bidder certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Service herein.
N. Authorijy to Subunit Bid and Enter Contract: The person signing on behalf of Bidder hereby
certifies that the signer has authority to submit this Bid on behalf of the Bidder and bind the Bidder
to any resulting contract.
8. Trade Secrets and /or Confidential Information
This bid_ (does) _ (does not) contain trade secrets and /or confidential information. If so,
please describe such trade secrets and confidential information, and the basis for your assertion that
such material qualifies for legal protection from disclosure.
City of South lake - RFB1205AI30AK600104 - April 13, 2006 - Page 25 of 29
9. Signature Block
If Applicable Please review the following items to determine their applicability to the Bid, and, if
applicable to the Bid, provide the following information:
Centralized bidders list registration number: #
Prime contractor HUB / MWBE registration number: #
C. Federal Employers Identification Number: #:
D. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social
Security Number: # - -
E. Pursuant to Section 231.006 (c) of the Texas Family Code, each Bid should include the
name and Social Security Number of each person with at least 25% ownership of the
business entity submitting Bidders that have pre - registered this information on the
TBPC Centralized Master Bidders List have satisfied this requirement. If not so pre-
registered, complete the following:
Name:
SSN:
Naive:
SSN:
Name:
SSN:
Naive:
SSN:
I, the undersigned, have the authority to execute this bid and enter into a contract on behalf of
the bidder.
Printed Name of Authorized Representative:
Signature of Authorized Representative:
Signed this (day) of
month), (year)
City of Southlake - RFB120SA13ORK600104 - April 13, 2006 - Page 26 of 29
Appendix C - Conflict of Interest Questionnaire (CIQ)
Inclusion of House Bill 914, Filing Conflict Disclosure Statements. A person or business, and their agents, who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of
interest questionnaire (FORM CIQ) which is found below or on -line at www.ethies.state.tx.us The form must be filed with the
City Secretary no later than seven (7) days aft the date the person or business begins contract discussions or negotiations with the
City, or submits an application, responds to a request for proposals or bids, correspondences, or other writing related to al potential
agreement with the City. Such persons and businesses, and their agents, must also file an updated questionnaire not later than
Septemberl of each year in which the person or business begins contract discussions or negotiations with the City, or submits an
application, responds to a request for proposals, quotes, or bids, correspondence, or other writing related to a potential agreement
with the City, and within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. An
updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1
but before September 1.
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local government entity
OFFICE USE
This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a
ONLY
person doing business with the governmental entity.
Date Received
By law this questionnaire must be filed with the records administrator of the local government not
later than the 7 °i business day after the date the person becomes aware of facts that require the
statement to be filed. ,See Section 176.008, Local Government Code.
A person commits an offense if die person violates Section 176.006, Local Government Code, An
offense under this section is a Class C misdemeanor.
A. Name of person doing business with local governmental entity. (Please Print)
2. ❑ Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated competed questionnaire with the appropriate filing authority later than
September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and
not later than the 7 business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who
makes recommendations to a local government officer of the local government entity with respect to expenditure of
money.
4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or
employs a local government officer of the local governmental entity that is the subject of this questionnaire.
City of Southlake - RFB1205A]30RK600104 - April 13, 2006 - Page 27 of 29
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local govermnent entity
FORM CIQ
page 2
5. Name of local government officer with whom filer h as affiliation or business relationship. (Complete this section only
if the answer to A, B, or C is YES.)
This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has
affiliation or business relationship. Attach additional pages t this Form CIQ as necessary.
A. Is the local govermnent officer named in this section receiving or likely to receive taxable income from the filer of
the questionnaire?
❑ Yes
❑ No
B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local
government officer named in this section AND the taxable income is not from the local governmental entity?
❑ Yes
No
C. Is the filer of this questionnaire affiliated with a corporation of other business entity that the local government
officer serves as an officer or director, or holds an ownership of 10 percent or more?
Ll Yes
❑ No
D. Describe each affiliation or business relationship.
6 Describe any other affiliation or business relationship that might cause a conflict of interest.
17
Signature of person doing business with the governmental entity
Date
City of Soutlilake - RFB1205A130RK600104 - April 13, 2006 - Page 28 of 29
Appendix D — No Intent to Submit Form
RFB1205AI30RK600104 PURCHASE, DELIVER, INSTALL OUTDOOR WARNING
SIRENS AND PROVIDE TRAINING ON EQUIPMENT
If your firm has chosen not to submit a bid for this procurement, please complete this form and
submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite 4440
Southlake, Texas 76092
Please check all items that apply:
❑
Do not sell the item(s) required.
❑
Cam - tot provide Insurance required.
❑
Cannot be competitive.
❑
Cannot provide Bonding required.
❑
Cannot meet specifications highlighted in the attached
❑
Cannot comply with Indemnification
request.
requirement.
❑
Job to large
❑
Job too small
❑
Do not wish to do business with the City of Southlake.
❑
Other:
COMPANY NAME:
Authorized Officer Name (Please print):
Telephone: ❑.)
Fax: ( )
I learned of this Request for Bids by the following means:
❑ City Advertisement ❑ City E -mail Notification
❑ Website ❑ Cold Call to City
❑ Mailed Me a Copy ❑ Other
City of Southlake - RFB1205A130R1f600104 - April 13, 2006 - Page 29 of 29
DRAFT DRAFT
August 15, 200
American. Communications
2321 Solona
Foil Worth, Texas 76117
ATTN: Robert Parsons
Vice President
Subject: RFB #RFB1205A130RK600104, PURCHASE, DELIVER, INTALL OUTDOOR WARNING SIRENS AND
PROVIDE TRAR, gbiG ON EQUIPMENT
Dear Mr. Parsons:
The City of Southlake is pleased to inform you that on August 15, 2006, the City Council awarded American Communications
of Fort Worth, Texas, purchase order number XXXXXXX for the purchase of Outdoor warning Sirens. This purchase order is
based on your bid to the City (Bid ##RFB 1205A I30RK600104), copy enclosed.
The terms and conditions proposed and accepted in this purchase order are as follows:
Rayinent Terms. 70% of $129,826.65 at completion of installation. Payment amount of $90;878.65
30% of $129;826.65 at acceptance of systern.by City.. Payment amount $38,948.00
Additional payments that may apply: The purohase and installation of Kenwood repeater in a `not
to exceed' amount of $4,500.00 as per American's .request for bids response, page 5 of 12, Note `C.'
Delivery Terms:
FOB. Destination
Delivery Address:
City of Southlake., various addresses
City Contact:
Name of City employee & phone
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
SQUthlakc, TX 76092
Other. Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes. Enclosed is a tax exemption certificate for your files.
All other specifications, terms and conditions: shall. be as provided in the original procurement documents. No other
attacl rnenb to or 41. response to, this order will be accepted unless approved in writing b the Purchasing Agent of an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8940 with any questions.
Sincesely,
Deb - Russel',
Purchasing Agent„ City of Southlake
140.0; Main, Street, Suite 440
Southlake, Texas 7 1 6092
d.russell@ci..souffila
l'alee.tx.us
Phone #' Fax: 917
Cc: Ross Kormas;
Vickie DeWees,. Accounts Payable
File (2 copies)
DRAFT DRAFT DRAFT