To All Potential Bidders

Transcription

1 4/14/2014 To All Potential Bidders Harborview Medical Center ( HMC ) is interested in a Request for Information ( RFI ) for a creative solution for replacing the existing Closed Circuit Television (CCTV ) control system with a new unified headend system. This RFI is issued solely for information and planning purposes it does not constitute a Request for Proposal ( RFP ) or a promise to issue an RFP in the future. This request for information does not commit HMC to contract for any supply or service whatsoever. Further, HMC is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that HMC will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be on Washington s Electronic Business Solution ( WEBS ) website It is the responsibility of the potential Responders to monitor the above website for additional information pertaining to this requirement. If your organization is interested in participating, please respond as requested in the instructions. Please read the packet carefully and respond as directed in the instructions. Please direct any questions to me at the address below by April Rev Page 1

2 Thank you for your interest in HMC. If you have any questions please contact me via the instructions listed within this RFI document. Jennifer R Aberle Senior Buyer Harborview Medical Center Procurement Services, Box # Ninth Ave Seattle, WA jra24@uw.edu Enclosures Rev Page 2

3 REQUEST FOR INFORMATION NUMBER HMC CCTV CAMERAS Issued by: HABORVIEW MEDICAL CENTER Rev Page 3

4 SECTION 1 INSTRUCTIONS TO RESPONDERS 1. GENERAL DESCRIPTION OF HARBORVIEW MEDICAL CENTER The University of Washington ( UW ) is an institution of higher education and an agency of the State of Washington. UW Medicine is a comprehensive healthcare organization that includes four hospitals, primary and specialty clinics, the UW School of Medicine, a large physician practice plan and a critical care air transport service as follows: Harborview Medical Center and its associated clinics ( HMC ); UW Medicine/Northwest d/b/a Northwest Hospital & Medical Center and its associated clinics ( NWH ); Public Hospital District No. 1 d/b/a Valley Medical Center and its associated clinics ( VMC ); the University of Washington Medical Center and its associated clinics ( UWMC ); UW Physicians Network d/b/a UW Neighborhood Clinics ( UWNC ); The Association of University Physicians d/b/a UW Physicians ( UWP ); the University of Washington School of Medicine ( UW SoM ); and Airlift Northwest ( Airlift ). Harborview Medical Center ( HMC ) is a 413 bed academic medical center, owned by King County and managed by the University of Washington. Harborview serves a unique role in the community. It is the only Level 1 Trauma Center in a four state region (Idaho, Alaska, Montana, and Washington) and serves as the regional burn center for the Pacific Northwest. It also offers specialized tertiary programs in spinal cord and head injury rehabilitation, epilepsy, orthopedics, AIDS and neurosurgery. Outpatient services at the medical center and at five off-site locations provide primary and psychiatric care to a growing number of patients. Harborview cares for patients regardless of their ability to pay. Harborview is one of two teaching hospitals for the University of Washington ( UW ) and a center of extensive clinical research. All members of the medical staff are faculty of the UW School of Medicine and all staff are University of Washington employees. The University of Washington management contract with King County extends to the year Harborview does not receive operating support from the University of Washington, King County or the state of Washington. Virtually all operating support comes from reimbursement for patient care. Approximately 60 percent of Harborview's patients are covered by Medicare, Medicaid or are uninsured - the highest percentage of any hospital in the state. King County voters partially support Harborview's construction projects through ballot measures. 2. SCOPE OF WORK Harborview Medical Center (HMC) is seeking information for replacing our existing CCTV control system. Rev Page 4

5 3. INFORMATION SUBMISSION Electronic proposals must be submitted via electronic mail on or before May 16, 2014 no later than 3:00 PM, PST to: Harborview Medical Center Procurement Services Department Attention: Jennifer Aberle In support of the University of Washington Policy on Environmental Stewardship, the Supply Chain Management Department is committed to promoting environmentally and socially responsible actions. To assure compliance with these policies, all RFI responses are to be presented simply and economically as follows: 1. Electronic Mail ( ) submission of PDF documents for any forms requiring Vendor signature (s) 2. submission of any data and pricing submissions via use of Microsoft Excel spreadsheets. 3. submission of any contract revisions via Microsoft Word documents, set up for redlines, which may be password protected for changes but cannot be read-only documents. Contract revisions may also be submitted in PDF format, as long as the document is redlined to indicate desired revisions. (Note: Final contracts and negotiation of same to Awardee(s) must be conducted using Microsoft Word documents, set up for redlined tracking of changes.) The proposal must be signed by such individual or individuals who have full authority from the proposer to enter into a binding contract on behalf of the proposer so that a contract may be established as a result of acceptance of the proposal submitted. By reference, the terms and conditions set forth in the Request for Information shall serve as the contract terms and conditions. No other terms and conditions will apply unless submitted as a part of the proposal response and accepted by UW Medicine. Any proposal received after the exact time specified for receipt will not be considered and will be automatically excluded from consideration. All submissions must be received by UW Medicine, in the manner listed within this RFI, no later than May 16, s received after this date will not be reviewed by HMC Selection Committee. Important Note Regarding Responder RFI Compliance and Responder Communications during RFI period: All responders are required to strictly adhere to the contact and communication requirements listed in this RFI. Specifically, at no time shall any Responder make any contact or attempt to communicate with any HMC staff person, clinical or otherwise, in an attempt to gain an unfair advantage in response to this RFI, nor shall they attempt to obtain information of any kind, other than what is listed in this RFI document and (any additional information posted by HMC in relation to this RFI). No Responder shall in any way communicate with HMC in any fashion, which, in the judgment of HMC, may violate the terms and conditions of this RFI. Responder is solely responsible for the actions of all its employees in this regard. Rev Page 5

6 Responder or Responder employee s failure to comply with the terms of this RFI may result in the Responder s response being automatically excluded by HMC and therefore not considered for participation. 4. PROPOSED TENTATIVE TIMELINE The tentative RFI timeline is as follows: RFI Issued April 8, 2014 Deadlines for question, clarifications, April 25, 2014 inquiries Answers provided to questions May 2,2014 RFI Proposals due May 16,2014 On Site Visit or Presentation TBD 5. DEMONSTRATIONS/PRODUCT DEMONSTRATIONS Responders may be invited to participate in a demonstration/product demonstration. The demonstration/product demonstration will be conducted with a panel comprised of members who are developing specifications. Responders may only ask questions that are intended to clarify the demonstration that they are being asked to provide. Each Responder s time slot for demonstration/product demonstrations will be determined randomly. Responders who are selected shall make every effort to attend. If representatives of HMC experience difficulty on the part of any Responders in scheduling a time for the demonstration, it may result in disqualification of the Responder s information/specifications from further consideration. 6. PROPOSAL CONFIDENTIALITY Each Responder as an expressed condition for HMC s consideration of such Responder proposal, agrees that all responses received in response to this RFI becomes a matter public record and shall be regarded as public records. Any response which contains language purporting to render all or significant portions of the information Confidential, Trade Secrets, shall be regarded as nonresponsive. If a request is made to HMC for records by Responder, HMC shall provide the Respondent who submitted the information with ten (10) days notice to allow the Respondent to seek protection from disclosure by a court of competent jurisdiction. Rev Page 6

7 7. INQUIRIES All inquiries concerning this request shall be submitted no later than April 25, 2014 via to: Harborview Medical Center Attention: Jennifer Aberle Vendors should consider the Procurement Services Department as the first and prime point of contact on all matters related to the procedures associated with this RFI. If additional information is needed from any source, the Procurement Services Department will work with the vendor and the various offices of HMC participating departments to gather that information. 8. INTERPRETATION, CORRECTIONS OR CHANGES IN RFI Should a Responder find any discrepancies in, or omission from, the specification, or have doubt as to their meaning, the Responder shall notify Procurement Services via at once, and in any case no later than the last day to submit written inquiries. Procurement Services will send instructions or addenda via , as required to all interested parties. All addenda issued shall be incorporated into the solicitation and subsequent contract. HMC shall not be responsible for or bound by any oral interpretations. Any interpretation, correction or change in the RFI will be made by formal addendum by HMC. Interpretations, corrections, or changes to the RFI allegedly made in any other manner will not be binding, and no proposer may rely upon any such interpretation, correction or change. 9. MODIFICATION OR WITHDRAWAL OF PROPOSALS At any time prior to the specified time and date set for the proposal closing, a proposer may withdraw a proposal or modify same. Such a request for modification or withdrawal must be in writing or via e- mail executed by a person with authority as set forth under paragraph 1.3 above, or by telegraphic notice subsequently confirmed in writing. 10. ERASURES AND INTERLINEATIONS Erasures, interlineations, or other changes in the proposal must be initialed by the person(s) signing the proposal. 11. PROPOSAL COPIES For archiving purposes, one (1) complete hard copy original of the proposal shall be submitted to Harborview. Receipt date for the RFI will be determined by the date and time of the receipt of the electronic submission. 12. PROPOSAL CONFIDENTIALITY Each Responder, as an expressed condition for HMC s consideration of such Responder proposal, agrees that all responses received in response to this RFI become a matter of public record and shall be regarded as public records. Any response which contains language purporting to render all or significant portions of the information Confidential, Trade Secret, shall be regarded as nonresponsive. If a request is made to HMC for records provided by Responder, HMC shall provide the Rev Page 7

8 Respondent who submitted the information with ten (10) days notice to allow the Respondent to seek protection from the disclosure by a court of competent jurisdiction. 4. RFI RESPONSE OUTLINE A. Response Sheet: Please provide the name of your contact representative, phone number, address and full manufacturing company address. B. Background and History: Describe the company, its age, organization, officers or partners, number of employees and operating policies. State the number of years the organization has been continuously engaged in business. C. Technical Approach and Methodology: Please describe your technical approach and methodology for accomplishing the described scope of work. Your proposed approach and methodology should include a detailed work plan and schedule. D. Firm Experience and Firm Credentials: Please provide evidence of your firm s experience in projects such as the one described within this RFI. E. Proposed Fees: Provide a fee proposal to accomplish the scope of work. F. References: Please list three relevant references, including a description of the engagement, professional fees, duration and date of completion, contact person and his/her title, address, FAX and telephone number. 5. INQUIRIES Responders should consider the Procurement Services Department as the first and prime point of contact on all matters related to the procedures associated with this RFI. If additional information is needed from any source, the Procurement Services Department will work with the various offices of Harborview Medical Center to gather that information. 6. EVALUATION Responses to this RFI will be evaluated by an evaluation team made up of representatives from various departments at HMC. During of this evaluation, the product(s) that most closely meet the needs of HMC will be identified. HMC, at its option, may elect to conduct interviews or request product demonstrations from one or more manufacturers whose product has been determined to be a finalist in the selection process. Harborview Medical Center will make such investigations as it considers necessary to obtain full information on the vendors selected for discussions. When the RFI evaluation process has been completed, HMC may choose to proceed further with this purchase. The next step in the process may include preparing a Request-For-Proposal (RFP) which will specify only the products identified as acceptable during the RFI process. The future RFP will also contain detailed installation specifications as well as design drawings. Rev Page 8

9 SECTION 2 - TECHNICAL SPECIFICATIONS 2.1 GENERAL Harborview Medical Center is exploring options to replace its existing CCTV control system. This Request for Information(RFI) will provide HMC with creative solutions for replacing our existing systems with a new unified headend. The headend upgrade could be achieved in one complete step or done if phases. Cost and technical requirements will dictate how this project is phased. Successful respondents to the RFI will be allowed to bid on the subsequent Request for Proposals. Please visit this web site for more information about Harborview Medical Center: Harborview Medical Center consists of 14 buildings and four parking garages totaling approximately 2 million square feet of occupied space. Refer to the attached map for more information on the layout of our campus buildings. This CCTV system is managed and controlled by our Security Services department. Preventative maintenance and new camera installations are performed by the HMC Engineering Department. Network maintenance and IT support is supplied by internal IT support staff.. Rev Page 9

10 2.2 SCOPE OF WORK Existing Conditions: Harborview Medical Center currently runs two separate CCTV networks; an analog system and a digital system. Below is a summary of each system: Existing analog system One GE Kalatel matrix switcher chassis consisting of the following components: 1 each KTD440 master switcher chassis containing: 1 each KTD447 CPU card 8 each KTD444 video output cards for 32 outputs 2 each KTD443 input cards for 64 inputs 1 each KTD440G gathering panel, video signal manager 7 each KTD441 slave chassis. Each containing 2 each KTD443 input cards for a total of 64 inputs per chassis 8 x 4 video output circuits equal a total of 32 video outputs The 7 slave chassis cables into the gathering panel, and that gets summarized to the master switching chassis where the remote controllers connect to be able to switch camera views on the outputs and control the PTZ cameras. 7 Joystick/keypad locations throughout the campus that are directly connected to the Kalatel panel 7 multiplexers 25 American Dynamics Intellex 16-channel DVRs, 250 GB minimum per DVR, 1 TB typical The Kalatel panel supports 376 analog cameras (354 Fixed Cameras, 22 PTZ cameras). Approximately 200 of these cameras are tied into an existing Honeywell Pro-Watch access control system. When a local alarm associated with one of these cameras is triggered, the video from that camera will automatically pop-up on a monitor that is located in Security Services Dispatch control room. Existing digital CCTV system A DVTEL digital network video recording system consisting of the following components: 1 DVTEL 6.3 Directory Server (DELL PowerEdge 1950) 1 DVTEL 6.3 Failover Directory Server (HP DL360 G5) Rev Page 10

11 3 DVTEL 6.3 Archiver Servers (two HP DL380 G5 and one DELL PowerEdge 1950) Storage on each archiver is 18 TB Approximately 45 days of storage 2 HP Storage Works MSA2000 iscsi Network Attached Storage boxes both with second storage enclosure using dedicated iscsi V-LAN connected to dedicated HP archiver 1 Dell PowerVault MD1000 SAS Direct Attached Storage box directly connected Dell archiver 9 DVTEL 8 channel 7608E Digital encoders 68 Analog Cameras 48 Fixed 20 PTZ 47 Digital IP Cameras (mix of Sony and Arecont cameras) 46 Fixed 1 PTZ 20 active users logons defined in DVTEL 8 Workstations with DVTEL clients Below is a summary of the various issues with the existing analog and digital system: The existing Kalatel switch is well beyond its useable life span and must be replaced as soon as possible. The older existing analog cameras that fail are currently being replaced by new analog cameras. Currently the alarm activated cameras work only with the GE Kalatel system. The DVTEL system has not successfully integrated with the Pro-Watch system to allow for alarm activated camera call-up. The Honeywell Pro-Watch access control system will continue to be the campus security system for the immediate future. Rev Page 11

12 Requirements for a new CCTV headend: The alarm activated cameras are an operational requirement for Harborview Security Services. Any replacement of the existing system must integrate with the existing Pro-Watch system so as to allow for alarm activated camera functionality. The new CCTV system needs to integrate with our existing access control system and any future systems. The successful vendor will be required to prove that the alarm activated camera function works by installing a portion of their new system in the hospital environment. This demonstration will need to have 12 cameras function for 30 days without failure and consistently allow for alarm activated camera functionality. If this demonstration is successful then the rest of the system will be awarded and installed. The new system should meet the following recording specifications: O For the existing analog cameras (approximately 375) Recording rate 15 frames per second simultaneously on all cameras Selectable recording quality includes at least CIF and VGA/4CIF/D1 336 hours (2 weeks) of recording time per camera O For existing digital cameras (approximately 115) Recording rate 7 frames per second simultaneously on all cameras. Selectable recording quality includes at least VGA, 720p, and 1280x1024 MPEG4 O Video export in multiple formats including Secure/encrypted/protected format that maintains Chain of Custody Standard format that is compatible with Windows Media Player, VLC, or other common video application Please note that the above specifications should be considered industry standard. Vendors can recommend different specifications. The new system should handle 500 cameras with a growth rate of 1%-2% every year. Approximately 10% of those cameras will be PTZ or very high resolution/panoramic with digital PTZ. Rev Page 12

13 The network that supports the system will have a 1GB network speed. Live Viewing for analog and digital cameras should be 15fps. Please provide answers to the following questions. We would like rough order of magnitude (ROM) cost for the new equipment. Manufacturers Retail Pricing may also be used to provide a ROM cost. We expect installation costs to be included when a Request for Proposals (RFP) is issued. This project could be broken into two phases. One phase used to upgrade the older analog headend system and a second phase to unify the system by replacing the existing digital headend system at a later date. All successful RFI proposals should fill out the phase options listed below. But, this project is not necessarily limited to these phasing options. Please feel free to propose additional replacement scenarios if the proposer feels there are better options that what is listed below. Single Phase Replacement Expected List of Equipment ROM Cost For equipment 444 analog cameras (402 fixed camera, 42 PTZ) 47 IP cameras (46 fixed, 1 PTZ) Multi Phase Expected List of Equipment ROM Cost For equipment Phase 1 Replacement of the analog headend system: Rev Page 13

14 376 Analog cameras (354 fixed Cameras, 22 PTZ cameras) Phase 2 Replacement of digital headend system 68 Analog Cameras (48 fixed, 20 PTZ) 47 Digital IP Cameras (46 Fixed, 1 PTZ) 1. What network speed is required for the proposed system? 2. What is the default fiber that your system uses, multi-mode and/or single mode? The existing fiber optic network is multi-mode. Rev Page 14

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16 ATTACHMENT A RESPONSE CERTIFICATION HARBORVIEW MEDICAL CENTER DATE The undersigned, as proposer, declares that he/she has read the Request for Information and the following information is submitted on the basis that the undersigned, the company and its employees or agents, shall meet, or agree to, all specifications contained therein. It is further acknowledged addenda numbers to have been received and were examined as part of the RFI document. Name of Proposer Signature of Proposer Title Firm Name Street Address City, State, Zip Telephone Facsimile Number Address Washington U.B.I. Number Federal Tax I.D. Number Rev Page 16