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HomeMy WebLinkAbout05/05/2009, C6 - REQUEST FOR PROPOSALS - BLADE WORKSTATION SYSTEM FOR THE NEW PUBLIC SAFETY COMMUNICATIONS AND EMERG council °°° 5-5-09 j ac,Enaa PepoRt '®N.,bw C1� CITY OF SAN LU I S O B I S P O FROM: Bill Statler, Director of Finance& Information Technology Steve Schmidt, Information Technology Manager SUBJECT: REQUEST FOR PROPOSALS—BLADE WORKSTATION SYSTEM FOR THE NEW PUBLIC SAFETY COMMUNICATIONS AND EMERGENCY OPERATIONS CENTER(SPECIFICATION NO. 90910) RECOMMENDATION Approve the request for proposals (RFP) for a blade workstation system for the new Public Safety Communications and Emergency Center Project and authorize the City Manager to award the contract if within the approved budget of$206,800. DISCUSSION Workscope Overview The City's new public safety dispatch center is currently estimated to be completed in the last quarter of 2009. The recommended computing solution is to connect the nine dispatch stations with blade technology, which offers centralized control and backup of individual blades (computers). Each station will be connected to three blades. One blade will provide access to computer aided dispatching ("CAD"). The second blade will provide access to the City's access control and security camera systems. The third blade will provide full Microsoft Office workstation productivity. Ultimately, the goal is to provide the nine dispatch stations with full processing capabilities and backup from a remote data center(s) using an Ethernet network. this is to ensure optimum performance and eliminate downtime, a high priority goal for an emergency operations center with multiple users having multiple video interfaces. The blade personal computers will use Windows XP as the operating system. Proposal Evaluation and Selection As set forth in the RFP, award of the contract will be based on several factors, among them: 1. Understanding of the work required by the City. 2. Technical merit and capability. 3. Training. 4. Quality, clarity and responsiveness of the proposal. 5. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. 6. Recent experience in successfully performing similar services. Request for Proposals: Blade Workstation System Page 2 7. Proposed approach in completing the work. 8. References. 9. Background and related experience of the specific individuals to be assigned to this project. 10. Proposed compensation. As reflected above, cost is one factor among many that will be considered by the review team in selecting the best overall proposal. Anticipated Schedule 1. Issue RFP 5/06/09 2. Receive proposals 5/27/09 3. Complete proposal evaluation 6/10/09 4. Finalize staff recommendation 6/17/09 5. Award contract 6/24/09 6. Execute contract 7/01/09 FISCAL IMPACT The Public Safety Communications and Emergency Operations Center budget for equipment acquisition has identified $206,800 for the purchase of blade workstation computers. ATTACHMENTS 1. Request for Proposals for Blade Workstation Technology 2. List of Potential Bidders tAcouncil agenda reports\finance&it car\2009\b1aderfp_5-17-09.doc Attachment 1 city of j San 1UIS OBispo 990 Palm Street ■ San Luis Obispo, CA 93401 Notice Requesting Proposals for a BLADE WORKSTATION SYSTEM The City of San Luis Obispo is requesting sealed proposals for a Blade Workstation System, pursuant to Specification No. 90910. All proposals must be received by the Finance Division by May 27, 2009 at 3:00 PM, when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA 93401. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with the proposal title, specification number,bidder name, time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. Specification packages and additional information may be obtained on the City's website at httv://www.slocity.org/finance/bids.asp or by contacting Steve Schmidt, Information Technology Manager at Spec 90910@slocity.org. ® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities. Telecommunications Device for the Deaf(805)781-7410. Attachment 1 Specification No. TABLE OF CONTENTS 77 77 A. Description of Work 1 Overview 1 City Network 2 Technical Proposal Requirements 3 Training 4 Maintenance and Support 4 B. General Terms and Conditions 5 Proposal Requirements 5 Contract Award and Execution 6 Contract Performance 7 C. Special Terms and Conditions 10 Proposal Content 10 Proposal Evaluation and Selection 11 Proposal Review and Award Schedule 12 Required Deliverable Products 13 Attendance at Meetings and Hearings 13 D. Form of Agreement 14 E. Insurance Requirements 16 F. Proposal Summary Form 18 References 19 Statement of Past Contract Disqualifications 20 1 Attachment 1 Section A DESCRIPTION OF WORK OVERVIEW Purpose The City of San Luis Obispo is inviting Blade technology proposals for its new Public Safety Communications and Emergency Operations Center at 1135 Roundhouse Street, San Luis Obispo. The goal is to provide the nine dispatch stations with full processing capabilities and redundancy from a remote data center(s) using an Ethernet network. This is to ensure optimum performance and eliminate downtime, a must for an emergency operations center with multiple users having multiple video interfaces. The blade personal computers must use Windows XP as the operating system. Background The City is currently building a new public safety dispatch center, currently estimated to be completed in the last quarter of 2009. The center will have nine dispatch stations, and each station will connect to three blades. One blade will provide access to computer aided dispatching ("CAD"). The second blade will provide access to the City's access control and security camera system. The third blade will provide full MS Office workstation productivity. For a total of 30 blades including three redundant spare blades. Minimum Blade Specifications — total of 30 Blades and Access devices ("user ports')for the entire center: • Windows XP • 1 GB Ethernet port • 3 GHz Processor • 4 GB RAM • 2 monitors at 1600 x 1200 video • Two USB connections • 80 GB hard drive (Note: City will provide four post 19-inch racks for installation of blades and will be doing its own installation. Any hardware for mounting the blades,however,will need to be included in the proposal.) Management Software The City expects the proposal to identify how the system management interface will monitor the blades, power supplies, fans and network switches. The City must be automatically alerted of any component or product failures. -2- �i _� i Attachment 1 Training Options for Management Software The City plans to install the blade personal computers and video and associated technology. However,the City wishes to learn what the training options are for the management software, and that should be included in the proposal. Project Management Information Technology is the lead for this project. Police representatives will attend meetings pertaining to desktop functionality, integration with business operations and user training. -3- /� — Attachment 1 TECHNICAL PROPOSAL REQUIREMENTS The proposer should submit product documentation, system diagrams showing placement of all equipment and address the following system features in their proposal. I. System Architecture A. System Reliability i. Describe the overall reliability of the proposed system architecture (i.e. % availability). ii. What components are hot swappable? iii. Describe proposed system redundancy and fail-over capabilities. B. System Scalability i. Explain how the proposed system allows for future growth. ii. Describe how the proposed system scales as the number of users increase. iii. Describe how hardware and software upgrades are handled. C. Network Requirements i. Describe the network requirements for the proposed Blade Personal Computer (PC) system. ii. Explain your overall ability to leverage the City's existing data and fiber network. iii. Give options for direct Ethernet runs and PC-over-IP. iv. Describe how the proposed system allows for remote support access and troubleshooting. Explain any built-in monitoring and troubleshooting tools. D. Peripheral Equipment i. Identify all peripheral equipment that is supported as part of the proposed Blade PC system. ii. Describe how peripheral equipment integrates with the proposed Blade PC system. E. System Administration and Management i. Describe the administration/management interface of the proposed Blade PC system and the training options available to the City. ii. Describe the process for self-administering a service request. iii. Describe the GUI interface that will be used by the administrator. Attachment 1 TRAINING Proposer should detail their training offerings and provide cost estimates. MAINTENANCE AND SUPPORT Proposer should provide documentation on manufacturer's warranty for products specified, cost estimates for 240 support, advanced hardware replacement options, and three year extended warranty options. -5- I Attachment 1 Section B GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all of the terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance & Information Technology, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against premature opening, the proposal should be clearly labeled with the proposal title, specification number, name of bidder, and date and time of proposal opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating.. b. Scope of coverage and limits. C. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposer's insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City's insurance requirements are detailed in Section E. 4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum proposal shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance & Information Technology for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Requesting Attachment 1 Proposals" will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Cooperative Purchasing. During the term of the contract, the successful bidder will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders, will directly receive goods or services at their place of business and will be directly billed by the successful proposer. 8. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 9. Proposal Retention and Award. The City reserves the right to retain Contractor's proposal for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. 10. Competency and Responsibility of Proposer. The City reserves full discretion to determine Contractor's competence and responsibility, professionally and/or financially. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. 12. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. Attachment 1 13. Business Tax. The Contractor must have a valid City of San Luis Obispo business license and tax certificate before execution of the contract. Additional information regarding the Citys business license and tax program may be obtained by calling (805) 781-7134. CONTRACT PERFORMANCE 14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. 15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 19. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 20. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 21. Immigration Act of 1980 The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in -$- 60 Attachment 1 discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 24. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Contractor(Net 30). 25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 26. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent Contractor and not an agent or employee of the City. 28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents or officers that arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in -9- CL�v-(� Attachment 1 performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 30. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. -10- C16,13 Attachment 1 Section C SPECIAL TERMS AND CONDITIONS 1. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful bidder. 2. Start and Completion of Work. Work on this project shall begin within one calendar day after contract execution and shall be completed within 150 calendar days thereafter. 3. Change in Work. The City reserves the right to change quantities of any item after contract award. If the total quantity of any changed item varies by 25% or less, there shall be no change in the agreed upon unit price for that item. Unit pricing for any quantity changes per item in excess of 25% shall be subject to negotiation with the Contractor. 4. Submittal of References. Each bidder shall submit a statement of qualifications and references on the form provided in the RFP package. 5. Statement of Contract Disqualifications. Each bidder shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFP package. 6. State Cooperative Purchasing Program. The City of San Luis Obispo participates in the State Cooperative Purchasing Program. As such, the City can purchase the items described in Section A through this program. Accordingly, the City will purchase from the State or the lowest responsible, responsive bidder, after allowing adjustments for the cost of pickup and/or delivery from the State, adjustments for after-market modifications, and adjustments for sales tax from local dealers, as it determines to be in its best interest. 7. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal summary form. b. Certificate of insurance. C. References from at least three firms for whom you have provided similar services. d. Statement of past contract disqualifications. Qualifications e. Experience of your firm in performing similar services. f. Resumes of the individuals who.would be assigned to this project, including any sub-Contractors. g. Standard hourly billing rates for the assigned staff, including any sub-consultants. Attachment 1 h. Statement and explanation of any instances where your firm has been removed from a project or disqualified from proposing on a project. Work Program i. Detailed responses to the technical proposal requirements in Section A. j. Tentative schedule by phase and task for completing the work. k. Estimated hours for your staff in performing each major phase of the work, including sub-Contractors. 1. Services or data to be provided by the City. in. Any other information that would assist us in making this contract award decision. Compensation n. Detailed bill of materials with respective costs for proposed system, to include hardware, software and any engineering services. (See the Proposal Submittal form on page 18). Proposal Copies o. Seven copies of the proposal must be submitted. 8. Proposal Evaluation and Selection. Proposals will be evaluated by a staff review committee based on the following criteria: a. Understanding of the work required by the City. b. Technical merit and capability. C. Scalability. d. System management and maintenance. e. User interfaces and ease of use. f. Total cost of ownership. g. Maintenance packages and alternatives. h. Equipment migration strategies. L Equipment upgrade mechanisms and cost. j. Training. k. Known or intended changes to hardware and/or software over the next year. 1. Next generation devices that are commercially shipping within 6 months from date of presentation. in. Quality, clarity and responsiveness of the proposal. n. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. o. Recent experience in successfully performing similar services. P. Proposed approach in completing the work. q. References. r. Background and related experience of the specific individuals to be assigned to this project. S. Proposed compensation. -12- 1 Attachment 1 As reflected above, contract award will not be based solely on price,but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. 9. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: a. Issue RFP 5/06/09 b. Receive proposals 5/27/09 C. Complete proposal evaluation 6/10/09 d. Finalize staff recommendation 6/17/09 e. Award contract 6/24/09 f. Execute contract 7/01/09 10. Ownership of Materials. All original drawings plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 11. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 12. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 13. Required Deliverable Products. The Contractor will be required to provide the following: a. Blade workstations, user ports and management software. b. System documentation (user guides, administration guides, etc.) submitted in Adobe Acrobat PDF format. c. Training. 15. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at meetings to present and discuss his/her -13- �! J� Attachment 1 findings and recommendations. The Contractor shall attend as many`working"meetings with staff as necessary in performing workscope tasks. 16. Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the plans and specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the proposer or subcontractors to notify City in writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful proposer to achieve the project's objective or standard beyond the amounts provided therefore in the proposal. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1)working day of contractor's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. -14- ���G 7 Attachment 1 Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day; date, year by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR'S NAME],hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on City requested proposals for a Blade hardware and software technology system for the Public Safety Communications and Emergency Operations Center per Specification No. WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance or completion of services. 2. INCORPORATION BY REFERENCE. City Specification No. and Contractor's proposal dated are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing Blade Technology hardware and software services as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed[$ �. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by this Agreement and the said specification. 5. AMENDMENTS. Any amendment,modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. -15- Attachment 1 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement,understanding or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Pahn Street San Luis Obispo,CA 93401 Contractor Name Address 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk City Administrative Officer APPROVED AS TO FORM: CONTRACTOR By: City Attorney -16- Attachment 1 Section E INSURANCE REQUIREMENTS: Consultant Services ,... . The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: I. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, -17- Attachment 1 occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Attachment 1 PROPOSAL SUMMARY FORM The undersigned declares that she or he: ■ Has carefully examined Specification No.90910 which is hereby made a part of this proposal. ■ Is thoroughly familiar with its contents. ■ Is authorized to represent the proposing firm. ■ Agrees to perform the work as set forth in this proposal. ❑ Certificate of insurance attached; insurance company's A.M. Best rating: Description Quantity Unit Price Toral Hardware(list items) Management Software(list items) Discounts: special pricing,etc. Sales tax @ 7.75% Shipping and Handling TOTAL BASE PRICE Training Warranty(list options) TOTAL $ Firm Name and Address Contact Phone Signature of Authorized Representative Date -19- Attachment 1 REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name or by the principal assigned to this engagement: years. Describe fully the last three contracts performed by your firm or the principal assigned to this engagement which demonstrates your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No..3 Customer Name Contact Individual Telephone&FAX number Street Address City, State,Zip Code Description of services provided including contract.amount,when -20- �� J Attachment 1 provided and project outcome -21- Attachment 1 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS . 1 1 The Contractor shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties,project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ■ Do you have any disqualification as described in the above paragraph to declare?_ Yes ❑ No ❑ ■ If yes, explain the circumstances. Executed on at under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. Signature of Authorized Contractor -22- Attachment 2 BIDDER'S LIST Blade Workstation System for Public Safety Communications and Emergency Operations Center — Specification No. 90910 1. ClearCube Wes Schaeffer (714) 369-8004 Wes.schaeffer(ci-clearcube.com 2. HP BladeSystem CIO Solutions 320 South Kellog Avenue Santa Barbara, CA 93117 awest(cD-ciosolutions.com 3. Dell Computer Corp One Dell Way Round Rock, TX 78682 Deborah Riplinger (615) 795-8310 Deborah riplinger(a-dell.com 4. X2 Technologies Steve Mays Chief Technical Officer (415) 256-8127 smays(&x2technologies.com 5. Cubix 2800 Lockheed Way Carson City, NV 89706 (775) 888-1000 sales(&cubix.com 6. CDW`G 200 N. Milwaukee Ave. Vernon Hills, IL 60061 Nikki Toro (847) 968-9520 ext. 79520 nikkpad(a.cdwg.com 7. GovConnection Kevin Hale (800) 800-0019 ext. 33603 khale(d-)govconnection.com Bidders List Page I