Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out
Get this document free

Anti Collusion Statement Place this sheet at the front of your bid

VIEWS: 24 PAGES: 11

									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.

								
To top