CCEC CONSOLE SPECIFICATIONS

Transcription

1 Cowley County, Kansas CCEC CONSOLE SPECIFICATIONS RFP Beth Leach 1/22/2014

2 Cowley County Emergency Communications Specifications 1/23/2014 Page 2

3 Cowley County Emergency Communications Request for Proposal Emergency Communications Dispatch Console Furniture RFP Response Deadline February 7, 2014 Cowley County Emergency Communications Specifications 1/23/2014 Page 3

4 Cowley County Emergency Communications Specifications 1/23/2014 Page 4

5 PURPOSE The purpose of this Request for Proposal ( RFP ) is to obtain competitive proposals from qualified vendors who can design, furnish, deliver, install and provide service response for Emergency Communication Center console furniture. Parties responding to this RFP shall hereinafter be referred to as Proposer or Proposers. The information submitted by a Proposer in response to this RFP shall be referred to as the Proposal or Proposer s Response. Only those Proposers who are actively engaged in the business of providing Emergency Communication Center Furniture shall be considered as responsible Proposers. For the purpose of this RFP, actively engaged shall mean a recognized leader in the field of Emergency Communication center console design and installation. Documentation, including references showing installations shall be included in Proposer s response. Each Proposer shall be required to respond to the requirements set forth in the, Instructions to Proposer. These responses will be evaluated by the evaluation team. The Console RFP Evaluation Team will select the highest ranked Proposer K l BACKGROUND INFORMATION Cowley County Emergency Communications referred to as CCEC desires to obtain Ergonomic Modular Dispatch Furniture to be installed in the communication center. Arkansas City PD and Winfield PD Communication Officers plan to relocate to this new facility when it becomes operational. The new County center is expected to receive calls from across Cowley County and will dispatch the following agencies: Arkansas City Police Arkansas City Fire-EMS Cowley County Emergency Management Cowley County Sheriff Winfield Police Winfield Fire Winfield EMS Rural Fire Departments: Atlanta, Burden, Cambridge, Dexter, Udall Rural Law Enforcement: Burden PD & Udall PD CCEC is a new consolidated PSAP in Cowley County formed in July CCEC covers an area in excess of 11,000 square miles. The current population is estimated at 36, operations are currently located in Arkansas City PD and Winfield PD, however, they will be moving to the basement of a newly renovated facility in August This Request for Proposal (RFP) is primarily to design, furnish, deliver, install, and provide furniture repair/maintenance for the proposed equipment. Public Safety Answering Points (PSAP s) Emergency Communication Centers pose unique challenges and demands. Unlike an office environment, Cowley County Emergency Communications Specifications 1/23/2014 Page 5

6 Emergency Communications Personnel are required to manage multiple LCD/CRT monitors, plus additional ancillary electronics and other resources. Additionally, emergency communications consoles are utilized 24 hours per day/ 7 days per week by many different employees, with many different physical sizes and needs. Because of this, emergency communications consoles can be expected to receive at least five times the use of typical office furniture each year. With this in mind, only console future specifically designed and engineered for Emergency Communication Centers will be accepted. The console design and room layout must positively address employee comfort, efficiency, ergonomics, aesthetics, flexibility, durability, maintainability as well as future expansion. Consoles should meet American National Standards Institute (ANSI) BSR/HFES 100, Human Factors Engineering of Computer Workstations, as well as any applicable Americans with Disabilities Act (ADA) guidelines and requirements. The center is configured with five full dispatch consoles, and one training position. We will be installing only Supervisor console at this time, the four console areas along the north wall in the diagram, and the Training Console. The proposer is expected to propose one or more console designs for the new Communications Center Operations Area to accommodate 6 full dispatch positions initially while taking into consideration room for growth. Additional design consideration and pricing is being requested for up to 3 more full dispatch positions. Designs should show future expansion within space allotted for dispatch. Room dimensions are attached. INSTRUCTIONS TO PROPOSERS The proposal must be based on the enclosed emergency dispatch console furniture specifications. Sealed bids must be submitted to the Cowley County Clerk s Office located at the Cowley County Courthouse, 311 East 9 th Ave., Winfield, Kansas Bids must be received before 1:00 PM, February 14th, The Proposer has the sole responsibility to have the proposal received by the Cowley County Clerk at the above address and by the above stated time and date. The sealed envelope must be clearly marked on the outside Console Bid Enclosed. The bid opening will be at 3PM February 14 th, 2014 in the Assembly Room located at the Cowley County Courthouse. Proposals not so marked or sealed shall be returned to the Proposer and will not be considered. Proposals shall clearly indicate the legal name, address and telephone number of the Proposer (company, firm, partnership, or individual). Proposals shall be signed above the typed or printed name and title of the individual signing on behalf of the Proposer. All expenses for making Proposals to Cowley County shall be borne by the Proposer. The Cowley County Commission has the right to refuse any and all bids. Cowley County Emergency Communications Specifications 1/23/2014 Page 6

7 Questions regarding these bid specifications should be in writing no later than 12PM, Jan. 31 st, and directed to: Beth Leach, Director Cowley County Emergency Communications (620) or The Proposer must submit a proposal that demonstrates and provides evidence that the Proposer is able to provide suitable services and has the capabilities, professional expertise, and experience to provide the proposed consulting services. The Proposer must also submit references which indicate other organizations to which Proposer is providing and has provided similar services. Proposers are responsible for familiarizing themselves with the conditions and objectives of the property acquisition consulting services described herein. Two copies of your proposal and an electronic copy shall be submitted to: Cowley County Clerk 311 E. 9 th Ave. Winfield, KS Phone: kdefore@cowleycounty.org Proposers are responsible for familiarizing themselves with the conditions and objectives of the property acquisition consulting services described herein PROPOSAL REQUIREMENTS Use the following organization for the proposal o Introduction/Cover Letter o Organizational capabilities, Staff qualifications o References o Proposed installation timetable o Response to Technical Requirements o Proposed Room Layouts o Detailed cost summaries o Any additional material or brochures Introduction/Cover Letter Provide us an overview of your organization and years serving the emergency services furniture marketplace. Organizational capabilities and staff qualifications Describe the firm s experience and capabilities in providing similar layouts and equipment for emergency communications centers. Be specific and identify project, dates and results. Also provide references from these projects for contact. Cowley County Emergency Communications Specifications 1/23/2014 Page 7

8 Staff Qualifications Provide resumes describing the educational and work experiences for each of the key staff who will be assigned to the project. Designate the Proposers primary contact or Project Manager. References Proposals must include a list of organizations, including points of contact (name, address and telephone number), which can be used as references for work performed in similar projects. Selected organizations maybe contacted to determine the quality of work performed and personnel assigned to the project. Proposed Installation Timetable Provide a timetable of events from the contract, through completion of installation. Please discuss how you intend to manage the project through the various stages and how the equipment will be received and staged for installation. Who will install the consoles? Response to Technical Requirements Provide a point by point response to what you intend to supply and how you intend to meet the requirements. If you can provide other options to meeting these requirements, please provide details and optional pricing where appropriate. Proposed Room Layouts Provide a Computer Aided Drawing for the layout of 6 consoles on the Operations Floor and additional expansion consoles. Detailed Cost Summaries Provide detailed pricing for 6 consoles, with separate pricing for 3 more additional consoles on the dispatch floor. Consoles fully delivered and installed. Proposal Offer It is understood and agreed that this proposal and the response of the selected proposal, if accepted, will become part of a legal and binding contract between the undersigned Proposer and the CCEC. The contract shall be in force upon execution of the Notification of Contract Award by CCEC. Such notice will be mailed to the Proposer at the address shown on the Proposer s proposal. The Proposer here by declares and agrees with all the terms, conditions and requirements of this request for proposal. Also the undersigned Proposer, having full authority submitting this proposal, hereby declares and agrees to address all aspects of necessary equipment and components as listed here in accordance with all terms, conditions and requirements of the within and proposal. Additional Material Provide brochures or supplemental material you feel will help the evaluation team make an informed decision on your products and any options that you may want to suggest. Cowley County Emergency Communications Specifications 1/23/2014 Page 8

9 As a guideline, CCEC anticipates the following tentative timetable for selection of a Contractor. Date Jan. 22, 2014 Jan. 31, 2014 Feb. 7, 2014 Feb Feb Activity/Event Request For Proposal Issued Deadline for Questions is 12:00 noon Proposals Due Prior to 1:00 p.m. Deadline Evaluation of Proposals Completed by County Source Selection Committee (SSC) Interviews with Top Ranked Proposers by SSC completed. (Specific date to be determined) The vendor awarded a contact shall be licensed to conduct business in the State of Kansas. PROPOSAL EVALUATION The proposals will first be reviewed to determine if proposal requirements indicated above have been met. The accepted proposals will be reviewed by an evaluation committee and scored against stated criteria as well as references. The committee will evaluate all proposals in accordance with criteria set forth in this RFP and applicable law. During the evaluation process the committee may see information for a Proposer to clarify the Proposer s proposal. A Proposer must submit written clarifications and such clarifications shall become part of the Proposer s proposal. FINAL SELECTION RESULTS The final selection results will be posted on the CCEC website after the Proposer selection has been made. STATEMENT OF NEEDS Vendors shall provide unit pricing for all furniture components and/or options to permit the County the flexibility to add or subtract additional positions as needed. The County seeks to equip six (6) dispatch console positions within the new communications center. All new furniture shall be designed to achieve the highest performance possible for Cowley County today and in the future. Additional furniture may be necessary to expand or remodel the center and may be purchased through this contract. Cowley County Emergency Communications Specifications 1/23/2014 Page 9

10 GENERAL SPECIFICATIONS 1. Description of Project Console Furniture 2. Materials Specifications 3. Design Considerations 4. Pre-Construction Conference 5. Vendor Experience and References 6. Warranty / 24 Hour Service Response 7. Lead Time and Installation 8. Terms and Conditions 9. Communications room layout 10. Communications room electrical/data plan 11. Floor Plan Cowley County Emergency Communications Specifications 1/23/2014 Page 10

11 Cowley County Emergency Communications Console Furniture Specifications 1. DESCRIPTION OF PROJECT CONSOLE FURNITURE Public Safety/911 Emergency Communication Centers pose unique challenges and demands. Unlike an office environment, Emergency Communications Personnel are required to manage up to 6 CRT s and/or Flat Screens, plus additional ancillary rack mount electronics. Additionally, emergency communications consoles are utilized 24 hours per day/ 7 days per week by many different employees, with many 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. With this in mind, only console furniture that is specifically designed and engineered for Emergency Communication Centers will be acceptable. Office furniture systems will not be considered. Floor plan and elevation drawings included in this document shall prevail as the specifications for all measurements, angles and dimensions. The textual specifications included shall prevail as the specifications for all other aspects of this project. The following specifications detail the minimum requirements of the Console Furniture System. Bidders must provide a point-by-point technical response stating compliance or taking exception. A. Console Modularity The Emergency Communication Center Console Furniture must be provided from standard, previously manufactured items that have the capability of adding on to or re-configuring at a later date. Add-on sections, such as bridges, peninsulas, and returns must be included. B. Ergonomics A minimum of 7-19 flat panel displays at each console must be mounted to integrated monitor arms that are secured to the sit to stand section for optimal flexibility. Two of those monitors will be touch screens for 911 Phone System and Radio Console. Adjustments must be able to be accomplished from the seated position in order to meet ADA requirements. Arm mounts must feature multiple points of rotation allowing multiple monitors to maintain a single focal length for viewer s eyes with a range of motion addressing: Vertical adjustment Side-to-side 360 rotation. Monitor tilt/pivot tilt; 180 side-to-side tilt; 360 portrait/landscape adjustment. Telescoping extension 0 to 20 Allow for use of touch screen monitors To reduce the incidence of repetitive stress injuries, the Console Furniture must provide height adjustable input platforms with tilting capability. The engineering of the console furniture must offer comfort, safety and adjustability for the operator. Console should meet ANSI/BIFMA, BSR/HFES 100, and ADA guidelines and requirements. Cowley County Emergency Communications Specifications 1/23/2014 Page 11

12 C. Structural Integrity The Console Furniture shall be designed specifically for 24/7 operations in an Emergency Communication Center environment. The core serves as the primary structural foundation for the console system and must carry a minimum load rating of 1000-lbs. The console walls must be sturdy enough to mount all electronic accessories, including monitors, without compromising the integrity of the system. The structure should be free standing and not rely on walls for support. D. Technology At a minimum each console must be designed to accommodate 4 CPUs, the Supervisor s console must be designed to accommodate a minimum of 8 CPUs. Electronics cavity storage provided for CPU equipment and cable routing must keep the knee space below the consoles unobstructed to allow dispatchers a full range of movement to reach necessary equipment. Access to all sides of each CPU must be provided from the front of the console without crawling under the console. CPUs must be accessible from the back as well. Cavities must have the option of passive or fan air circulation. Cabling chases must be designed for ease of access and incorporation of additional runs to meet future needs. E. Environmental Controls The Console Furniture must have available adjustable task lighting, indirect lighting, radiant heat, filtered airflow, sound masking system, and primary and input surface height adjustments. Environmental controls must all be readily accessible from a seated position and meet ADA requirements. User replaceable air filters should be provided for the entire standard warranty period. The console must provide individually controlled heating and cooling. Heating may be provided through radiant panels or forced air for leg and foot warming. The proposal shall describe the manufacturer of the system and its performance specifications. We desire individual controls from a single location on the workstation. Cooling is to be provided by personally controlled, fans that are movable by the user. We desire the cooling units not be mounted to a specific location on the console, so they can be moved by the operator. Systems should be automated to shut off during periods of inactivity. 2. CONSOLE REQUIREMENTS All equipment, material and articles requested under this specification are to be new or fabricated from new materials. The use of used, remanufactured, or rebuilt products is not allowed under this specification. A. Acoustical Console Walls The operations room in which these consoles will be installed has an open ceiling with some sound deadening properties. In addition to sound masking environmental controls the acoustical properties of the consoles then becomes very important to the function of the room. Acoustical walls shall be constructed with a high density, fire resistant, sound absorbing subsurface. Edges of these partitions shall be durable and replaceable. All fasteners must be completely concealed. The console walls must be sturdy enough to mount all electronic accessories, including monitors, without compromising the integrity of the system. Leveling glides shall be an integral part of the system to accommodate uneven floors. Cowley County Emergency Communications Specifications 1/23/2014 Page 12

13 B. Surfaces All primary work surfaces, input platforms, and extension surfaces shall be constructed of durable materials that will withstand the 24-hour use environment of an Emergency Communication Center. Primary work surfaces and extensions shall include cable drop areas for access into the fixed electronics cavities. All edges must be treated in a replaceable high impact edging material. Extension and Bridge surfaces must match the primary work surface depth with widths dictated by enclosed floor plan. 1. Monitor and Keyboard surfaces Surfaces should be separate and be adjustable separately with smooth, quiet motorized control. The operator must be able to make all monitor and keyboard adjustments from either a standing or sitting position. Surface movement requires the operator to click and hold the controls. At least one inch safety clearance between all moveable and fixed surface is required. A safety system should be in place to prevent accidental lowering of the unit when it is taken off line for service. Proposers are encouraged to propose the ability for users to quickly adjust monitor and keyboard surfaces to personally present heights. These surfaces must be non porous, non glare and of high pressure laminate or solid surface materials of standard color (meaning items readily available or no special order materials). Surfaces should be mark, stain and scuff resistance and easy to maintain and clean. All corners and edges will be rounded and properly finished in similar solid surface materials. 2. Monitor Surface The surface must be able to pull forward/push back for operator comfort. The unit must be able to accommodate up to seven (7) 19 inch monitors without obstructing the view. The monitor surface must rise to 50 inches and lower to approximately 23 inches to accommodate operation while sitting or standing. The monitor surface must be able to hold a minimum of 500 static pounds and lift 50 pounds minus the weights of the surface and components. Additionally we encourage the proposer to address considerations of bracket rack mounted monitors, possible dual stacked, fixed mounted and/or articulating arms. 3. Keyboard Surface The keyboard surface must rise to 46 inches and lower to approximately 23 inches to accommodate operation while sitting or standing. The monitor surface must be able to hold a minimum of 500 static pounds and lift 50 pounds minus the weight of the surface and components. The keyboard surface must accommodate two standard size keyboards and one keypad for telephone functions. We desire the ability to tilt the keyboard up to 45 degrees, if used how this would this be accomplished. Cowley County Emergency Communications Specifications 1/23/2014 Page 13

14 C. Pedestals and Accessories Drawer hardware must be full extension, precision ball bearing construction with a minimum 100 lb. load rating per drawer. All file drawers must have built-in hanging file capability. All doors must include full articulation door hardware to accommodate uneven floors. The pedestals shall be finished on all sides for use outside the console, and be equipped with dual-wheel front-locking casters. Cushion seating should be available as options and should be rated for 300 lbs. At a minimum, the following options should be made available: Bookcases File Drawers Box Drawers Lateral File Drawers Overhead shelves with adjustable height legs for console mounting D. Edge Material Replaceable vinyl edging material shall be a minimum 2mm thick thermoplastic vinyl extrusion with self-healing properties against abrasion for all undercarriage, pedestals, and primary surfaces, and a minimum 13mm thick for all input platforms. E. Equipment Enclosures Equipment enclosures must include EIA mounting rails front and rear. Each console should include at a minimum 2 racks each 19 deep X 22 wide X 8 high. The Supervisor s console must include 4 racks of the previous dimension and 2 racks 22 deep X 19 width X 8 high. Rack dimensions may be refined in pre-construction conference. Blank faceplates accenting or matching surrounding finish must be included with each rack. At a minimum, the following options should be made available: Interior task lighting to equipment cabinetry Access to CPUs/cabling from front and back Quiet blowing ventilation for equipment cabinetry F. Laminates High pressure must meet ANSI/ASME A 17.1; 1986 requirements for Class "B" laminate, providing a non-glare matte finish. Thermally Fused Laminate must meet NEMA LI Low Pressure Laminate is not acceptable. G. Fabric Abrasion resistance at a minimum shall meet ASTM D-3597 MVPTS-198 standards. The flammability requirements shall adhere to ASTM E-84 (Tunnel Test) or Class A or 1 and the State of California Technical Bulletin 117 Sec. E (SC ). H. Sit to Stand Base and Articulating Input Platform Primary Surface: Components shall be UL listed. The motor/gear drive system must have a 700 lb. gross weight lifting capacity, including the surface, input platform, and input platform mechanism. Design must accept uneven load distribution. Range of travel will need to accommodate a low of 27 to a high of 44, infinitely adjustable within the 17 range. Input Platform: Infinite travel range from 5 above to 5 below the primary surface, must have the capability of being tilted forward and backward. The Input Platform shall be designed to provide un-obstructed knee clearance in the seated operating Cowley County Emergency Communications Specifications 1/23/2014 Page 14

15 position in accordance with ANSI standards. Platform must be tested to 250 lbs. Input Platform must be secured to the primary surface by metal-to-metal connection utilizing steel plates and 1 bolts, no wood screws will be acceptable. Unified Frame: Adjustments: Sit-to-stand base must be designed with a footprint to allow maximum stability based on the overall size of the CRT/Flat Screen primary surface. The entire console must be tied together so that there will be no movement of the primary surface away from the remainder of the console. It must meet ANSI/HFS standards and ADA requirements for foot and leg clearance. There must not be any obstructions for side-to-side movement within the footprint of the console. Leveling glides shall be an integral part of the system to accommodate uneven floors. All adjustments for the sit-to-stand base and input platform shall be attained from the front of the input platform or the front of the primary surface, and shall be able to be adjusted from either the seated or standing position with the use of one hand to meet ADA requirements. I. Electrical and Cable/Wire Management Every console must include two separate 120 V single phase electrical systems, one a typical 3 wire system for dirty power and the other a 4 wire isolated ground system with orange devices. The 3 wire system must provide a minimum of 8 3-prong outlets with room for 3 transformer plugs on a U.L. listed and CSA rated 20 amps, 120-volt power center. Outlet color to match or accent fabric and laminate and shall not be orange, blue, yellow, or green. The isolated ground system must provide a minimum of 10 3-prong orange outlets with room for 3 transformer plugs on a U.L. listed and CSA rated 15 amps, 120-volt power center. These power centers shall include a circuit breaker with 1900 joules AC surge suppression to shield equipment from the strongest surges and line noise. Specific electrical ratings will be refined in the pre-construction conference. All wiring shall be #12 copper wire minimum. Each system must terminate in a fashion to facilitate the user s installation of two power cords. The isolated ground system will be connected to a facility-wide UPS system. The second cord powering the dirty side must drive all needs inherent to the console operations. Refer to the Electrical Plan E2.1 for additional electrical requirements. Dimensioned Electrical drawings detailing line voltage and low voltage with precise vertical and horizontal placements will be used by the general contractor in determining final placement of outlets on walls. Each console must include options for user-accessible voice and data connections. Each data/voice outlet shall be a 4 sq X deep box with a single gang plaster ring. Face plate to accept six Leviton data jacks. Provide owner with four blank inserts of matching color. Minimum capacity feeding each box will be two 1.25 conduits with bushings at the exposed ends. Provide and install pull wires for owners use. All data and voice paths must be completely segregated from the power management systems. Each console shall have a minimum of two data/voice outlet boxes. Alternatively each fixed cavity may accommodate front access to data/voice jacks located 6 above the finished floor on the wall. Please note this alternative method will not be acceptable for the supervisor s island, which will be fed from the ceiling and should be considered as two consoles for data cabling requirements. Cowley County Emergency Communications Specifications 1/23/2014 Page 15

16 Each console must include two (2) cable drops with a minimum of inside diameter for vertical interconnectivity from primary surface to cavity. Grommet style cable drops on extensions and bridges must be included to each fixed cavity section. An additional access port to allow a data plug must allow entry from the wall, or ceiling mount for Supervisor s console, into the fixed cavity. The complete data plug dimensions will be available at the pre-construction conference for review and needed inside diameter adjustments will be considered at that time. A cable management system must be provided that allows for independent movement among the monitor and keyboard surfaces. The system must minimize the wear and tear on the traveling cables by keeping them separated as well as enclosed. No operator intervention is to be required. The proposer is to provide all cable management within, under and on the console. Describe your system for data docking that allows fast connection of keyboards and additional equipment. J. Task Lighting Cavity illumination should be offered as an option Cavity fans should be offered as an option Ambient light levels will be very dim and task lighting incorporated in the consoles will be the primary source of lighting for dispatchers and call takers. Lighting solutions must provide 100% of the required light at each workstation and provide user controlled, infinite dimming variability. Please specify the lighting you will supply. Provide its expected life and rated lumen output. Also list and price any other lighting options you have available under a Lighting Options section. K. Headsets/Speakers Each console must support dual headset jacks for both radio and telephone. Describe how your console will accommodate that. Also, small cube speakers for selected and unselected radio traffic needs to be accommodated on the console. Describe how this would be accomplished. L. Storage Cabinets Each console will be equipped with additional drawer units for storage of personal items and work items at the various positions. The cabinet would be able to be housed under the keyboard and monitor surfaces while they are in the fullest downward position, or to the side. The drawers should match the color and design of the console. Describe your offering. M. Resource Storage Describe the option to provide an easily accessible cabinet to store resource materials. These could be books of procedures or maps of campus areas. Multiple consoles would share these resources, depending upon room layout. Cowley County Emergency Communications Specifications 1/23/2014 Page 16

17 N. Miscellaneous Modular furniture units shall not bolt together. Console furniture shall not be secured to the wall Vendors may offer alternative layouts and equipment options which will be evaluated by CCEC. User Control Unit (Personal Comfort Control Package) must provide a control for fan speed of desktop airflow, leg and foot warming via radiant heat panel, background noise masking, and task light dimming adjustment. O. Accessories Vendor shall offer a full complement of accessories to be available including: environmental controls personal storage shared resources task lighting foot supports wrist rests call status bars 3. DESIGN CONSIDERATIONS Each bidder must submit a floor plan to scale, showing each item being proposed. In addition, perspective drawings will be required in the submittal with dimensions of height, width, and depth in order to determine compliance with the specifications. All accessories being proposed must be shown in these drawings. Customer provided electronics such as CRT s, Flat Screens, telephones, CPUs, and rack mount panels must be shown, to scale, in the 3-dimensional/perspective drawings. Labeled cut away or exploded illustrations of acoustical walls, primary surface, and sit to stand base should be included. Colors are to be selected from manufacturer s standards. At a minimum one full set of laminate, edge, and fabric samples must be submitted with the proposal. It will be necessary to provide color boards and/or color renderings at the pre-construction conference to make a final decision. 4. PRE-CONSTRUCTION CONFERENCE Upon award of contract to a successful bidder and prior to construction, a pre-construction conference will be held at purchasers place of business. The conference will take place within 14 calendar days of the award of bid. The conference shall be attended by the manufacturer s representative(s). The purchaser s representation will include the Department Director, Contractor representative(s), Architect representative(s), Electrical Engineer, Radio Equipment Vendor, Voice and Data Vendor(s), and staff members assigned to the console selection team. The conference goals include - consider standard options for cost savings; insure the manufacturer has direct access to technical resources such as radio vendor representatives familiar with CCEC equipment for radio cabling needs; make specific selections on options such as color; determine specifically how delivery will be incorporated in the remodeling schedule; and answer questions and/or provide resources for all interested parties. Cowley County Emergency Communications Specifications 1/23/2014 Page 17

18 The conference agenda will include the following items: I. Bid Overview and Options II. Manufacturer Exception List III. Specification Items To be Determined list IV. Manufacturer Bid Line Item List V. Final Inspection procedures VI. Roles & Responsibilities VII. Other 5. VENDOR EXPERIENCE / REFERENCES The Emergency Communication Center Console Furniture to be supplied shall have a proven record of use within the harsh 24-hour operating environment of public safety dispatch centers, specifically of similar size to this request. Only companies with a minimum of 10 years experience in designing and manufacturing ergonomic console furniture will be allowed to bid. A list of no less than ten (10) Centers installed of like size must be included with the proposal, complete with contact name, address, phone, , date of installation, size of installation, and days to deliver from order date. If bidder is not the manufacturer of all major components, such as surfaces, console walls, environmental controls, and lift systems, then the bidder must specify which manufacturer is being used and include their reference information and past experience to determine qualified status. 6. WARRANTY /24-HOUR SERVICE RESPONSE The Emergency Communication Center Console Furniture must be warranted to be free from defects in material and workmanship for five (5) years based on 24/7 usages with a lifetime warranty on the frame. This must be an all-inclusive warranty and will need to cover 100% of the console furniture for the entire 5-year period. Warranty must include all product, freight, and installation. Under no circumstances will less than a 5-year all-inclusive warranty be considered. Under no circumstances will the buyer be responsible for any costs derived from poor product performance over the entire 5- year period. Bidders must supply a copy of their minimum all-inclusive 5-year warranty with the name, contact, and phone number of the service organization providing the 24-hour service response, signed by an authorized representative of the Company. All service and warranty work must be initiated within a minimum of 48 hours after notification. Describe who would be performing the service work, their location and their connection to your company. 7. LEAD TIME AND INSTALLATION Lead-time could be a critical factor. Bidders must present their best lead-time to design, manufacture, ship, and install the console workstation system. Shipping must be direct to the facility, inside delivery, unless otherwise noted. Cowley County Emergency Communications Specifications 1/23/2014 Page 18

19 Trained professionals experienced with the working environment of a public safety Communication Center must perform installation. Only the manufacturer s factory installers or their trained and authorized designees shall assemble and install the workstations. A list of no less than fifteen (15) projects for the installation team must be submitted in order to be considered. Accommodations will be made for recycling or removing of packing material. Once the installation is complete, a walk-through will be required with the installation Foreman in order to ascertain full compliance to the floor plan, console design, and materials specified. Any inconsistencies will be noted and must be scheduled for completion prior to sign off of the project. 8. TERMS AND CONDITIONS All drawings, specifications, data, photos and other work products prepared by the Contractor in the performance of its obligations under this Contract shall be exclusive property and shall be remitted to upon the cancellation or expiration of the Contract unless otherwise extended. The Contractor may retain one copy for the Contractor s files. The Contractor shall not use, willingly allow or cause to have such materials used for any purpose other than for meeting performance obligations under this Contract without the prior written consent of CCEC reserves the right to investigate Proposers background, references, and any other claims made as a result of the Proposers participation of this process. CCEC is not responsible for costs of proposing if decides to cancel or re-solicit, any costs incurred are at the proposer s own risk. CCEC reserves the right to accept or reject any or all proposals and to waive any informality in proposals. Exceptions and/or conditions may result in the proposals rejection as non responsive. CCEC reserves the right to cancel the procurement. Protests and requests for clarification must be in writing. Any changes by the agency will only be reliable if made by formal written addenda and posted to the agency website prior to submission deadline. Proposal Withdrawal Any Proposal may be withdrawn up until the time set above for the opening of the Proposal. Any Proposals not so withdrawn shall constitute an irrevocable offer for a period of 120 days. 9. TRAINING Each proposer is to include training on the new consoles during installation if applicable. This will be a train the trainers class during the installation period at the new Center. Cowley County Emergency Communications Specifications 1/23/2014 Page 19

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