HomeMy WebLinkAboutRFP - 9120 9-1-1 DISPATCH FURNITURE SYSTEMRFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 1 of 31
REQUEST FOR PROPOSAL
9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
RFP DUE: 3:00 PM MST (our clock), April 10, 2020
The City of Fort Collins is requesting proposals from qualified Vendors for a comprehensive plan
to design, procure, install and maintain a dispatch furniture system of sixteen (16) 9-1-1
consoles.
As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted
online through the Rocky Mountain E-Purchasing System (RMEPS) at
http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to
submit proposals through RMEPS. Proposals not submitted by the designated Opening Date
and Time will not be accepted by the system.
A pre-proposal meeting will be held at 10:00 AM MST, on March 30, 2020, at 2221 S
Timberline Rd, Fort Collins. If planning to attend, please RSVP to Marisa Donegon, Buyer,
at mdonegon@fcgov.com no later than 5:00 PM on Thursday, March 26, 2020.
All questions should be submitted, in writing via email, to Marisa Donegon, Buyer at
mdonegon@fcgov.com, no later than 5:00 PM MST (our clock) on April 1, 2020. Please
format your e-mail to include: RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE
SYSTEM in the subject line. Questions received after this deadline may not be answered.
Responses to all questions submitted before the deadline will be addressed in an addendum and
posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by Bidnet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
42517 Data Processing Furniture, Metal and Plastic
42518 Data Processing Office Furniture, Wood
42554 Modular Panel Systems (With Metal Connecting Mechanism)
42555 Modular Panel Systems (With Synthetic Connecting Mechanism)
42594 Work Stations, Modular, Systems Furniture
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises will be
afforded full and fair 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 an
award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 2 of 31
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who
engages in protected activity. Protected activity includes an employee complaining that he or
she has been discriminated against in violation of the above policy or participating in an
employment discrimination proceeding.
The City requires its vendors to comply with the City’s policy for equal employment opportunity
and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to
all third-party vendors and their subcontractors at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject
to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version
of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. Such statement does not necessarily exempt such documentation from
public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other
applicable law. Generally, under CORA trade secrets, confidential commercial and financial
data information is not required to be disclosed by the City. Proposals may not be marked
“Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from
this request for proposal will be public information.
New Vendors: The City requires new Vendors receiving awards from the City to fill out and
submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the
W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s
Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please
do not submit with your proposal.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will
be rejected and reported to authorities as such. Your authorized signature of this proposal
assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 3 of 31
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Vendor shall be expected to sign the City’s standard Agreement prior to
commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry Paul
Purchasing Director
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 4 of 31
I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins is requesting proposals from qualified Vendors for a
comprehensive plan to design, procure, install and maintain a dispatch furniture system
of sixteen (16) 9-1-1 consoles.
B. Background
The City of Fort Collins (City) is a vibrant community of approximately 175,000 located 65
miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56
square miles in size and is the northern extension of the “Colorado Front Range” urban
corridor. The City’s population includes over 33,000 college students.
The City of Fort Collins 9-1-1 Dispatch Communications Center (Fort Collins 9-1-1)
provides 24-hour service in the answering of all emergency and non-emergency police,
fire, and medical calls. It is the primary Public Safety Answering Point (PSAP) answering
9-1-1 calls, non-emergency calls as well as providing emergency dispatch services for
Fort Collins Police Services, Poudre Fire Authority, Wellington Fire and Platte River Power
Authority. Fort Collins 9-1-1 uses state-of-the-art technology to provide fast and effective
emergency communication services, sophisticated radio communication, and a Computer
Aided Dispatch and Records Management system.
Fort Collins 9-1-1 is located on the 2nd floor of a 3-story facility. A diagram of the Dispatch
Communications Center is available in Exhibit A. Fort Collins 9-1-1 is currently staffed by
29 dispatchers, 6 supervisors and one manager. There are currently 16 furniture consoles
which allow for future growth of staff, but also provide for back- up capabilities for other
PSAP’s in the event of an evacuation or significant event. The current furniture consoles
are 20+ years old and outdated, no longer ergonomically sound and do not meet the
growing needs of the Fort Collins 9-1-1.
II. SCOPE OF PROPOSAL
A. Scope of Work
Vendors shall provide a comprehensive plan to design, procure, install and maintain a
dispatch furniture system of 16 consoles, which includes the below requirements.
It is the City’s preference to award this RFP to a single Vendor.
1. Workstation Requirements
Fort Collins 9-1-1’s work environment poses unique challenges and demands. Unlike a
traditional office environment, personnel are required to manage multiple monitors,
computers and keyboards. Fort Collins 9-1-1 workstations are utilized 24 hours a day/7
days a week by different employees with different physical sizes and needs. It must be
recognized that this user environment will receive at least five times the use of typical
office furniture each year.
Vendors shall propose a baseline configuration of the dispatch furniture system to
include costs. The baseline equipment must include all required components, including
but not limited to, task lights, comfort control systems, CPU storage for no less than 4
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 5 of 31
PCs, drawer/storage units, integrated cable management systems, electronic lift
platforms and mounts for 8 monitors. Vendors may include other components that
provide additional features and functionality for consideration.
The arrangement of the proposed dispatch furniture system must facilitate and
enhance operational functionality. Vendors shall prepare and include complete
drawings describing sixteen (16) individual dispatch stations and their layout within the
designated floor plan as part of their proposal. Drawings shall include details of
every major element as outlined in this RFP.
The proposed dispatch furniture system shall be constructed of durable materials that
have been proven for durability in the 24-hour use environment of a 9-1-1 dispatch
center.
Only console furniture designed and engineered for Emergency Communications
Centers will be acceptable. Standard office furniture will not be acceptable in this
installation. The proposed furniture should meet all appropriate industry standards, such
as such as those established under the ADA, ANSI, ASTM, and UL, as well as any
applicable regulatory standards.
2. Installation and Implementation
Vendors shall include information pertaining to installation and implementation, including
implementation methodology and a preliminary project schedule. Vendor must assign a
Project Manager to oversee implementation of the proposed dispatch furniture system.
Fort Collins 9-1-1 must continue to operate during the installation of the new
dispatch furniture system.
Vendors shall include the following information:
a. Describe the recommended approach for installation of the proposed dispatch
furniture system.
b. Provide a preliminary project schedule.
c. Describe the processes and practices employed to minimize risk and control the
scope and schedule of the project.
d. Describe the processes and practices used by the Vendor to evaluate Fort Collins
9-1-1’s current operational practices and workflow and on how that information will
be used in the setup of the proposed system.
e. Describe the processes and practices used by the Vendor to validate (with Fort
Collins 9-1-1) the setup and workflow of the proposed dispatch furniture system.
3. Training Program and Manual
Vendors shall include a Training Program that will provide complete familiarization with
the proposed dispatch furniture system, including functional training for user personnel.
This shall include training information, training plans, and sample course descriptions and
recommendations to achieve full and productive utilization and self-sufficient
administration of the equipment.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 6 of 31
Vendors shall also furnish a dispatch furniture system Manual upon completion of the
system installation along with one electronic copy. This Manual should include the
following:
a. A complete instruction manual for all equipment in the system.
b. Instructions for the determination of trouble reporting, including all trouble report
telephone numbers and personnel contact information shall be provided with the
system.
c. Complete instructions for system administration, system and client installation
and end user training should be provided.
d. A complete schematics and parts list for all equipment in the system.
4. Maintenance and Warranty
Fort Collins 9-1-1 requires a warranty period which includes maintenance and support.
Ongoing maintenance support should ensure the continuous productive use of the
dispatch furniture system. This shall include support information, including procedures for
reporting problems, as well as covered and non-covered maintenance, equipment
upgrade information and roadmap of the next five (5) years on product improvement.
Include information on problem diagnosis, resolution, and response times. Vendors should
include the following:
a. Describe the warranty support of the dispatch furniture system.
b. Describe the available support hours for the dispatch furniture system.
c. Describe the support/facilities that are available to Fort Collins 9-1-1.
d. Describe the process that Fort Collins 9-1-1 will need to follow to place calls for
service.
e. Describe the product upgrade/update provisions that are available as part of the
proposed maintenance support program.
5. Tear Down and Removal of Existing Furniture
As an option, Vendors may propose the cost and timeline for tearing down and
removing existing furniture, if services are available.
B. Deliverables/Milestones
The dispatch furniture systems should be delivered and installed by Fall 2020.
C. Minimum Qualifications
a. Vendors shall have experience producing a minimum of five (5) similar projects within
the past five (5) years.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 7 of 31
b. Vendor(s) must have all personnel that will be on site, requiring unescorted access in
secure areas, register with CBI’s CJIS Vendor Management Program, and pass
CBI/CJIS background checks, CJIS Security awareness training, and follow all
requirements of the CJIS Security Policy.
Program instructions for vendors can be found at:
https://www.colorado.gov/pacific/cbi/cjis-vendor-management-program.
The CJIS Security Policy can be found at: https://www.fbi.gov/services/cjis/cjis-
security-policy-resource-center
D. Anticipated Schedule
The following represents the City’s target schedule for the RFP. The City reserves the
right to amend the target schedule at any time.
• RFP issuance: March 18, 2020
• Pre-Proposal Meeting: 10:00 AM MST on March 30, 2020
• Question deadline: 5:00 PM MST on April 1, 2020
• Proposal due date: 3:00 MST (our clock) on April 10, 2020
• Interviews (tentative): Week of May 11, 2020
• Award of Contract (tentative): June 1, 2020
E. Pre-Proposal Meeting
Vendors may attend a pre-proposal meeting at 10:00 AM on March 30, 2020 at Fort
Collins Police Services, located at 2221 S Timberline Rd., Fort Collins, CO 80525.
If planning to attend, please RSVP to Marisa Donegon, Buyer, at mdonegon@fcgov.com
no later than 5:00 PM on Thursday, March 26, 2020.
F. Interviews and Site Visits
In addition to submitting a written proposal, the top-rated Vendors may be interviewed by
the RFP assessment team and asked to participate in an oral presentation to provide an
overview of the company, approach to the project and to address questions. The
evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations and is included in Section IV.
Members of the RFP assessment team may also conduct site visits for the top-rated
Vendors.
G. Subcontractors
Vendors will be responsible for identifying any subcontractors in their proposal. Please
note that the City will contract solely with the awarded Vendor; therefore subcontractors
will be the responsibility of the Vendor.
The City reserves the right to reject any subcontractors. Should a subcontractor be
rejected, the Vendor will be required to provide an acceptable alternate. Failure to
provide acceptable subcontractors shall be cause for rejection of the contract.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 8 of 31
H. Fees, Licenses, Permits
The successful Vendor shall be responsible for obtaining any necessary licenses, fees or
permits without additional expense to the City. All equipment shall be properly licensed
and insured, carry the appropriate permits and be placarded as required by law.
I. Laws and Regulations
The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal
laws and regulations and municipal ordinances.
J. Invoicing and Payment
Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project
Manager. The cost of the work completed shall be paid to the Vendor each month following
the submittal of a correct invoice by the Vendor indicating the project name, Purchase
Order number, task description, hours worked, personnel/work type category, hourly rate
for each employee/work type category, date of the work performed specific to the task,
percentage of that work that has been completed by task, 3rd party supporting
documentation with the same detail and a brief progress report.
Payments will be made using the prices listed on the agreed-to Price Schedule. In the
event a service is requested which is not listed on the Price Schedule, the Vendor and the
City will negotiate an appropriate unit price for the service prior to Vendor initiating such
work.
The City pays invoices on Net 30 terms.
III. PROPOSAL SUBMITTAL
Please limit the total length of your proposal to a maximum of twenty-five (25) double sided or
fifty (50) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers,
Vendor Statement form, and any product brochures). Font shall be a minimum of 10 Arial and
margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such
as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do
not conform to these requirements may be rejected
For this section, Vendors are required to provide detailed written responses to the following
items in the order outlined below. The responses shall be considered technical offers of what
Vendors propose to provide and shall be incorporated in the contract award as deemed
appropriate by the City. A proposal that does not include all the information required may be
deemed non-responsive and subject to rejection.
Responses must include all the items in the order listed below. It is suggested that the Vendors
include each of the City’s questions with their response immediately following the question.
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal.
A. Cover Letter / Executive Summary
The Executive Summary should highlight the content of the proposal and features of the
program offered, including a general description of the program and any unique aspects
or benefits provided by your firm.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 9 of 31
Indicate your availability to participate in the interviews/demonstrations on the proposed
dates as stated in the Schedule section.
B. Vendor Information
1. Describe the Vendor’s business and background
2. Number of years in the business
3. Details about ownership
4. An overview of services offered and qualifications
5. Size of the firm
6. Location(s) of offices. If multiple, please identify which will be the primary for our
account.
7. Primary contact information for the company including contact name(s) and title(s),
mailing address(s), phone number(s), and email address(s). Complete Section V,
Vendor Statement.
C. Scope of Proposal
1. Provide a detailed narrative of the services proposed if awarded the contract per the
scope above. This should include the key tasks required to complete the project, and
the responsibilities both the Vendor and Fort Collins 9-1-1. The narrative should
include any options that may be beneficial for the City to consider.
2. Describe how the project would be managed and who would have primary
responsibility for its timely and professional completion. Include a description
regarding how the analysis will be performed for the various identified areas
identified, the methods and assumptions used, and the limitations of the analysis.
3. Describe the methods and timeline of communication your firm will use with the
City’s Project Manager and other parties.
4. Identify what portion of work, if any, may be subcontracted.
5. Complete the checklist in Exhibit B, Compliance and Functionality Requirements,
and return as part of your firm’s proposal.
D. Firm Capability
Provide relevant information regarding previous experience related to this or similar
Projects, to include the following:
1. Provide an Organization Chart/Proposed Project Team: An organization chart
containing the names of all key personnel and sub consultants with titles and their
specific task assignment for this Agreement shall be provided in this section.
2. A list of qualifications for your firm and qualifications and experience of the specific
staff members proposed to perform the consulting services described above.
3. Provide references (current contact name, current telephone number and email
address) from a minimum of five (5) similar projects with public agencies in the last
five (5) years providing the same or similar services requested in this RFP. Provide a
description of the work performed.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 10 of 31
The Vendor authorizes the City to verify any and all information contained in the
Vendor’s submittal from references contained herein and hereby releases all those
concerned providing information as a reference from any liability in connection with
any information they give.
4. Provide examples of at least two projects where you’ve worked with your sub-
consultants. List the sub-consultant firm(s) for this Agreement, their area(s) of
expertise, and include all other applicable information herein requested for each sub-
consultant. Identify what portion of work, if any, may be sub-contracted.
E. Assigned Personnel
1. List of Project Personnel: This list should include the identification of the contact
person with primary responsibility for this Agreement, the personnel proposed for this
Agreement, and any supervisory personnel, including partners and/or sub
consultants, and their individual areas of responsibility.
2. A resume for each professional and technical person assigned to the Agreement
shall be submitted. Please limit resumes to one page.
3. Some functions of this project may require the use of sub-consultants. If you intend
to utilize sub-consultants you must list each and provide resumes for their key
personnel.
4. Describe the availability of project personnel to participate in this project in the
context of the vendor’s other commitments.
F. Availability
1. Can the work be completed in the necessary timeframe?
2. Are other qualified personnel available to assist in meeting the project schedule if
required?
3. Is the project team available to attend meetings as required by the Scope of Work?
4. Provide an outline of the schedule for completing tasks.
5. Describe the methods and timeline of communication your firm will use with the
City’s Project Manager and other parties.
G. Sustainability/TBL Methodology
In concise terms (no more than two pages), please describe how your organization strives
to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the
workplace. See Section IV: Review and Assessment for additional information.
If possible, please highlight areas of opportunity in the project where sustainability could
be applied and/or improved.
H. Cost and Work Hours
Provide a detailed breakdown of the costs and work hours required for all equipment and
tasks associated with this project, including costs for preventative maintenance on all
equipment and parts and labor, for years 1-5.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 11 of 31
Include any applicable costs for support and maintenance for 5 years.
Include incremental costs (if any) that may be associated with upgrades/updates to the
proposed system.
I. Additional Information
Provide any information that distinguishes Vendor from its competition and any additional
information applicable to this RFP that might be valuable in assessing Vendor’s proposal.
Explain any concerns Vendor may have in maintaining objectivity in recommending the
best solution. All potential conflicts of interest must be disclosed.
Exceptions to the Scope of Services and City Agreement (a sample of which is
attached in Section VI) shall be documented.
IV. REVIEW AND ASSESSMENT CRITERIA
A. Proposal and Interview Criteria
Vendors will be evaluated on the following criteria. These criteria will be the basis for
review and assessment of the written proposals and optional interview session. At the
discretion of the City, interviews of the top-rated Vendors may be conducted.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating,
and 5 being an outstanding rating.
WEIGHTING
FACTOR QUALIFICATION STANDARD
2.0 Scope of Proposal
Does the proposal address all elements of the
RFP? Does the proposal show an
understanding of the project objectives,
methodology to be used and results/outcomes
required by the project? Are there any
exceptions to the specifications, Scope of Work,
or agreement?
2.0 Firm Capability
Does the firm have the resources, financial
strength, capacity and support capabilities
required to successfully complete the project on-
time and in-budget? Has the firm successfully
completed previous projects of this type and
scope?
2.0 Assigned Personnel
Do the persons who will be working on the
project have the necessary skills and
qualifications? Are sufficient people of the
requisite skills and qualifications assigned to the
project?
1.5 Availability
Can the work be completed in the necessary
time? Can the target start and completion dates
be met? Are other qualified personnel available
to assist in meeting the project schedule if
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 12 of 31
required? Is the project team available to attend
meetings as required by the Scope of Work?
1.0 Sustainability/TBL
Methodology
Does the firm demonstrate a commitment to
Sustainability and incorporate Triple Bottom Line
methodology in both their Scope of Work for the
project, and their day-to-day business operating
processes and procedures?
2.0 Cost & Work Hours
Does the proposal included detailed cost break-
down for each cost element as applicable and
are the line-item costs competitive? Do the
proposed cost and work hours compare
favorably with the Project Manager's estimate?
Are the work hours presented reasonable for the
effort required by each project task or phase?
Definitions
Sustainable Purchasing is a process for selecting products or services that have a lesser
or reduced negative effect on human health and the environment when compared with
competing products or services that serve the same purpose. This process is also known
as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”.
The Triple Bottom Line (TBL) is an accounting framework that incorporates three
dimensions of performance: economic, or financial; environmental, and social. The
generally accepted definition for TBL is that it “captures the essence of sustainability by
measuring the impact of an organization’s activities on the world…including both its
profitability and shareholders values and its social, human, and environmental capital.”
B. Reference Evaluation Criteria
Prior to award, the Project Manager will check references using the following criteria.
Negative responses from references may impact the award determination.
CRITERIA STANDARD QUESTIONS
Overall Performance Would you hire this Vendor again? Did they show
the skills required by this project?
Timetable
Was the original Scope of Work completed within the
specified time? Were interim deadlines met in a
timely manner?
Completeness
Was the Vendor responsive to client needs; did the
Vendor anticipate problems? Were problems solved
quickly and effectively?
Budget Was the original Scope of Work completed within the
project budget?
Job Knowledge
If a study, did it meet the Scope of Work?
If Vendor administered a construction contract, was
the project functional upon completion and did it
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 13 of 31
operate properly? Were problems corrected quickly
and effectively?
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM Page 14 of 31
V. VENDOR STATEMENT
Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and
acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and
other provisions set forth in the RFP. Additionally, Vendor hereby makes the following
representations to City:
a. All of the statements and representations made in this proposal are true to the best of the
Vendor’s knowledge and belief.
b. Vendor commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Vendor further agrees that the method of award is acceptable.
e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins
within 30 days of notice of award. If contract is not completed and signed within 30 days,
City reserves the right to cancel and award to the next highest rated firm.
f. Vendor acknowledge receipt of addenda.
Legal Firm Name:
Physical Address:
Remit to Address:
Phone:
Name of Authorized Agent of Firm:
Signature of Authorized Agent:
Primary Contact for Project:
Title: Email Address:
Phone: Cell Phone:
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 15 of 31
VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with the
scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and
incorporated herein by this reference. Irrespective of references in Exhibit A to certain
named third parties, Service Provider shall be solely responsible for performance of all
duties hereunder.
2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement
shall be performed in accordance with the Work Schedule attached hereto as Exhibit ,
consisting of ( ) page(s), and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution
of this Agreement. Services shall be completed no later than . Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in a writing signed by
the parties.
4. Contract Period. This Agreement shall commence , 20 , and shall continue in
full force and effect until , 20 , unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year
periods not to exceed ( ) additional one year periods. Renewals and pricing
changes shall be negotiated by and agreed to by both parties. Written notice of renewal
shall be provided to the Service Provider and mailed no later than thirty (30) days prior to
contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then
the party so prevented shall be excused from whatever performance is prevented by such
cause. To the extent that the performance is actually prevented, the Service Provider must
provide written notice to the City of such condition within fifteen (15) days from the onset of
such condition.
6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 16 of 31
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days
prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed,
postage prepaid and sent to the following addresses:
Service Provider: City: Copy to:
Attn:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
City of Fort Collins
Attn: Purchasing Dept.
PO Box 580
Fort Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the
Service Provider's obligations under this Agreement. Such payment shall be the Service
Provider's sole right and remedy for such termination.
7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract,
subject to additions and deletions provided herein, ($ ) as per the attached
Exhibit " ", consisting of page(s), and incorporated herein by this reference.
8. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are those
of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or
for any other purpose.
10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the
Exhibit A, Statement of Work without the prior written consent of the city, which shall not be
unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of
the City), then the following provisions shall apply: (a) the subcontractor must be a reputable,
qualified firm with an established record of successful performance in its respective trade
performing identical or substantially similar work, (b) the subcontractor will be required to
comply with all applicable terms of this Agreement, (c) the subcontract will not create any
contractual relationship between any such subcontractor and the City, nor will it obligate the
City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor
will be subject to inspection by the City to the same extent as the work of the Service
Provider.
11. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 17 of 31
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
services shall not be construed to operate as a waiver of any rights or benefits provided to
the City under this Agreement or cause of action arising out of performance of this
Agreement.
13. Warranty.
a. Service Provider warrants that all work performed hereunder shall be performed with
the highest degree of competence and care in accordance with accepted standards for
work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment incorporated
into any work shall be new and, where not specified, of the most suitable grade of their
respective kinds for their intended use, and all workmanship shall be acceptable to
City.
c. Service Provider warrants all equipment, materials, labor and other work, provided
under this Agreement, except City-furnished materials, equipment and labor, against
defects and nonconformances in design, materials and workmanship/workwomanship
for a period beginning with the start of the work and ending twelve (12) months from
and after final acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider or by any of its subcontractors of any tier.
Upon receipt of written notice from City of any such defect or nonconformances, the
affected item or part thereof shall be redesigned, repaired or replaced by Service
Provider in a manner and at a time acceptable to City.
14. Default. Each and every term and condition hereof shall be deemed to be a material element
of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default thereof.
15. Remedies. In the event a party has been declared in default, such defaulting party shall be
allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement
and seek damages; (b) treat the Agreement as continuing and require specific performance;
or (c) avail himself of any other remedy at law or equity. If the non-defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall
be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees
and costs incurred because of the default.
16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors,
heirs, personal representatives, successors and assigns of said parties.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 18 of 31
17. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City, its officers,
agents and employees against and from any and all actions, suits, claims, demands or
liability of any character whatsoever brought or asserted for injuries to or death of any
person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within
Exhibit , consisting of one (1) page, attached hereto and incorporated herein by
this reference. The Service Provider before commencing services hereunder, shall
deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522,
one copy of a certificate evidencing the insurance coverage required from an
insurance company acceptable to the City.
18. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
19. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of
this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction,
such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et.
seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an illegal alien who will
perform work under this Agreement; and
2. Service Provider will participate in either the e-Verify program created in Public Law
208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of Homeland
Security (the “e-Verify Program”) or the Department Program (the “Department
Program”), an employment verification program established pursuant to Section 8-
17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired
employees to perform work under this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor that
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 19 of 31
knowingly employs or contracts with an illegal alien to perform work under this
Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre-employment screening of job applicants while this
Agreement is being performed.
d. If Service Provider obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Service
Provider shall:
1. Notify such subcontractor and the City within three days that Service Provider has
actual knowledge that the subcontractor is employing or contracting with an illegal
alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving the
notice required pursuant to this section the subcontractor does not cease employing
or contracting with the illegal alien; except that Service Provider shall not terminate
the contract with the subcontractor if during such three days the subcontractor
provides information to establish that the subcontractor has not knowingly employed
or contracted with an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the “Department”) made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the
authority established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Service Provider shall be liable for actual and
consequential damages to the City arising out of Service Provider’s violation of
Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider violates this
provision of this Agreement and the City terminates the Agreement for such breach.
21. Special Provisions. Special provisions or conditions relating to the services to be performed
pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one
(1) page, attached hereto and incorporated herein by this reference.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 20 of 31
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
DATE:
ATTEST:
APPROVED AS TO FORM:
SERVICE PROVIDER'S NAME
By:
Printed:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 21 of 31
EXHIBIT A
SCOPE OF SERVICES
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 22 of 31
EXHIBIT
(BID SCHEDULE/COMPENSATION)
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 23 of 31
EXHIBIT
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
“The insurance evidenced by this Certificate will not reduce coverage or limits and
will not be cancelled, except after thirty (30) days written notice has been received
by the City of Fort Collins.”
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Service Provider, such
insurance as the City may deem proper and may deduct the cost of such insurance from
any monies which may be due or become due the Service Provider under this
Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider 's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile
liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may
arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $1,000,000 combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall
be responsible for any liability directly or indirectly arising out of the work
performed under this Agreement by a subcontractor, which liability is not covered
by the subcontractor's insurance.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 24 of 31
EXHIBIT
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to
this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as “information”) that are the property of and/or relate
to the City or its employees, customers or suppliers, which access is related to the performance
of services that the Service Provider has agreed to perform, the Service Provider hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Service Provider
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City, or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the City).
The Service Provider shall not disclose any such information to any person not having a legitimate
need-to-know for purposes authorized by the City. Further, the Service Provider shall not use
such information to obtain any economic or other benefit for itself, or any third party, except as
specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have
no obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Service Provider ceases to perform services for the City, or the City so
requests for any reason, the Service Provider shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries (handwritten or
mechanically produced) thereof, in its possession or control or as to which it otherwise has
access.
The Service Provider understands and agrees that the City’s remedies at law for a breach of the
Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that
the City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 25 of 31
EXHIBIT A
FORT COLLINS 9-1-1 DISPATCH COMMUNICATIONS CENTER
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 26 of 31
EXHIBIT B
COMPLIANCE AND FUNCTIONALITY REQUIREMENTS
Stability – Function
Vendor
Compliance
Vendor Comments
1.1 Proposed solution is designed specifically for 24/7 operations
in an Emergency Communications Center environment.
Standard office furniture will not be acceptable.
1.2 Proposed solution is modular in design for ease of
reconfiguration and upgrading.
1.3 Proposed solution should provide for construction of
console walls be made of solid core materials.
1.4 Proposed solution allows Sit-to-stand base shall be
connected to the console undercarriage with a footprint
designed to allow maximum stability based on the overall
size of the monitor surface.
1.5 Proposed solution provides for personal storage units as
part of initial proposal.
1.6 Proposed solution allows for personal storage units to be
removed or replaced without deconstruction on the console
unit.
1.7 Proposed solution ensures no obstructions for side-to-side
movement by the user within the console footprint.
1.8 Proposed solution provides that horizontal work surfaces are
supported by a formed steel sub-frame for maximum
durability.
1.9 Proposed solution is strong and rigid and able to meet all
required standards for furniture configuration and durability.
Input Surface
2.1 Proposed solution surface has the ability to lower to 22” from
the floor to accommodate the 5th percentile seated female
2.2 Proposed solution has the ability to raise to 57” above the
floor to accommodate the 95th percentile standing male.
2.3 Proposed solution provides adjustment throughout the entire
range, a critical function to meet ergonomic standards and
reduce repetitive strain injuries and carpal tunnel syndrome.
2.4 Proposed solution surface shall be large enough for multiple
input devices such as keyboards, mice and writing surface.
2.5 Proposed solution must allow for placement of input devices
with primary and secondary work zones to meet ANSI/HFES
100-2007 Human Factors Engineering of Computer
Workstations 5.2.4.1
2.6 Proposed solution must adjust to allow user to maintain
elbow angles between 70 and 135 degrees to meet
ANSI/HFES 100-2007 Human Factors Engineering of
Computer Workstations 5.2.1.1
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 27 of 31
2.7 Proposed solution provides for electronic height adjustment
of the primary surface must be independent of the monitor
height adjustment.
2.8 Proposed solution is controlled through a digital read-out to
ensure replication.
2.9 Proposed solution provides for adjustment control being
mounted in a location that meets ADA standards for
accessibility.
2.10 Proposed solution shall be available in a tilt design that
allows a 15 degree +/- manual adjustment.
2.11 Proposed solution shall be designed to provide unobstructed
knee clearance in the seated operating position in
accordance with ANSI standards.
2.12 Proposed solution must allow simultaneously adjustment of
primary surface and monitor supports in order to retain
relative positioning between both surfaces when changing
from sitting to standing. Must support both seated and
standing postures.
2.13 Proposed solution will allow adjustment of the line-of-sight
(viewing) distance between the eyes and front surface of the
viewable display area within the range of 19" and 31" to meet
ANSI/HFES 100-2007 Human Factors Engineering of
Computer Workstations 5.2.4.2.
2.14 Proposed solution shall have a static load capacity of 250 lbs.
and an equipment load capacity of 200 lbs.
2.15 Proposed solution provides for a lift mechanism control that
includes electronic sensing recognition of obstacles or
movement obstructions to prevent damage to console or
ancillary equipment.
2.16 Proposed solution allows for cabling required to operate the
consoles features be completely concealed. All cabling
control to allow tool free cable routing and non- removable
parts.
2.17 Proposed solution surface provides for user-accessible
power and video connections from the front of the console.
Monitor Surface
3.1 Proposed solution provides adjustment of monitors so that
the gaze angle to the center of the screen ranges between
15° and 20° from horizontal eye level. ANSI-HFES 100-2007
Human Factors Engineering of Computer Workstations
5.2.4.3
3.2 Proposed solution shall lower to at least 27” to allow for
appropriate viewing angles of monitors.
3.3 Proposed solution accommodates use of up to (8) 27” LCD
flat panel monitors with options for monitor use as a single
tier or stacked configuration. Array should allow for
concurrent focal depth movement of at least 4 monitors at
once. Horizontal mounting array distance a minimum of 64”
and up to 114”.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 28 of 31
3.4 Proposed solution controls must be mounted in a location
that meets ADA standards for accessibility.
Support Adjustments
4.1 Proposed solution adjustment speed shall not be less than
1.25” per second and not greater than 1.5” per second.
4.2 Proposed solution adjustment must be controlled through a
digital read-out to ensure precise replication.
4.3 Proposed solution does not include software for console
control.
4.4 Proposed solution adjustment controls must be mounted in a
location that meets ADA standards for accessibility.
4.5 Proposed solution does not include mounted adjustment
controls.
4.6 Proposed solution shall accept uneven load distribution.
4.7 Proposed solution provides for Lifting system operating
quietly.
Materials
5.1 Proposed solutions frame components must be constructed
of steel.
5.2 Proposed solution components must be bolted together in 4
places minimum for maximum strength and durability.
5.3 Proposed solution provides steel components that are
powder coated for durability. Enamel paint is not sufficiently
durable and will not be acceptable.
5.4 Proposed solution provides supports, doors, cavity caps and
fixed shelves be rated for 25 lbs. and shall be constructed of
an industrial grade ¾ inch thick wood core material.
5.5 Proposed solutions external screen components must be
available in abrasion resistant fabric covering.
5.6 Proposed solution provides for all edging to be treated in a
high impact vinyl edging material.
5.7 Proposed solution must be integral to the furniture
construction. Freestanding panels will be deemed
unacceptable.
5.8 Proposed solution partition system must be within the
console footprint to maximize floor space.
5.9 Proposed solution fasteners shall be completely concealed.
5.10 Proposed solution provides abrasion resistance fabric at a
minimum shall meet ASTM D-3597 MVPTS-198 standards.
5.11 Proposed solution provides components that are field
replaceable.
5.12 Proposed solution must be available in 42”, 48”, 54” and 60”
heights.
5.13 Proposed solutions fabric shall be made from recyclable
materials.
Equipment Enclosures
6.1 Proposed solution equipment enclosures must be lockable.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 29 of 31
6.2 Proposed solution enclosures must be accessible from both
the front and the rear.
6.3 Proposed solution enclosures must offer an optional slide out
shelf for access.
6.4 Proposed solution must be available in 24”, 30”, 48” 54”
heights.
6.5 Proposed solution must be available in 20”, 30”, 42” and 50”
widths.
6.6 Proposed solution must be available in 24” depths.
6.7 Proposed solution enclosures must be stackable up to 60”
and allow additional technology storage or personal storage
without taking up additional floor space.
6.8 Proposed solution rear access doors must offer cooling by a
minimum of 2 each 50 CFM continuous duty rated axial
cooling fans.
6.9 Proposed solution front access doors must utilize a vented
plenum system to draw cool air into the enclosure.
6.10 Proposed solution all equipment enclosures are must utilize
an active cooling system to ensure technology performing at
optimum temperature.
6.11 Proposed solution should have an option for enclosure
lighting.
6.12 Proposed solution must include adjustable shelf to allow for
excess loop wire/cable storage below CPU.
6.13 Proposed solution must have optional pull out shelf for
application where dual sided access is limited.
Personal Base Storage
7.1 Proposed solution must be available in 24”, 30”, 48” 54”
heights.
7.2 Proposed solution must be available in 20”, 30”, 42” and 50”
widths.
7.3 Proposed solution must be available in 24” depths.
7.4 Proposed solution must be available in Combination (open,
drawer and door), lateral file, open bookcase and closed-door
configurations.
7.5 Proposed solution enclosures must be stackable up to 60”
and allow additional technology storage or personal storage
without taking up additional floor space.
Cable Management Rail
8.1 Proposed solution wood parts are constructed of 45 lb.
density 1-1/8” thick wood core material, pressure bonded with
a high-pressure laminate surface on both sides.
8.2 Proposed solution provides for steel components must be
powder coated for durability. Enamel paint is not sufficiently
durable and will not be acceptable.
8.3 Proposed solution internal cable management channels
must offer separate, isolated routing for both power and data
cabling.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 30 of 31
8.4 Proposed solution internal cable management must be able
to contain a minimum of 80 each Cat-6 cables and 9 each 1”
flexible conduit.
8.5 Proposed solution management channel must contain
fastening points to prevent an unintentional movement of
cabling.
8.6 Proposed solution cable management rail must have locking
mechanism standard to prevent unauthorized personnel
access to internal cabling.
Electrical Requirements
9.1 Proposed solution has enough power (providing for 120V
20A) for multiple PC’s.
9.2 Proposed solution has enough power for up to 8 monitors,
one printer, minimum of 4 keyboards, wireless headset
boxes, dispatch status lights, etc.
9.3 UL listed; CSA certified
Cable Management/CPU Storage
10.1 Proposed solution must include two cable access drops with
energy chains for vertical cable management from Input
Support Surface to equipment enclosures.
10.2 Proposed solution must include energy chains for vertical
cable management from Monitor Support to Input Support
Surface
10.3 Proposed solution included energy chains for horizontal cable
management between moving surface and fixed surface.
10.4 Proposed solution cable raceway must be easily accessible
and allow drop-in cable runs.
10.5 Proposed solution equipment cavities shall accommodate
front-to-back CPU configuration
10.6 Proposed solution cavities shall be vented for passive airflow
and cavity fans should be available.
10.7 Proposed solution shall provide options for access to cavities
depending on configuration.
Air/Heating and ADA Compliance
11.1 ADA Compliance
Proposed solution must offer an optional electronic
adjustment control located within reach of a wheelchair to
meet ADA requirements.
11.2 Air Distribution
Proposed solution shall offer user-adjustable fans for
circulating air, with a minimum of 2 speed settings.
Proposed solution fans shall be incorporated into the furniture
design, and allow for individualized directional control,
located within the user’s primary work zone.
11.3 Lighting Levels
Proposed solution provides indirect ambient lighting.
Official Purchasing Document
Last updated 10/2017
Services Agreement
Page 31 of 31
Proposed solution provides task lighting that allows for
adjustment of light over the entire work area.
Proposed solution - Lighting shall be mechanically fastened
to console to prevent removal. Lights should be removable
for maintenance.
11.4 Personal Heating
Proposed system provides for a heating option located under
the Input Support Surface.
Optional components
12.1 Status lights to indicate if a dispatcher is on call or the radio –
must provide at a minimum 2 colors.
12.2 Options for USB access, other surface mounted power
options
12.3 Rotating resource desks for tables for in-between workstation
storage and communications. Shall allow for storage of
multiple binders and books.
12.4 Storage available at the workstation for employee usage
12.5 Printer cabinets and/or pedestals
12.6 Activity Sensor – an option for power management is
available and will turn off all environmental systems after 15
minutes or determined amount of time.
12.7 Radiant heat options – footrest, floor mat, heated panel
12.8 Wrist rest options
Warranty and Service and Maintenance Agreement
13.1 5 Year coverage for all product, delivery, and installation.
Absolutely no costs associated with replacement or repair of
any portion of the product or installation will be passed on to
the customer during the first 5 years of warranty.
13.2 Lifetime warranty on all structural components. After 5 years,
labor and installation expenses associated with product
replacement under the warranty will be assessed on a case
by case basis. Products not covered for life shall be outlined.
13.3 An optional service and maintenance agreement can be
quoted upon request to eliminate labor and installation
expenses associated with product replacement under the
warranty after the initial 5-year period.