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Anti-Collusion Statement: By signing this bid, the bidder agrees that the bid is made without any agreement with any other person or firm making a bid to the West County EMS & Fire Protection District. This bid form shall be completely filled out and returned with the bid. Name of Bidder: ______________________________________________________________ Company: ___________________________________________________________________ Address: ____________________________________________________________________ City/State/Zip code: ___________________________________________________________ Terms: _____________________________________________________________________ PRICE: ____________________________ Does your bid have any exceptions, clarifications, or variances from our specifications? _____ YES _____ NO (if yes, please include a separate summary sheet) SIGNATURE OF BIDDER: ___________________________________________________ TITLE: ___________________________________ DATE: _______________________ Place this sheet at the front of your bid! BID NOTICE The West County EMS and Fire Protection District is accepting sealed bids per specifications for Fire Inspection and Construction Permit Software/Hardware. Specifications may be obtained at the Fire District Administrative Offices; 223 Henry Avenue, Manchester, Missouri between 7:30 a.m. and 4:30 p.m. Monday through Friday. All bids should be marked "SEALED BID/Inspection Software" and mailed or delivered to the West County EMS and Fire Protection District Offices no later than 4:30 p.m. June 20, 2011. All bids are scheduled to be opened by the Board of Directors at their meeting on June 20, 2011 at the West County EMS and Fire Protection District Administrative Offices. The West County EMS and Fire Protection District reserves the right to reject any or all bids, to waive variations or formalities, and to negotiate changes, additions, or deletions. The Fire District reserves the right to accept the bid which it deems to be in the District's best interest, and will not necessarily be bound to accept the low bid. The Fire District also reserves the right to extend the time to submit bids, as well as extend the time to open bids. If you should have any questions, please call (636) 256-2020. The RFP may be obtained at our website www.wescofire.org The West County EMS and Fire Protection District hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for award. WEST COUNTY EMS AND FIRE PROTECTION DISTRICT Dave Frazier Jr. Chief of EMS & Fire Services West County EMS & Fire Protection District (WCEFPD) Fire and Building Inspection/Permit Tracking Software/Hardware It is the intent of these specifications to provide for software to manage the functions of fire inspections and construction permitting. WCEFPD is considering the purchase of a system to support two (2) field inspectors doing both fire safety and new construction inspections and three (3) office staff users to issue and track permits, schedule plan reviews and inspections, issue certificates, and run reports. Vendors submitting for this project will also be responsible for migrating existing data stored in Microsoft Access databases into their product. On-site training in the use of both inspection and permit software will be required. We reserve the right to add or delete quantities. The bid price must remain valid for 90 days, from the first order date. The bid shall be open for any governmental agency, district or department to purchase the specified unit. They will have the right to make additions or deletions. Quotes shall exclude sales tax. Vendors are encouraged to seek government or public sector pricing from OEM. Each bid shall be accompanied by a detailed set of specifications from the manufacturer. Failure to submit such detailed specifications will be cause for rejection of your bid. For easy review, bids shall follow specifications item by item. Any and all exceptions, including exceeding the minimum requirements will be noted on a separate sheet, at the end of the bid, listed item by item. In addition, any options to the bid items shall be listed clearly. The prices and rates presented must cover the full spectrum of all hardware, software, licensing, and services required. Line item pricing on a per unit basis as well as a “total project cost” are both required. Failure to present pricing in such a manner may result in the rejection of the proposal. Complete materials lists including material description, manufacturer, part number, quantity, unit price and total line price must be included. Any optional hardware, which meets or exceeds the specifications set forth in the RFP will be considered. The optional items must be explained in detail with any supporting documentation and submittal samples included with the bid. However, no substitutions of components specifically referenced by manufacturer and/or part number will be allowed without receiving prior written approval from of WCEFPD. West County EMS & Fire District hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex or national origin, in consideration for an award. Addendum 1 04/21/2011 -1- Certification & warranty information must be included per the specification. All component disks and drivers will be included with each unit. WCEFPD is currently operating Windows 7 Professional systems on a SQL Server. The software and PCs purchased under this RFP shall be compatible and have the Windows 7 Professional operating system. “White boxes” or other “generic” computer systems will not be considered. Based upon the pricing received and the overall qualifications of the contractor chosen, WCEMS may negotiate to purchase hardware, software, licensing, or any combination thereof not listed below in addition to these primary items General Specifications Requirement Met? Explanation Y/N 1. The system must be Web-based with a field inspection component that runs on a tablet PC w/ the Windows 7 Tablet PC operating system. The system must not require any software to be loaded on a local server. 2. The system must be compatible with the tablet PC handwriting recognition technology so inspectors can use a digitizer pen to handwrite their notes and have those notes turned automatically into typewritten text. 3. The tablet PC field inspection software must sync data with the Web so all occupant data and inspection reports are available to both the inspectors in the field and the office personnel using the system on the Web. 4. The Fire Inspection software and Permit Tracking software must both operate from the same occupant database. Users must be able to view a consolidated history on each location, building, and occupant. 5. The software vendor must provide full software and system support. The only local IT support required should be to ensure the tablet PCs can connect to the Web and sync data with the Web database. 6. The software vendor must provide on site hands on training to both field inspectors and office personnel. 7. The software vendor must provide technical help desk support during normal business hours – 8AM – 6PM CST M-F excluding holidays. Addendum 1 04/21/2011 -2- Software Specifications for Fire Safety Inspections Requirement Met? Explanation Y/N 8. The software system must be capable of forecasting inspection due dates for all occupants based on date of last inspection, occupancy type, and frequency of inspection. Users must be able to set up custom forecasting criteria based on occupancy type, occupancy classification, hazard rating, number of floors, etc. 9. Users must be able to schedule ongoing/recurring inspections – such as semi- annuals and annuals – and one-time/on demand inspections – such as license requests and complaints. 10. Must be able to group locations and occupants by geographic area and schedule and assign all inspections within a geographic area. 11. Scheduled inspections must get automatically downloaded to the inspectors’ tablet PCs. 12. Reinspections must be automatically scheduled and assigned based on the reinspection date chosen by the inspector. 13. Inspectors must be able to capture structure, occupant, contact, and hazardous material/condition information in the field during an inspection. This information, once captured, should stay with the location and occupant so inspectors can check it and make updates during each subsequent inspection. Office staff must also be able to add and edit location, occupant, contact, and hazardous material information on the Web and have this information sync with the tablet PC inspector software. 14. Inspectors must be able to complete an inspection on the tablet, capture the customer’s and their own signature, and either print the report in the field or email it to the customer. 15. Inspectors must be able to view all past inspection reports on all occupants from within the tablet PC software in the field. Addendum 1 04/21/2011 -3- 16. The system must be capable of carrying multiple NFPA and/or ICC codes sets with any applicable state or local amendments, as well as local, municipal, or custom code sets. 17. The software vendor must pre-load the desired code sets in their entirety. As new editions or updates to the code sets are adopted by the county, the software vendor must load the new editions and updates. 18. Inspectors and office staff must be able to quickly and easily search code sets both in the field and on the Web. 19. The system must be customizable by the users. Users must be able to create unique checklists for different inspection and plan review types. The checklist items must be linked to the appropriate code in the NFPA, ICC, or local/municipal code sets. 20. Inspectors must be able to mark individual checklist items P/F/NA and add comments to individual checklist items. 21. The software must enable users to create standard or template inspector comments by code item. Inspectors must be able to pick from a picklist of standard comments for each violation and have the comment added to the report. Inspectors must be able to edit standard comments to add details about the particular violation such as location. 22. As the county adopts new editions of the code sets, the software must have an automated feature to compare the old to the new and “migrate” the inspection checklists to the new codes. 23. Users must be able to generate reports showing locations/occupants with hazardous material, including the material type(s) and quantities. 24. Users must be able to attach photos, drawings, and other file types to locations, occupants, and inspection reports. 25. The system must allow template operational permits to be created. Inspectors must be able to issue one or more permits to an occupant and print the permit documents in the field. Addendum 1 04/21/2011 -4- 26. The system must have a “Dashboard” monitoring feature showing total inspections by week/month/quarter, pending and overdue reinspections, and the inspection forecast for a running 12 months. 27. The software must have the capability to capture inventories of devices such as valves, risers, pull stations, extinguishers, etc. Inspectors must be able to inspect and/or test individual devices, record test data, and mark them P/F. The software must be able to produce a device inspection report. The software must keep previous inspection and test data so inspectors can compare current readings to past data. 28. Users must be able to produce reports from any computer with a Web connection. 29. The software must come with a set of standard reports such as inspection totals, top X violations, occupant date of last inspection that can be run from any computer with a Web connection. Users must also be able to create custom reports and save them to run whenever they want. 30. The system must be intuitive and easy enough to learn and use that all inspectors can be proficient at doing field inspections on the tablet PC after one 8-hour training class. Office personnel should be proficient at modifying checklists and picklists, scheduling and tracking, and running reports after one 8-hr training class. Addendum 1 04/21/2011 -5- Software Specifications for New Construction Permit Tracking, Plan Reviews, and Inspections Requirement Met? Explanation Y/N 1. The software for permit tracking must be an on line system available from any computer with a Web connection. 2. The following functions must be supported: a. Registering contractors and tracking expiration of licenses and registration. b. Invoicing of contractors for registration and license renewal. c. Creation of projects/jobs based on address or parcel number. d. Plans review prior to issuance of permits. e. Issuance and tracking of permits. f. Invoicing of contractors for various fees associated to plan reviews, permits, and inspections. g. All required Accounts Receivable functionality. h. Field inspections on a tablet PC. i. Email distribution of plan review and inspection reports and job and permit status updates. j. Issuance of certificates of completion/occupancy. k. Import .csv data from existing web based permit application 3. Users must be able to create custom fee line items and calculations for contractor registration, plan reviews, permits, and inspections. The software must be capable of auto-calculating the appropriate fees for a job or permit. 4. Users should be able to link default fees to permit types and general ledger numbers for accounting purposes. 5. Users must be able to create their own custom lists of plan review types, permit types, inspection types, and certificate types. 6. The software must track iterative corrections and revisions of plans and identify which correction/revision is applicable to each plan review and inspection. 7. Users must be able to identify required inspections for each permit type and schedule them as requested. 8. Users must be able to schedule inspections by Addendum 1 04/21/2011 -6- date and time to the nearest half-hour. 9. The software must track all status updates to job and permits. Examples of automatic status updates are plan review/inspection scheduled/completed, permit issued, certificate of occupancy issued. Users must also be able to input manual status updates such as “Contractor requests extension.” 10. The software must be capable of automatically emailing status updates to contractors. 11. Users must be able to email inspection reports from the tablet PC in the field immediately following an inspection. Addendum 1 04/21/2011 -7- Hardware Specifications Requirement Met? Explanation Y/N 12. The field inspection portion of the system must run on a tablet PC running Windows 7 Tablet PC operating system. The following minimum specifications must be met: a. 10 inch screen. b. 64GB hard drive or 30GB SSD c. 2GB RAM d. Durable Gorilla® Glass e. Meets MIL-STD-810G drop spec to 48” f. IP52 rated – water, dust and splash resistant g. Supports touch and digitizer pen input. h. Integrated WiFi and Bluetooth™. i. Optional integrated broadband. j. Optional built-in rear-facing camera. k. Extended battery life up to 8 hours. l. Optional docking station. m. USB port Addendum 1 04/21/2011 -8- NOTICE TO ALL VENDORS WISHING TO SUBMIT A BID ON Inspection Permit Software: The following specifications are for Inspection Permit Software. It is not the intention of these specifications to eliminate any manufacturer from submitting a bid. However, it should be noted that the West County EMS & Fire Protection District will not consider any bid which does not meet the design criteria of these specifications. INTENT OF SPECIFICATIONS: It is the intent of these specifications to provide inspection permit software. The District is interested in purchasing this software. We reserve the right to add quantities. The bid price must remain valid for 60 days, from June 20, 2011. Each bid shall be accompanied by a detailed set of specifications from the manufacturer showing the equipment and options, priced both individually and as a package. Failure to submit such detailed specifications will be cause for rejection of your bid. For easy review, bids shall follow specifications item by item. Any and all exceptions will be noted on a separate sheet, at the end of the bid, listed item by item. In addition, any options to the bid items shall be listed clearly on a separate sheet of paper. EQUAL OPPORTUNITY: West County EMS & Fire District hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex or national origin, in consideration for an award. QUALITY AND WORKMANSHIP RELIABILITY: Certification & warranty information must be included per the specification.
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