CITY OF PENDLETON, OREGON REQUEST FOR QUALIFICATIONS COMMUNITY WIRELESS NETWORK INFRASTRUCTURE Introduction The City of Pendleton is requesting qualifications of potential vendors for Community Wireless Network Infrastructure in Pendleton. The City has grant funding for Phase I of the proposed network. The City expects to implement subsequent phases as funds become available. Approximate project dates are: RFQ Release Statements of Qualifications Due Expected Authorization to contract Detailed Design of Phase I project City Review of Design City Council Authorization to Proceed Implementation of Phase I Evaluation of Phase I Subsequent Phases July 15, 2009 August 3, 2009 August 18 or September 1 September 1 – September 30 October 1 to October 23 November 3 November 15 to December 20 December 20 to January 15 thereafter
One copy of the proposal must be received by 3:30 PM, Pacific Time August 3, 2009, at the Office of the Pendleton City Attorney, Pendleton City Hall, 500 SW Dorion Avenue, Pendleton, Oregon 97801, fax 541-966-0231, email pete.wells@ci.pendleton.or.us
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I. General Information A. Inquiries 1. Questions about the Request for Qualifications should be submitted in writing or by phone to Pete Wells, City Attorney, City of Pendleton, 500 SW Dorion Avenue, Pendleton, Oregon 97801, Pete.Wells@ci.pendleton.or.us phone 541-966-0206 B. Costs Incurred 1. The City of Pendleton is not liable for any cost incurred by the consultant in the preparation or presentation of the statement of qualifications C. Right to Award or Reject 1. The City of Pendleton reserves the right to reject any and all statements of qualifications and to award the proposed contracts to the Vendor which it determines, in its sole discretion, to be the most advantageous to the City. The City reserves the right to award a contract for any part or all of Scope of Work set forth in this RFQ. D. All Statements of Qualifications will become part of the public file on this matter, without obligation to the City of Pendleton. E. Contract Payment Schedule 1. It is proposed that, if contracts are awarded as a result of this RFQ, they will be fixed fees for equipment or services based on fee schedules included in he Request for Qualifications or as subsequently proposed by the Vendor. F. Scope of Work 1. Overview 2. An overview of the locations discussed in this request is at Google Maps www.bit.ly/3EE6Lq 3. Outline of requirements a) MDT Internet Protocol access of public safety vehicles access over public safety frequency (1) 6 patrol vehicles (2) one mobile command vehicle (3) Potential – Use installed in-car cameras to command center (4) The system must be capable of supporting laptops, PDAs, Wi-Fi phones, stationary CPE, invehicle CPE, and other access devices compliant to the technology standards (5) Terminals and their installation will be done by others
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b) Phase I Access of MDT terminals to the network in the area bounded by SE 5th on the east, the UPRR tracks on the south, SW 22nd St. on the West, and the Umatilla River. c) Video surveillance with PTZ cameras over public safety frequency except as noted (1) Library (minimum of 4 cameras), probably wired in building. All other locations will likely be wireless (2) Pendleton River Parkway, Rada Skate Park to Brownfield Park (approx 4 cameras, approx 1.25 miles) (3) Rada Skate Park (a) Fixed camera tied to public access network (b) One PTZ camera on public safety network (4) Aquatic Center (5) Temporary deployable camera, optional (6) Be capable of supporting the Phase I cameras at a transfer rate of at least 5MBpS
d) Public access to Internet
(1) Parks and Rec sites (a) Brownfield park (b) Roy Raley park (c) Rada Skate Park (d) Pendleton Aquatic Center - note this is slightly outside the boundaries specified below. e) Pendleton City Hall f) Backhaul transmission of data between wireless nodes and city locations, such as City Hall, Police Department, and Public Works Shops. g) We would likely want to limit speed of individual public Internet connections to discourage high-bandwidth transfers h) Hardware and software that will allow the City to manage the MDT, video surveillance and pubic access networks G. Subsequent phases, as funding may be available are likely to include: 1. Additional parkway locations a) East Main to SE 8th and East SE 8th to Little League Field at SE 19th in phases 2. Additional public access points a) Stillman Park b) Little League fields and Kiwanis Park 3. Other additional public locations a) Grecian Heights Park, north and south; b) McKay Community Park c) Pioneer Park Pendleton, Oregon Request for Qualifications Community Wireless Network Infrastructure Statements Due August 3 Page 3
d) South Hill Reservoir 4. Other city facilities a) Airport b) Waste Water Treatment Plant c) Fire Stations 2 d) Cemetery and Parks office and shop e) Water Treatment plant f) Public Works Shops g) South Hill Reservoir 5. Expansion of MDT coverage a) Coverage to rest of city, possibly in phases b) Fire equipment including command vehicles c) Additional functions for mobile communications d) License Recognition e) As described by vendor 6. Voice over Internet phones in patrol cars a) Installed or hand held II. Selection Procedure and Criteria A. Procedure 1. A team of City employees will evaluate the Statements of Qualifications received. If the team deems it appropriate, it may select a short list and conduct interviews, in person or by telephone, of proposers selected. The team will then make a recommendation to the City Council expected at the August 18 or September 1 meeting. B. Criteria: Proposals will be evaluated according to the following criteria: 1. Relevance of experience. (20) a) How likely is it that the vendor will understand and be able to work with a city the size of and with experience of Pendleton 2. Ability of the likely installation to meet Pendleton’s Phase 1 needs (20) 3. If not likely to meet all of Pendleton’s Phase 1 needs within budget of approximately $140,000, how much can be met. (20) 4. Likely installation and annual recurring costs (20) 5. Ability of hardware to withstand adverse natural and humancaused conditions (10) 6. Ability of system to retain integrity and security of data (30) 7. Ease of integrating the proposed installation into Pendleton’s existing network (10) 8. Ease of maintaining equipment and troubleshooting network problems (20) 9. Ease to enlarge system with additional nodes (15) 10. Total points - 165 Pendleton, Oregon Request for Qualifications Community Wireless Network Infrastructure Statements Due August 3 Page 4
III.
C. Selection and Project Implementation 1. The final selection and contract award recommendation will be made following evaluation and ranking of the responsible respondents' proposal and, if applicable, interviews. After the recommendation is made and the contractor selected, the City will negotiate with the Contractor for implementation of the project Phase I with payments made as Phase I and subsequent phases are implemented. 2. The City of Pendleton, Public Contracts Addendum, a copy of which is attached, will be incorporated into any contract the result of this solicitation. Statement of Qualifications Requirements A. Time and Place of Submittal 1. One copy of the complete proposal must be received by 3:30 p.m., Monday, August 3, 2009, at the Office of the City Attorney, Pendleton City Hall, 500 SW Dorion Avenue, Pendleton, Oregon 97801. B. Contents 1. Each proposal must include at least each of the following. 2. An executive summary of not more than two pages highlighting the most significant features of the proposal 3. The firm's legal name,address, and telephone number. 4. Names and summary qualifications of principal vendor and all significant partners 5. Description, not more than two pages, of the system that would be proposed to meet the Phase I requirements 6. Description, if different from Pahse I, proposal, of how the vendor would meet the city's needs for subsequent phases 7. Identify at least three other US local governments for which a system similar to that proposed for Pendleton a) If there are cities of 15,000 to 25,000 population, please identify one or more of these. 8. Statement as to whether the vendor can meet the proposed time schedule a) If not, how would the schedule be changed the the project be implemented at lower cost
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Public Contracts Addendum
The contract to which this addendum is attached shall be governed by the additional terms and conditions set forth herein: 1. The Contractor shall make payment promptly, as due, to all persons supplying to such Contractor labor or materials for the prosecution of the work provided in the contract. 2. The Contractor shall provide workers' compensation insurance coverage for all individuals, others than those exempt under ORS 656.027, who perform labor under the contract before labor under the contract commences. Contractor shall pay all contributions or amounts due for Workers' Compensation coverage from the Contractor incurred in the performance of the contract. 3. The contractor will not permit any lien or claim to be filed or prosecuted against the City on account of any material or labor furnished to the Contractor. The Contractor will pay to the Oregon Department of Revenue all sums withheld from employees pursuant to Oregon Statutes. 5. If the Contractor fails, neglects, or refuses to make prompt payment of any claim for labor or services furnished to the Contractor or a subcontractor by any person in connection with this contract as such claim shall become due, the proper officer or officers representing the City may pay such claim to the person furnishing the labor or service and charge the amount of the payment against funds due or to become due to the Contractor by reason of this contract. 6. The payment of a claim in this manner authorized by this paragraph shall not relieve the Contractor or the Contractor's surety from obligation with respect to any unpaid claim. 7. No person shall be employed for more than eight hours in any one day, or forty hours in any one week, except in case of necessity, emergency, or where the public policy absolutely requires it, and in such cases the laborer shall be paid at least time and a half for all overtime worked in excess of 40 hours in any one week, except for individuals under this contract who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. sections 201 to 209 from receiving overtime. 8. The Contractor shall promptly, as due, make payment to any person, copartnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention, incident to sickness or injury, to the employees of such Contractor, of all sums which the Contractor agrees to pay for such services and all moneys and sums Pendleton, Oregon Request for Qualifications Community Wireless Network Infrastructure Statements Due August 3 Page 6
which the Contractor collected or deducted from wages of employees pursuant to any law, contract, or agreement for the purpose of providing or pay for such service. 9. Any and all employees of Contractor or his contractors while engaged or performing any work or services required by him under this agreement shall be considered his employees only and not employees of the City and any claims that may arise under the Workers' Compensation Act on behalf of the said employees while so engaged in any and all claims made by third parties as a consequence of any act or omission on the part of him or his employees while so engaged on any of the work or services provided to be rendered herein shall be the sole obligation responsibility of Contractor and/or his contractors. The parties to this agreement recognize that Contractor and his employees, officers, agents and subcontractors are providing professional services as independent contractors and are not providing services as employees of the City and are therefore not entitled to the benefits provided by the City to his employees, including but not limited to Workers' Compensation benefits, group health insurance, social security, pension plans, or any other benefit accruing to City employees. Contractor hereby agrees to hold the City harmless from, and shall process and defend at his own expense, all claims, demands, or suits of whatever nature, brought against him arising from his performance under this agreement. Contractor shall advise his officers, agents, employees and subcontractors of this provision 10. Liability and Indemnity a. Indemnification. Contractor shall indemnify and defend City from, and reimburse City for, any cost, claim, loss, or liability suffered directly or from a third-party claim arising out of or related to any negligent activity of Contractor on the in the execution of this contract. City shall have no liability to Contractor for any injury, loss, or damage caused by Contractor or third parties. b. Liability Insurance. Before beginning execution of the contract, Contractor shall obtain and thereafter during the term of the contract shall continue to carry the following liability insurance at Contractor’s cost: comprehensive general liability insurance in a responsible company with limits of not less than $200,000/500,000 for injury to one person, $500,000 for injury to two or more persons in one occurrence, and $50,000/$500,000 for damage to property. Such insurance shall cover all risks arising directly or indirectly out of Contractor’s activities. Such insurance shall protect Contractor against the claims on account of the obligations assumed by Contractor under Section 11;.a, and shall name City as an additional insured. Certificates evidencing such insurance and bearing endorsements requiring 10 days’ written notice to City before any change or cancellation shall be furnished to City before Contractor begins execution of the Contract.
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11. Contractor certifies that: a. Contractor is free from direction and control over the means and manner of providing the labor or services, subject only to the right of City to specify the desired results; b. Contractor is responsible for obtaining all assumed business registrations or professional occupational licenses required by state law or local governmental ordinances; c. Contractor furnishes the tools or equipment necessary for performance of the contracted labor or services; d. Contractor has the authority to hire and fire employees to perform the labor or services; e. Payment for the labor or services is made upon completion of the performance of specific portions of the project or is made on the basis of a periodic retainer; f. Contractor is registered under ORS chapter 701 (Construction Contractors), if Contractor provides labor or services for which such registration is required; g. Federal and state income tax returns in the name of the business or a business Schedule C or farm Schedule F as part of the personal income tax return were filed for the previous year if the contractor performed labor or services as an independent contractor in the previous year; and h. Contractor represents to the public that the contractor is an independently established business. Except where Contractor files a Schedule F as part of the personal income tax return and the contractor performs farm labor or services that are reportable on Schedule C, Contractor is considered to be engaged in an independently established business when four or more of the following circumstances exist: [Initial those that apply] i ___The labor or services are primarily carried out at a location that is separate from the residence of contractor or are primarily carried out in a specific portion of the residence, which portion is set aside as the location of the business; ii ___Commercial advertising or business cards as is customary in operating similar businesses are purchased for the business, or the contractor has a trade association membership; iii ___Telephone listing and service are used for the business that is separate from the personal residence listing and service used by contractor; Pendleton, Oregon Request for Qualifications Community Wireless Network Infrastructure Statements Due August 3 Page 8
iv
___Labor or services are performed only pursuant to written contractors;
v ___Labor or services are performed for two or more different persons within a period of one year; or vi ___Contractor assumes financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services provided. 12. The Contractor must obtain a City of Pendleton Business License. 13. If the City does not appropriate funds for the next succeeding fiscal year to continue payments required by this contract, this contract will terminate at the end of the last fiscal year for which funds have been appropriated. The City will notify Contractor of such non-appropriation not later than thirty days before the beginning of the year within which funds are not appropriated. This provision does not permit the City to terminate this contract in order to provide similar services for the purpose for which this contract has been entered into. 14. If any action is instituted in connection with any claim or controversy arising out of this agreement, attorney fees may not be awarded by the court of competent jurisdiction and each party shall bear its own expenses of such action. 15. This agreement and the parties rights under it shall be construed and regulated by the laws of the State of Oregon and venue for any dispute hereunder shall lie in Pendleton, Umatilla County, Oregon.
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