Request for proposal automated vehicle location and monitoring system

25.3 PERMITS

25.4 LAWS TO BE OBSERVED

The Contractor shall give all notices and comply with all Federal, State and local laws, ordinances and regulations in any manner affecting the conduct of the work, and all such orders and decrees as exist, or may be enacted by bodies or tribunals having any jurisdiction or authority over the work, and shall indemnify and save harmless the City and its employees against any claim or liability arising from, or based on, the violation of any such law, ordinance, regulation, order or decrees, whether by itself or its employees.

25.5 WRITTEN NOTICE

Written notice shall be considered as served when delivered in person or sent by registered mail to the individual, firm or corporation or to the last business address of such known to the party that serves the notice.

25.5.1. Change of Address: It shall be the duty of each party to advise the other parties to the Contract as to any change in business address until completion of the Contract.

26.0 EXTENSION OF CONTRACT TIME

A delay beyond the Contractor's control occasioned by an Act of God, by act or omission on the part of the City or by strikes, lockouts, fire, etc., may entitle the Contractor to an extension of time in which to complete the work as agreed by the City, provided, however, that the Contractor shall immediately give written notice to the City of the Cause of such delay.

26.1 Act of God shall mean an earthquake, flood, cyclone or other cataclysmic phenomenon of nature. Hail, wind, flood or other natural phenomenon of normal intensity for the locality shall not be construed as an Act of God and no reparation shall be made to the Contractor for damages to the work resulting therefrom.

27.0 CERTIFICATE OF SUBSTANTIAL COMPLETION

When the work to be performed under this Contract is substantially completed in accordance with the Contract Documents, the Public Works Director shall prepare a Certificate of Substantial Completion to be acknowledged and accepted by the City and the Contractor. The Certificate may list items to be completed or corrected but such Certificate shall not relieve the Contractor of his obligation to complete all work, whether listed or not, in accordance with the Contract Documents nor will it preclude any right the City may have for recourse in accordance with the Contract Documents.

The City may withhold payment, in whole or in part, of a Request for Payment to the extent necessary to protect itself from loss on account of any of the following:

2. 
   Evidence indicating the probable filing of claims by other parties against the
   

2. 
   Failure of the Contractor to make payments due to Subcontractors, material
   

No interest will be paid on unpaid Requests for Payment.

When the Contractor shall have completed the work in accordance with the terms of the Contract Documents, he shall certify completion of the work to the City and submit a final Request for Payment, which shall be the Contract Amount plus all approved additions, less all approved deductions and less previous payments made. The Contractor shall furnish evidence that he has fully paid all debts for labor, materials, and equipment incurred in connection with the work, and, upon acceptance by the City, the City will release the Contractor except as to the conditions of the Contract Performance Security, any legal rights of the City, and required guaranties, and will pay the Contractor's final Request for Payment. The Contractor shall allow sufficient time between the time of completion of the work and approval of the final Request for Payment for the City to assemble and check the necessary data.

30.1 RELEASE OF LIENS:

The Contractor shall deliver to the City a complete release of all liens arising out of this Contract before the retained percentage or before the final Request for Payment is paid. If any lien remains unsatisfied after all payments are made, the Contractor shall refund to the City such amounts as the City may have been compelled to pay in discharging such liens including all costs and a reasonable attorney's fee.

Products deliverable under the contract shall be submitted to the City according to a schedule to be agreed upon with the City. Upon acceptance by the City of each product submission, the contractor may submit invoices for payments in accordance with a schedule to be negotiated.

Invoices shall be prepared and submitted to:

Dan Jordan

City of Missoula, Engineering Division

32.0 SELECTION PROCESS

Respondents should contact only those persons specifically designated for information about the status of this procurement following proposal submission. Disregarding this directive may disqualify the proposal involved.

All proposals will be evaluated by a selection committee of qualified persons from the City. Additional technical input will be used, if necessary, from an independent consultant. Proposals will be evaluated by the following criteria for both the prime and any subcontractors.

• 
  Capacity to meet functional and technical requirements
  
• 
  Viability of business and prospects for long-term support/enhancement of products
  
• 
  Experience and client references
  
• 
  Price
  

The selection committee will rank the respondents in order of preference. Clarifications via the telephone may be required, but formal interviews are not anticipated.

The City will negotiate a contract with the most highly ranked firm. It is anticipated that these negotiations will be conducted by phone and mail; however, if face-to-face negotiations become necessary, they will be conducted at the City's offices.

If the City is unable to negotiate a satisfactory contract with the firm selected, negotiations with that firm shall be formally terminated and the City will then enter into contract negotiations with the next most highly ranked firm, and so on, until a mutually agreeable contract can be negotiated.

All hiring shall be on the basis of merit and qualifications and there shall be no discrimination on the basis of race, color, religious creed, political ideas, sex, age, marital status, physical or mental handicap, national origin or ancestry, by persons performing this contract. Qualifications mean such abilities as are genuinely related to competent performance of the particular occupational task.

Contractors, subcontractors, subgrantees, and other firms doing business with the City of Missoula must be in compliance with the City of Missoula's Affirmative Action Plan, and Title 49 Montana Code Annotated entitled "Human Rights" or forfeit the right to continue such business dealings.

The Mayor of the City of Missoula is committed to implement affirmative action to provide all persons equal opportunity for employment without regard to race, color, religion, national origin, age, marital status, ancestry, receipt of public assistance, political beliefs, physical or mental handicap, ex-offender status, or sex. In keeping with this commitment, we are assigning to all department heads and their staff the responsibility of actively facilitating equal opportunity for present employees, applicants, and trainees. This responsibility shall include assurance that employment decisions are based on furthering the principle of equal employment opportunity by imposing only valid requirements for employment and assuring that all personnel actions are administered on the basis of job necessity.

Specific responsibility for development, implementation, monitoring and reporting will be assigned to the City Personnel staff under the supervision of the Mayor's Administrative Assistant.

It is the policy of the City of Missoula to take affirmative action to eliminate discrimination in personnel policies and procedures that have adverse impact on the "affected class" unless sex, ex-offenders status, and/or physical or mental handicap relates to a bona fide occupational qualification. Equal opportunities shall be provided for all City employees during their terms of employment. All applicants for City employment shall be recruited from the available labor market, and employed on the basis of their qualifications and abilities.

The City of Missoula, where practical, shall utilize minority owned enterprises and shall ensure that subcontractors and vendors comply with this policy. Failure of subcontractors and vendors to comply with this policy statement shall jeopardize initial, continued, or renewed funds.

Our commitment is intended to promote equal opportunity in all employment practices and provide a positive program of affirmative action for the City of Missoula, its employees, program participants, trainees and applicants.

The City of Missoula, MT seeks a turnkey, automated vehicle location and monitoring system including hardware, software, implementation (installation, integration, configuration, training), and ongoing/annual technical support. This RFP is for the initial phase of implementation, which consists of all necessary on-board components to equip two sewer jet trucks, a GIS-compatible server-side data management system for receiving and managing data transmitted by the trucks, and a GIS application for displaying real-time vehicle data and replaying/analyzing archived data.

The initial project phase will establish the foundation of the system. Positions of sewer jet operations will be geographically processed to associate them with particular manholes and pipes in order to populate data in the City’s Maintenance Management System (Accela AMS). Therefore, it is crucial that the position of a sewer jet truck be reliably captured and transmitted when sewer jet equipment is switched on and off. Analyzing sewer vehicle path data is not important to the City but will be evaluated during the initial project phase as a surrogate for snow plow, de-icer and sander tracking.

Future phases include monitoring additional equipment (snow plows, de-icer and street sweepers), developing applications to integrate monitoring information into the City’s Maintenance Management System database (Accela AMS), and displaying vehicle location and operational status (plowing, de-icer, sanding, sweeping) through web services.

The City’s long-range automated vehicle location and monitoring goals include a reliable, scalable system supporting the following equipment and functions:

Sewer Jet and Sewer Jet/Vacuum Trucks

• 
  Automated vehicle location
  
• 
  Jet switch on, jet switch off, duration on
  
• 
  Vacuum switch on, vacuum switch off (later project phase)
  
• 
  Threshold engine performance alerts for:
  

• 
  Oil pressure
  
• 
  Engine temperature
  
• 
  RPM
  

• 
  Automated vehicle location
  
• 
  Plow down switch
  
• 
  Plow up switch
  
• 
  Deicer on switch, deicer off switch
  
• 
  Sand spreader on switch, sand spreader off switch
  
• 
  Threshold engine performance alerts for:
  

• 
  Oil pressure
  
• 
  Engine temperature
  
• 
  RPM
  

• 
  Automated vehicle location
  
• 
  Sweeper down switch
  
• 
  Sweeper up switch
  
• 
  Threshold engine performance alerts on front and rear engines for:
  

• 
  Oil pressure
  
• 
  Engine temperature
  
• 
  RPM
  

The City’s geographic information system is based on ESRI software, including ArcSDE 9.1, ArcIMS 9.1, and ArcMap 9.1. The City’s database management system standard is MS SQL Server.

The City will provide a dedicated server on the City’s WAN/LAN, residing inside the City’s firewall and running Windows Server 2003, SQL Server Enterprise Edition 2000, and IIS 6.0. The City’s standard for servelet engine is New Atlanta’s Servlet Exec 5.0.

1.2 Summary of Services

The City intends to expand on the initial pilot system and is therefore interested in learning about the capabilities of the proposed system to be expanded to meet the City’s long term needs.

The initial project phase to be priced includes optional engine performance sensors, their configuration, related data transmission, and data management on the back end.

The contractor will furnish all labor, equipment and materials for implementation and support of an Automated Vehicle Location and Monitoring System (AVLMS), including:

• 
  GPS receivers, modems, switch sensors, and optionally-priced engine performance sensors for two sewer jet trucks.
  
• 
  Server software for communicating with the vehicles.
  
• 
  Client software for tracking and analyzing vehicle operations.
  
• 
  Telecommunications service.
  
• 
  Installation, integration, testing, and training for all of the above components.
  
• 
  Annual maintenance support services for all hardware and software components.
  

2.1 Deliverables

2.1.1 On-board Systems

2.1.2 Communications Service

Communications services will be ordered, initiated, and successfully tested for continuous, reliable use.

2.1.3 Server Software

Server software products itemized and specified in the selected proposal will be installed, configured, and successfully tested. These include all necessary middleware that are not already installed by the City.

4. Client Software

Client software product(s) itemized and specified in the selected proposal will be installed, configured, and successfully tested. This includes any required GIS product extensions or stand-alone applications, run-time licensing, and/or third-party products.

2.1.5 Integration Testing and Acceptance Review

All on-board, communications, server, and client components of the system will be fully integration tested to ensure successful and reliable operation in accordance with the specifications included in the selected proposal. The contractor will review the operation of the integrated system in accordance with a mutually agreeable comprehensive test plan.

2.1.6 Training

User reference materials and training itemized and specified in the selected proposal will be provided to key City staff.

2.1.7 Project Management

Project coordination and communication will be delivered by the contractor’s Project Manager in accordance with the project management plan included in the selected proposal.
2.1.8 On-going Maintenance and Support

One year of system maintenance and support will be delivered. Additional years will be delivered at the City’s option, at the proposed pricing.

2.2 Schedule

The City wishes to initiate the project as soon as possible upon contract award but no later than five days after notice to proceed.

System installation and testing should be completed by July 24.

2.3 Technical Specifications

Functional and technical requirements are presented in Attachments 1 and 2, respectively. Respond fully to each requirement with an explanation of how your proposed solution does or does not satisfy the requirement and any alternative approach you recommend to the requirement. The requirements are available in a MS Excel format for ease of response.

2.4 Acceptance Criteria

The City will review the results of the integration test with the contractor, who will repeat the testing as necessary to satisfy the City that all components of the system are working reliably as integrated.
ATTACHMENT 1

Function Requirements

SEPARATE DOCUMENT

ATTACHMENT 2

Technical Requirements

SEPARATE DOCUMENT

ATTACHMENT 3

NOTE: THIS IS A STANDARD TEMPLATE

(The successful contractor will enter into a standard City of Missoula Contract Agreement for Services which is attached here in Template form for reference purposes. Contract Agreement Template will be modified to meet the specifics of the project work, and all, or portions, of the Request for Proposal, the successful contractor’s Proposal submission, and pricing schedule will be incorporated by reference or attached to constitute the Scope of Services and Costs.)

CONTRACT AGREEMENT FOR SERVICES

between

the City of Missoula

and

for

Automated Vehicle Location and Monitoring System

(Including all Contract Documents Made a Part Hereof by Reference)

THIS CONTRACT, made and entered into this day of , by and between the City of Missoula, Party of the First Part and hereinafter called the "OWNER" and , a , Party of the Second Part, hereinafter called the "CONTRACTOR."

WITNESSETH:

Whereas, the OWNER has caused to be prepared, in accordance with law, specifications and technical specifications and other documents and instruments herein referred to and for brevity called "Contract Documents," for execution of Project No. 2006-062 Automated Vehicle Location and Monitoring System in Missoula, Montana and the OWNER has approved and adopted said Contract Documents, and has caused to be published in the manner and for the time required by law, an advertisement inviting sealed proposals for furnishing labor, equipment, and materials, as described in and required by such Contract Documents for completion of Project No. 2006-062 Automated Vehicle Location and Monitoring System in Missoula, Montana.

CONTRACTOR, in response to the said advertisement has submitted to the OWNER in the manner and at the time specified its sealed proposal in accordance with the terms of said advertisement and this Contract; and

OWNER, in the manner prescribed by law, has publicly examined and canvassed all of the proposals submitted in response to such advertisement and as a result of such canvas has determined and declared , herein called CONTRACTOR, to be the best proposer for the execution of said Project No. 2006-062 Automated Vehicle Location and Monitoring System in Missoula, Montana, and has duly awarded to the said Contractor, contract herein, for the sum or sums named in its proposal by reference herein made a part of such Contract, and the said Contract being evidenced by this writing and all of the said contract documents, hereinafter enumerated and identified, and by this reference made a part hereof:

NOW, THEREFORE, for and in consideration of the full and faithful performance by the Contractor of all of its obligations here­under, and of the compensation to be paid by the OWNER to the CONTRACTOR as in this contract contained and of the mutual agreements

and covenants from each to the other the OWNER for itself, and its successors and assigns, and the Contractor for itself, its successors and assigns, hereby firmly agree and mutually undertake and promise each to the other, as follows:

ARTICLE I CONTRACTOR will furnish, at its own expense, all labor, all tools, all equipment and all materials required by OWNER and wholly complete in a good, first‑class, and workmanlike manner the services described in Project No. 2006-062 Automated Vehicle Location and Monitoring System in Missoula, Montana, as specified in the said specifications and technical specifications, and he shall also guarantee all mat­erials and workmanship against defects, also, such specified appurtenant works as designated, described, and required by the said specifications and technical specifications, and proposal. 

All in accordance with the said specifications and technical specifications, advertisements, instructions to respondents, proposal from CONTRACTOR herein, and all other contract documents on file in the office of the OWNER, the City of Missoula, Montana, all of which contract documents are hereby referred to, and by this reference made a part of this contract between the parties hereto, and are as fully a part of this agreement, and of the whole contract herein between the parties hereto as if recited at length herein, all work to be done to the satis­faction of the OWNER in accordance with the Contract and the laws of the State of Montana.

ARTICLE II The OWNER will pay the CONTRACTOR for the full and complete performance of this Contract, and comply with the instructions and technical specifications for the performance of this contract for Project No. 2006-062 Automated Vehicle Location and Monitoring System in Missoula, Montana within the limits set for the completion thereof, and the CONTRACTOR will accept in full compensation therefore, the sum of

. ($ . )

ARTICLE III CONTRACTOR will commence work within (5) calendar days after the date specified in the written notice to commence work given to him by the AVLMS Project Manager, authorizing and directing work to start and CONTRACTOR will fully complete all of the work contemplated by the Contract in accordance with Proposal 2.6, Section 6: Schedule and Technical Specifications Section 2.2: Schedule.
ARTICLE IV The parties hereto agree that this Contract for the completion of the project herein referred to is evidenced by the following contract documents:

(1) This writing, entitled "Contract" (Including all Contract Documents made Part Hereof by Reference); and

(2) Advertisement for Proposal

(3) Instructions to Respondents

(4) Proposal

(6) General Conditions

(7) Technical Specifications

(8) Addenda (list of any issued)

and OWNER and CONTRACTOR each acknowledged delivery to it, concurrently with the execution of this Contract of a full, true, complete and identical counterpart of each such Contract Documents.  Any further or additional contract documents (if any) shall be identified by the signature of both parties hereto, and made a part hereof by clear, written reference appended hereto.

IN WITNESS WHEREOF, the City of Missoula, Montana, OWNER, has caused this contract to be executed, attested by its Clerk, under the seal of said corporation hereon impressed, said officers being hereto specifically authorized and empowered and the said CONTRACTOR has hereunto caused its corporate name to be sub­scribed by its

and attested by its secretary, and its corporate seal to be hereon impressed; this contract being executed in three (3) counterparts, each of identical force and effect, and each party hereto acknowledged delivery of it or one of said fully executed counterparts, on the day and year first above written.

City of Missoula, Montana ATTEST:

Party of the First Part (OWNER)

By:

John Engen Martha L. Rehbein

Mayor City Clerk
CONTRACTOR

Party of the Second Part (SEAL)

Address


By: ATTEST:

Title: Secretary

(SEAL OF CORPORATION)
The foregoing Contract, including all contract documents which are a part thereof, is in due form according to law, and is hereby approved.

Attorney for the City of Missoula

15 May 2006

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