REQUEST FOR PROPOSAL RFP 07-08-03 Version 2 Public Address System for the San Jose ...

143 Pages·2007·2.37 MB·English

REQUEST FOR PROPOSAL

RFP 07-08-03 Version 2

Public Address System for the San
Jose International Airport

Date: September 11, 2007
CONTENTS
SECTION A INTRODUCTION AND SCOPE .................................................................................4
1 INTRODUCTION.......................................................................................................................4
2 PROJECT GOALS AND OBJECTIVES...................................................................................4
3 MINIMUM QUALIFICATIONS..................................................................................................4
SECTION B – RFP PROCESS.......................................................................................................6
1 COMPLETE RFP......................................................................................................................6
2 PROCUREMENT TIMELINE....................................................................................................7
3 CONTACT INFORMATION......................................................................................................7
4 HOW TO OBTAIN THIS RFP...................................................................................................7
5 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES.........................................7
6 LATE PROPOSALS.................................................................................................................7
7 SUBMISSION OF PROPOSALS..............................................................................................8
8 RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS..............................................8
9 REVIEW PROCESS AND EVALUATION CRITERIA..........................................................10
10 OBJECTIONS AND PROTESTS..........................................................................................12
SECTION C - RFP PROVISIONS.................................................................................................13
1 GENERAL INFORMATION....................................................................................................13
2 PROCESS INTEGRITY GUIDELINES...................................................................................13
3 ADDENDA AND INTERPRETATION.....................................................................................14
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4 PROPOSAL SUBMISSION....................................................................................................14
5 CODE ADHERENCE, PERMITS AND FEES.........................................................................14
6 ACCEPTANCE OR REJECTION OF PROPOSAL................................................................14
7 TERMS AND CONDITIONS OF AGREEMENT.....................................................................14
8 EXAMINATION OF PROPOSED MATERIAL........................................................................15
9 LOCAL AND SMALL BUSINESS PREFERENCE.................................................................15
10 PUBLIC NATURE OF PROPOSAL MATERIAL..................................................................15
11 NON-CONFORMING PROPOSAL.......................................................................................16
12 NON-DISCRIMINATION/NON-PREFERENTIAL TREATMENT..........................................16
13 CITY BUSINESS TAX..........................................................................................................16
14 ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY.....................................16
15 FACILITY RELATED RESPONSIBILITIES..........................................................................17

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SECTION A INTRODUCTION AND SCOPE
1 INTRODUCTION
1.1 The City of San Jose (City) is seeking a qualified firm (Proposer) for the implementation of
a Public Address System at the Norman Y. Mineta San Jose International Airport (Airport). The
City seeks to procure the systems and services described herein for the Airport. Only a general
introduction is provided in this section. For additional details on the RFP scope refer to the PAS
Project Requirements, Technical Specifications and drawings. This is the second issuance of
the RFP for the Public Address System, none of the responses submitted in the first RFP met
the “Minimum Qualifications” please take special note of this requirement.
2 PROJECT GOALS AND OBJECTIVES
2.1 The Proposer shall be responsible for the implementation of a Public Address System that
meets or exceeds the requirements of the PAS Specifications provided as in this RFP. In doing
so, the Proposer shall provide the following services including, but not limited to:
2.1.1 Project management and coordination (also referred to as Project Controls)
2.1.2 System design services
2.1.3 System installation, configuration, and integration
2.1.4 System testing and commissioning
2.1.5 System training
2.1.6 System warranty and maintenance
2.2 The Proposer shall coordinate with respective representatives of the Airport and the City to
ensure the system meets the required goals of the City and the Airport. As such, the Proposer
shall conduct all necessary design workshops and meetings with Airport stakeholders to finalize
the Public Address System’s design components.
3 MINIMUM QUALIFICATIONS
3.1 Please note proposer’s who do not meet the “Minimum Qualification” will be considered
“non-response” and will be disqualified from further consideration. Proposers having questions
pertaining to these prerequisites should submit their queries by the deadline for questions
indicated in the procurement timeline (Section B, Part 2).
3.2 The CONTRACTOR shall have been in the business of selling, designing, installing, and
maintaining Public Address Systems at qualified installations for a minimum of five years.
3.3 The CONTRACTOR shall provide a minimum of three reference sites which meet the
qualification requirements described below:
3.3.1 Each reference shall have greater than 20 paging zones

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3.3.2 Each reference site installation must utilize Ethernet/IP based distribution. References
sites should included IP distribution, blended systems (IP & Analog distribution) will be
considered, please note on your reference sheet.
3.3.3 Each reference site installation must include integration with Electronic Visual Information
Display System and Fire Alarm System
3.4 In the event that the proposing firm is a Joint Venture (JV), then the same JV (the same
legal entity) must have performed the work at each reference site in order to meet the
requirements of this section.

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SECTION B – RFP PROCESS
1 COMPLETE RFP
This document describes the goals and objectives of this procurement (Section A), the RFP process
(Section B), and RFP provisions (Section C). In addition, the following attachments, exhibits and/or
appendices are included:
1.1 ATTACHMENTS:
A Proposer Certification
B Previous Customer Reference Worksheet
C Proposer Questionnaire
D Exemplar Agreement
E Acknowledgement of Addenda
F Request for Local and Small Business Preference
G Technical Proposal Response Format
1.2 EXHIBITS:
A Technical Specifications
B Project Requirements
C Basis of Design Document for Terminal A
D Basis of Design Document for Terminal B
E Logic and Details for North Concourse (available on “zip”
file, SJC Drawing Set)
F Paging Drawings for North Concourse (available on “zip”
file, SJC Drawing Set)

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2 PROCUREMENT TIMELINE
Date Event
September 11, 2007 RFP Released
September 17, 2007 Deadline for Questions
September 19, 2007 City’s Response to Written Questions
September 25,2007, 3:00 PM
Technical Proposals Due
Pacific Time
3 CONTACT INFORMATION
Name/Title Contact Information
City of San José
Finance Department/Purchasing Division
Carla Mehrkens 200 East Santa Clara, Street, 13th Floor
San José, CA 95113-1905
Contract Specialist Phone [phone]
Fax [phone]
Carla.mehrkens@sanjoséca.gov
Web site: www.demandstar.com

4 HOW TO OBTAIN THIS RFP
4.1 This RFB may be downloaded from the RFP Depot e-Procurement system located at
www.rfpdepot.com. Suppliers may also navigate to the City of San Jose Bid-Line Web site at
www.sanjoseca.gov/purchasing/default.asp. At either Web site, follow the links to register for the
on line service. You may register for free either on-line or by calling RFP Depot Vendor Support
at 1-800-990-9339, telling the support representative that you are registering for City of San José
procurements.
4.2 All addenda and notices related to this procurement will be posted by the City on RFP
Depot. In the event that this RFB is obtained through any means other than RFP Depot, the City
will not be responsible for the completeness, accuracy, or timeliness of the final RFB document.
5 PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES
Questions pertaining to this RFP should be submitted via e-mail to the purchasing contact.
Please submit all questions by the deadline indicated in the procurement timeline (Section B,
Part 2). The City will provide a written response to all pertinent questions in the form of an
Addendum.
6 LATE PROPOSALS
Late proposals shall be rejected and returned to the proposer. This deadline is absolute and
proposals received after the due date and time shall not be considered. Proposers must select
a method of delivery that ensures proposals will be delivered to the correct location by the due
date and time.

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The proposal due date and time is listed in Section 2, Procurement Timeline, and the proposal
delivery location is specified in Section 3, Contact Information. Proposals should clearly be
labeled and addressed to the contact person in Section 3.
7 SUBMISSION OF PROPOSALS
7.1 In order to expedite the evaluation of Proposals, each Proposer shall organize its Proposal
in accordance with this section. Proposals, which do not follow the specified format outlined
below, may be deemed non-responsive and disqualified from the process. In addition, failure on
the part of Proposer to provide the required documentation may be cause for rejection of the
Proposal. In the event of any conflict between any of the Proposal documents, resolution thereof
shall be in the City’s sole discretion. Proposers shall adhere to the following:
7.1.1 Seven hard copies and five CD copies of the Technical Proposal shall be submitted and
marked SJC Public Address System Proposal
7.1.2 All Proposals shall be bound documents.
7.1.3 The Proposal body (Cover Letter and Sections 1 and 2) is limited to twenty pages each,
excluding required remaining sections.
7.1.4 All pages shall be sequentially numbered and a table of contents shall be provided.
7.1.5 The font size on each page shall be 11 point Times New Roman or Arial font.
7.1.6 The pages shall be single-sided and double-spaced.
8 RESPONSE DOCUMENTS / SUBMISSION REQUIREMENTS
8.1 COVER/TRANSMITTAL LETTER: The cover letter shall include the name of the
Proposing firm, address, telephone number, FAX number, e-mail address and point of contact,
and any subcontractors that may be hired for the project. Include the location of the office
through which the services would be conducted. A representative of the firm with contract
signing authority shall sign the cover letter.
8.2 SECTION 1: PROPOSING FIRM DESCRIPTION – Briefly describe the history, mission,
and structure of the firm. Include number of years in business, location of headquarters and
local offices, and number of employees.
8.3 SECTION 2: PROPOSER EXPERIENCE - Provide background information, along with
appropriate point of contact information on references to substantiate minimum qualifications of
the Proposing Firm as stated in Section 2.6 of this RFP. Background information shall include
project size and details to substantiate that the project and site meet minimum qualifications as a
reference site. Proposer shall provide sufficient background information to substantiate the
capabilities of Proposer’s Team in successfully undertaking and completing this project, including
application development for software and hardware integration requirements, as outlined in this
RFP. Describe if the projects were completed on schedule and on budget. Include reference
contact information for all projects listed. Responses should indicate both technical experience
and experience in the aviation industry. Provide a work history on key members of the proposed
project team, showing their work experience on projects of similar size and complexity to the San
Jose International Airport.
8.4 SECTION 3: MANAGEMENT APPROACH – The Proposer shall provide a detailed
response, correlated to the PAS Project Requirements. Proposer shall describe in its detailed
response how Proposer will meet the requirements specified. Proposer shall specifically identify
and explain any items Proposer cannot comply with.
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8.5 SECTION 4: TECHNICAL APPROACH - The Proposer shall provide a narrative and
detailed technical response to the requirements detailed in this RFP including all attachments.
The detailed technical response shall include a response to each of the technical requirements
as specified in the PAS specifications (Exhibit A, Section 17740). The format and requirements
for the narrative and detailed technical response to the Request for Proposal are provided in
Attachment G of this RFP. A complete technical response, as detailed in this RFP shall be
provided or the proposal may be deemed non-responsive resulting in disqualification from the
process.
8.6 SECTION 5: PROJECT PLAN AND APPROACH – Prepare a project plan and schedule for
phasing the installation, testing, and acceptance of the Public Address System. Schedule should
be prepared using elapsed days from the Notice to Proceed.
8.7 SECTION 6: EXCEPTIONS - Provide a “Matrix of Exceptions” to the requirements of the
RFP. Identify the requirement and describe the nature of the deviation and provide an
explanation or an alternative. The Proposers’ “Matrix of Exceptions” shall be for all of the articles
and sections of the RFP including those in the Draft Contract.
8.7.1 If there are deviations or exceptions to any portion of this RFP the Proposer shall state so
in writing.
8.7.2 If no deviations are identified and the City accepts Proposers’ Proposal, Proposer shall
conform to all of the requirements specified therein.
8.8 SECTION 7: WARRANTY PLAN - The Proposer shall submit with their Proposal a
warranty plan without costs (warranty cost will be submitted in phase 2) covering the warranty as
described in the PAS Technical Specifications. The Proposer shall also submit with their
Proposal, information that will allow the City to evaluate the Proposer’s Warranty program to
ensure reliable operations. The Proposer shall develop, obtain approval for and support a
comprehensive warranty, service and support plan. The Proposer shall also provide all warranty
service at no cost or expense to the City for the period of time that the Warranty Agreement is in
effect.
8.9 SECTION 8: MAINTENANCE PLAN - The Proposer shall submit a comprehensive
Maintenance Plan, which addresses the maintenance and support requirements and issues as
described in the PAS Technical Specifications. The Proposer shall also submit with their
Proposal, information that will allow the City to evaluate the Proposer’s Maintenance program to
ensure continued reliable operations after the completion of the initial warranty period.
8.10 SECTION 10: OPTIONS AND ALTERNATES – The Proposer shall submit a detailed
narrative of any recommended options and alterations proposed as compared to the functional
design requirements included in the PAS Technical Specifications. This narrative should clearly
delineate the proposed modifications and also include the reason(s) for the proposed
modification as well as detailing any cost, interface, or integration impacts.
8.11 Required Attachment Submittals – The following documents must be completed and
submitted with your technical proposal:
8.11.1 Attachment A, Proposer Certification
8.11.2 Attachment B, Previous Customer Reference Worksheet
Three references are required. Include a list of at least three clients that would substantiate
the Contractor’s experience. Contacts should be individuals who can verify performance on
projects of a similar scope and budget as this project.
8.11.3 Attachment C, Proposer Questionnaire
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8.11.4 Attachment D, Exemplar Agreement Note any exceptions to the Terms and Conditions of
the Exemplar Agreement. If there are no exceptions, please return the first page of the
Agreement marked “No Exceptions”. Please note that excessive changes may result in lower
proposal scores, or disqualification of proposal.
8.12 The following documents are required, but will not result in immediate disqualification of
your proposal if they are incomplete, or inadvertently omitted from your proposal. However,
failure to submit these forms with your proposal, or incomplete submittals, may result in a lower
overall score.
8.12.1.1 Attachment F, Request for Local and Small Business Preference,

This form must be provided the proposer is requesting consideration. If this form is not
included with your proposal, consideration for local and small business preference shall not
be granted. This form may not be submitted at a later date.
8.12.1.2 Attachment E, Acknowledgement of Addenda,

Complete this form as acknowledgement that all City issued addenda have been received
and acknowledged.
9 REVIEW PROCESS AND EVALUATION CRITERIA
9.1 PHASE 1, PROPOSAL REVIEW AND ORAL INTERVIEWS
9.1.1 Proposal Responsiveness.
9.1.1.1 Required Documentation: Proposals will be reviewed to determine if all required
documentation was included with your proposal submittal as described in Section 9.
9.1.1.2 Proposals that fail to submit the required documents with their technical proposal
will be disqualified from further consideration.
9.1.2 Proposal Review and Evaluation.
Technical proposals will be reviewed against the general criteria and weights as described in
Section 10.6.
9.1.3 Presentations/oral interviews.
Finalists (proposals determined to have scored in the competitive range) will be invited to
present oral presentations for the purpose of introducing key members of the project team,
and allowing the City to fully understand the Proposer’s ability to meet the evaluation criteria.
Oral presentations will not be scored separately. Instead the City may modify proposal scores
and resulting rankings based on the oral presentation.
9.2 PHASE 2, PRODUCT DEMONSTRATION / SITE VISIT
9.2.1 At the conclusion of Phase 1, proposals determined to have scored in the competitive
range will be invited to advance to the Phase 2 evaluation phase as described below. Note
that Phase 1 scores will not carry forward to Phase 2 (scoring is not cumulative). The
final selection shall be based on the proposer achieving the highest Phase 2 point score.
9.2.2 Following the Phase 1 evaluation, members of the City’s evaluation committee will visit at
least one of the three reference sites that were submitted by the proposer on Attachment B,
Previous Customer Reference Worksheet. Key contacts the reference airport will be
interviewed with the objective of gaining insight on overall customer satisfaction, project team,
problem resolution, ongoing service and support, and overall system performance and quality.
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