COUNTY OF SAN DIEGO REQUEST FOR PROPOSAL (RFP#6979) SHERIFF S DEPARTMENT REGIONAL COMMUNICATIONS SYSTEM REPLACEMENT

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1 JOHN M. PELLEGRINO DIRECTOR DEPARTMENT OF PURCHASING AND CONTRACTING 5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA Phone (858) Fax (858) ALLEN R. HUNSBERGER ASSISTANT DIRECTOR July 2, 2015 COUNTY OF SAN DIEGO REQUEST FOR PROPOSAL (RFP#6979) REGIONAL COMMUNICATIONS SYSTEM REPLACEMENT 1

2 TABLE OF CONTENTS TABLE OF CONTENTS PART I INTRODUCTION AND SPECIFIC PROJECT INFORMATION 1. INTRODUCTION BACKGROUND PROJECT OVERVIEW DISPATCH CENTER AND USER EQUIPMENT VENDOR FINANCING OPTION 5 2. PROJECT PHASES PHASE I PLANNING AND DESIGN PHASE II IMPLEMENTATION OF THE NGPSCS AT EXISTING RCS FACILITIES PHASE III NEW SITES CONTRACT WITH OPTION FOR PHASE III 5 3. PRE-PROPOSAL CONFERENCE AND MANDATORY SITE VISITS PRE-PROPOSAL CONFERENCE MANDATORY SITE VISITS 6 4. CONFIDENTIAL SUPPLEMENT 7 5. PROPOSAL SUBMITTAL DEADLINE 8 6. QUESTIONS AND REQUESTS FOR CLARIFICATION 9 7. RFP SCHEDULE 9 8. STATE OF CALIFORNIA CONTRACTOR'S LICENSE 9 9. PUBLIC WORKS PROJECTS: CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS (DIR) REQUIREMENTS MANDATORY CONTRACTOR & SUBCONTRACTOR REGISTRATION PREVAILING WAGE CALIFORNIA PUBLIC CONTRACTING CODE DISABLED VETERANS BUSINESS ENTERPRISE (DVBE) REQUIREMENTS 10 2

3 TABLE OF CONTENTS 12. BONDING REQUIREMENTS PERFORMANCE BOND PAYMENT BOND PROOF OF BONDING CAPACITY 12 PART II TERMS AND CONDITIONS AND EVALUATION CRITERIA 1. RFP TERMS AND CONDITIONS EVALUATION CRITERIA 18 PART III SUBMITTAL REQUIREMENTS INSTRUCTIONS 19 INSURANCE REQUIREMENTS AND AGREEMENT ACCEPTANCE 21 SECTION 1: MINIMUM REQUIREMENTS 22 SECTION 2: SYSTEM FUNCTION AND APPROACH 25 SECTION 3: EXPERIENCE, ORGANIZATION, AND STAFFING 36 SECTION 4: PRICE PROPOSAL 39 PART IV LIST OF APPENDICES* 41 APPENDIX A APPENDIX B APPENDIX C APPENDIX D APPENDIX E APPENDIX F STATEMENT OF WORK COMPLIANCE MATRIX PRICING SCHEDULE INSURANCE REQUIREMENTS PROPOSED AGREEMENT FORMS *APPENDICES ARE SEPARATE FILE 3

4 PART I - INTRODUCTION 1. INTRODUCTION: RCS REPLACEMENT PROJECT 1.1 BACKGROUND. The County of San Diego (County) operates and maintains the San Diego County/Imperial County Regional Communications System (RCS), a public safety Land Mobile Radio (LMR) system that serves Law Enforcement agencies, Fire Services, Emergency Medical Service (EMS) providers and other public safety and public service entities in San Diego and Imperial Counties. The RCS was constructed in 1998 and has reached manufactures end of life. 1.2 PROJECT OVERVIEW. The County is seeking a replacement of the RCS with a Next Generation Public Safety Communications System (NGPSCS), a standards-based Project 25 (P25) system that offers greater potential for capacity, coverage, interoperability, flexibility, and system longevity, with the spectral efficiency of digital trunked technology. The System shall provide the resilience and redundancy for voice and data services as expected in day-today and emergency public safety operations. The County is soliciting proposals from firms to design, build, deploy and implement the replacement NGPSCS. Implementation of the new NGPSCS includes the migration of all communications dispatch centers and radio system users to the new system. This solicitation also includes options for the County for additional services such as extended warranty, ongoing technical and software support, software upgrades, and future procurement of additional equipment and repair parts IVECA. The Imperial Valley Emergency Communications Authority (IVECA) is a Joint Powers Authority that includes local governments and agencies located in Imperial County. IVECA is a member of the RCS but independently owns the existing radio infrastructure that provides RCS coverage within Imperial County. This infrastructure connects to the RCS core and is maintained by the County. This solicitation includes the replacement of IVECA infrastructure as part of the County awarded contract. The Pricing Proposal forms separate IVECA equipment and services as a convenience to the County CITY OF SAN DIEGO LMR. The RCS does NOT serve as the primary LMR voice communications system for the City of San Diego (City) which operates its own LMR public safety communications system. The RCS and the City's LMR system are interoperable today due to common proprietary technology. This interoperability is achieved today by cross programming channels (talk-groups) in user radios. The City is already in the process of upgrading their LMR system to P25. The County envisions future interoperability between the City's systems and RCS via a P25 Inter-RF Subsystem Interface (P25 ISSI) GENERAL RCS TRUNKED SYSTEM INFORMATION. The RCS is a Motorola trunked radio system built on an ASTRO 25 Integrated Voice and Data (IV&D) release 7.13 Core interfaced to legacy SmartZone 3.0 remote sites through Motorola SmartX converters. The system consists of 49 radio sites with different simulcast and multicast configurations operating in the 800 MHz band. The RCS supports more than 20,000 user radios and 24 dispatch centers. The RCS simulcast configuration provides wide-area coverage through a collection of radio sites within four simulcast cells, allowing re-use of a fixed set of 800 MHz frequencies at each of the radio sites within a 4

5 PART I - INTRODUCTION cell. Each simulcast cell has a different number of sites and channels to support a specific geographical area. The RCS multicast configuration is a collection of IntelliRepeater (IR) sites that support a varied number of channels from a common pool of 800 MHz frequencies at each of the radio sites. There are IR sites distributed throughout San Diego County and Imperial County FCC MANDATED 800MHZ REBANDING. The County is currently engaged in the process of reconfiguring the current radio systems operating in the 800MHz frequency band in compliance with Federal Communications Commission (FCC) Orders. Based on data provided by the FCC's 800MHz Transition Administrator, the County anticipates the County's reconfiguration process will be completed in mid The County desires a system design and frequency plan that is based upon the rebanded 800MHz frequencies. 1.3 DISPATCH CENTER AND USER EQUIPMENT. This solicitation also includes a requirement for proposals to include P25 dispatch console offerings and P25 Phase II user radio offerings. Each agency that is part of the RCS is responsible for purchasing their own P25 compliant dispatch console equipment and user radio equipment. RCS Agencies, including the County, are not required to purchase this equipment or associated services based on the County Contract resulting from this solicitation; agencies may purchase this equipment from the selected vendor or any other vendor that offers consoles and radios that are compatible with the selected vendor s P25 system. 1.4 VENDOR FINANCING OPTION. The County is requesting Offerors to provide a vendor financing package(s) for the NGPSCS project (excluding optional dispatch and user equipment). 2. PROJECT PHASES. The RCS Replacement Project consists of three phases. 2.1 Phase 1 - Planning and Design. This phase involves the entire planning and design process for the System and ends with County acceptance of the Detailed Design Package. 2.2 Phase 2 - Implementation of the NGPSCS at Existing RCS Facilities. The phase involves new system procurement, installation of equipment at existing RCS facilities and sites (including removal of old RCS equipment), testing, migration of dispatch centers and migration of users. (Phase 2 does not include any construction.) 2.3 Phase 3 New Sites. This phase involves all construction activities for new sites including permitting, site development, and construction of new sites. This phase also includes procurement and installation of equipment for the new sites and testing. Phase 3 could potentially include construction for structural or other significant modifications to existing RCS facilities if required Environmental Review and Site Acquisition. All new sites will require environmental review prior to site acquisition and site development and construction activities. The County will conduct the environmental review and intends to begin the process during Phase I of the Project 2.4 Contract with Option for Phase 3. The Contract awarded to the selected vendor will include an "Option" for Phase 3 of the Project, which the County, at its sole discretion, may choose to 5

6 PART I - INTRODUCTION execute. The Option for Phase 3 will not be executed until the completion of the environmental review process. 3. PRE-PROPOSAL CONFERENCE AND MANDATORY SITE VISITS. 3.1 Pre-Proposal Conference. A pre-proposal conference will be held on July 15, 2015 at 1:30 pm at the offices of the County of San Diego, Department of Purchasing and Contracting, 5560 Overland Avenue, Suite 270, Conference Room B&C, San Diego, CA Potential Offerors are strongly encouraged to attend. Clarifications regarding the process will be addressed. Requests for clarification related to definition or interpretation of this RFP shall be submitted as described in QUESTIONS AND REQUEST FOR CLARIFICATION below. Oral explanations or instructions shall not be considered binding on behalf of the County. 3.2 Mandatory Site Visits Mandatory Minimum Requirement. The County will conduct Mandatory Site Visits to approximately 50 sites included in the RFP. The radio site visits are MANDATORY as they are considered part of the Offeror s due diligence for accurate proposals. The Potential Offerors are responsible for assessing the shelter and tower space constraints at each site in order to deliver a feasible proposal. Participation is required in order to submit a proposal. Pre-registration to attend the mandatory Site Visits is required. Offerors are responsible for their own transportation to each site, except as noted below. The County shall provide escorted access to each site Mandatory Pre-Registration. Potential Offerors are required to Pre-Register all planned Site Visit attendees. Potential Offerors (Prime Contractor) may designate subcontractor(s) as their representative for the Site Visits. SITE VISIT REGISTRATION FORMS are contained in Appendix F, Forms. After registration, the County will provide information on the meeting place location Registration Deadline. Initial Site Visit Registration forms are requested to be sent to the County by 5:00 p.m. local San Diego time on July 28, Send forms via to: Richard McCarvell at richard.mccarvell@sdcounty.ca.gov and copy to rcs800mhz@sdsheriff.org Changes and Substitutions of Attendees. Site Visit Registration forms for any additional or different attendees must be received no later than 3:00pm local San Diego time on the business day preceding the site visit Site Visit Schedule. Visits will begin on Monday, August 3rd, 2015, at eight (8) a.m. Site Visits will be conducted each succeeding business day beginning at seven (7) a.m. at designated locations, concluding at approximately five (5) p.m. It is anticipated that the Site Visits will take fifteen to eighteen business days to complete Verification of Identification (ID). The County will conduct ID verification prior to departing for Site Visits. Registered attendees must show valid government issued photo ID which will be validated against the Registration list Make-Up Site Visits. The County reserves the right to conduct "make up" Site Visits for potential Offerors who, due to extenuating circumstances, were unable to attend a 6

7 PART I - INTRODUCTION scheduled site visit(s). Make up Site Visits are at the County's discretion and are not guaranteed. Offerors must notify the County in writing immediately to provide a written explanation for nonattendance at a site visit(s) and to request a make up visit. Should the County determine that a make-up visit(s) will be conducted; the make-up site visit(s) will be open to potential Offerors that have attended the previous site visit(s) Potential Offerors are advised to note the following regarding Site Visits: All Radio Site visits are MANDATORY As access to radio sites is restricted, site visit attendees will be escorted at all times while at the site Site access roads are typically private, unpaved, narrow roads. High clearance vehicles will be required. 4WD is strongly recommended Potential Offerors are requested to send only the minimum number of personnel required for Site Visits preferably one individual per Offeror, if practical Site Visits will be conducted by caravan with a central meeting point to depart from each morning. Attendees will be encouraged to car pool to keep vehicles to a minimum One site located in western Imperial County will require the County to transport site visit attendees in County vehicles. Private vehicles will not be allowed in the caravan due to road conditions The County reserves the right to cancel one or more Site Visits for any reason, at its sole discretion. 3.3 Site Visits are limited to Potential Offerors and their subcontractors. The County reserves the right to request additional information from a Potential Offeror or its subcontractor prior to authorizing attendance at a Site Visit, and to deny access to the Site Visit if the County, in its sole discretion, determines that the individual to be attending the Site Visit is not a Potential Offeror or its subcontractor. 4. CONFIDENTIAL SUPPLEMENT MANDATORY MINIMUM REQUIREMENT Offerors are required to obtain the CONFIDENTIAL SUPPLEMENT to the RFP which contains information deemed necessary for developing accurate proposals. The supplement contains detailed information on the Regional Communications System including radio sites, coverage, frequencies, loading, and operational information. In order to obtain a copy of the Confidential Supplement, Offerors must submit the following to the County: Cover letter on company letterhead requesting the RFP #6979 CONFIDENTIAL SUPPLEMENT and providing the name and address where the County should send the Supplement. Executed Confidential Supplement Non-Disclosure Agreement contained in Appendix F. Security deposit in the form of a check or money order in the amount of $10, made out to County of San Diego. 7

8 PART I - INTRODUCTION Mail the request for the Confidential Supplement to: Richard McCarvell Department of Purchasing and Contracting 5560 Overland Ave. San Diego, CA Provided that the Offeror has complied with the terms of the Non-Disclosure Agreement, the Offeror shall be entitled to the return of its deposit upon Offeror s return of the Confidential Supplement to the County. Offerors are strongly encouraged to request the Confidential Supplement as soon as possible to ensure they have time to review prior to the deadline for questions and clarifications. Release of the Confidential Supplement is limited to Potential Offerors. The County reserves the right to request additional information from a Potential Offeror prior to release of the Confidential Supplement, and to deny access to the Confidential Supplement if the County, in its sole discretion, determines that the requester is not a Potential Offeror. 5. PROPOSAL SUBMITTAL ORIGINAL PROPOSAL The Offeror must submit a completed Original proposal in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, 5560 Overland Avenue, Suite 270, San Diego, CA in a sealed envelope or package prior to 3:00 p.m. local San Diego time on December 4, The Offeror must clearly mark the exterior of the envelope or package with RFP 6979 and the name and address of the Offeror. If delivering the proposal on the due date, the Offeror should plan to arrive early, as parking may be limited. Proposals shall be submitted in accordance with the instructions in Part III, Submittal Requirements of this RFP. COPIES OF PROPOSAL The Offeror must submit Copies of proposals in the accordance with the quantities and format in this solicitation to the County of San Diego, Sheriff's Wireless Services Division, 5595 Overland Avenue, Suite 101, San Diego, CA in a sealed package prior to 3:00 p.m. local San Diego time on December 9, The Offeror must clearly mark the exterior of the envelope or package with RFP 6979 and the name and address of the Offeror. 6. QUESTIONS AND REQUESTS FOR CLARIFICATION Questions and requests for clarification related to definition or interpretation of this RFP shall be submitted in writing prior to 3:00 p.m. on SEPTEMBER 4, Questions MUST be submitted in writing via to Richard McCarvell at richard.mccarvell@sdcounty.ca.gov. No questions will be accepted via telephone and oral explanations or instructions shall not be considered binding on behalf of the County. An addendum will be issued in response to questions, which will only be available by downloading from BuyNet. If you have any other concerns or comments regarding this solicitation, please contact Richard McCarvell, Contracting Officer via at the address listed above. This solicitation is available for download from the County s internet site at If you are unable to download this document, you may contact Clerical Support at (858)

9 PART I - INTRODUCTION 7. RFP SCHEDULE. The anticipated schedule is: Event Description Target Date(s) RFP Issued July 2, 2015 Pre-Proposal Conference July 15, 2015 Site Visit Registration Due July 28, 2015 MANDATORY Site Visits August 3-28, 2015 Deadline for Questions and Clarifications September 4, 2015 ORIGINAL Proposals Due December 4, 2015 COPIES OF Proposals Due December 9, 2015 Proposal Evaluation December March 2016 Interviews, Presentations, Demonstrations TBD Notice of Intent to Award Published April 2016 Contract Award May STATE CONTRACTOR'S LICENSE - MANDATORY MINIMUM REQUIREMENT Offerors are required to possess a valid license classification of A General Engineering Contractor or classification "B" General Building Contractor issued by the State of California, Department of Consumer Affairs, Contractors State License Board, in order to submit a proposal in response to this RFP. The successful Offeror shall maintain a valid license during the term of the contract. 9. PUBLIC WORKS PROJECTS: CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS (DIR) MANDATORY MINIMUM REQUIREMENT 9.1 Mandatory Contractor and Subcontractor Registration with California Department of Industrial Relations (DIR). County public works projects are subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR) in accordance with Labor Code Section (a)(1). As part of this program, contractors and subcontractors on public works projects are required to be registered with DIR in accordance with Labor Code Section Unregistered contractors are not qualified to bid on, be listed in a bid proposal, listed as a subcontractor, or engage in the performance of any Public Works Contract, all as more particularly described in Labor Code Section (a). The successful Offeror shall post the job site with all notices required by regulations per Labor Code Section (a)(2), whether or not the County also posts. Offerors (the prime contractor) and any subcontractors listed in the proposal MUST be registered PRIOR to submitting a proposal. Subcontractors not listed in the proposal but identified after contract award must be registered prior to receiving contracts for work under this project. 9.2 Payment of Prevailing Wages. Work to be performed by the successful Offeror may be a public work under Labor Code 1720, et seq. If the successful Offeror will receive federal funds, the contract may also be subject to the payment of prevailing wages pursuant to the Davis-Bacon Act, 40 USC 3141 et seq., and other federal laws. It is the sole responsibility of the successful Offeror to ensure that 9

10 PART I - INTRODUCTION all workers who perform work pursuant to the contract are paid the correct rate of prevailing wages. When working on a federally funded project, the successful Offeror shall ensure that all workers entitled to the payment of prevailing wages receive the higher of the applicable State or federal prevailing wage. County has obtained from the Director of the California Department of Industrial Relations general prevailing wage determinations for the locality in which work is being performed. These determinations are on file and available in the Department of Purchasing and Contracting, 5560 Overland Ave, Suite 270, San Diego, CA , and are available from the Department of Industrial Relations on the internet at Federal prevailing wage rates are available from the U.S. Department of Labor on the internet at CALIFORNIA PUBLIC CONTRACT CODE The County is procuring this contract pursuant to Section of the California Public Contract Code, which authorizes the County of San Diego to use a best value procurement method for the delivery of a regional communications system and any related infrastructure. 11. DISABLED VETERAN'S BUSINESS ENTERPRISE (DVBE) PHASE 3 MANDATORY REQUIREMENT For public works components (as that term is defined in the Public Contract Code) contained in Phase 3 of the Project, the prime contractor shall meet or exceed the requirement of three percent (3%) DVBE subcontractor participation. Compliance shall be calculated by taking the aggregate value of all DVBE subcontracts to be used on the public works components of Phase 3 as a percentage of the total public works value of the contract. Offerors are not required to identify DVBE subcontractors in their proposals but will be required to acknowledge the mandatory requirement to meet or exceed the 3% participation in Phase 3, should the County exercise the Option. Offerors are advised to take this into consideration when pricing their proposals. Samples of the DVBE forms that will be required for Phase 3 are contained in Appendix F (Forms). 12. BONDING REQUIREMENTS AND PROOF OF BONDING CAPACITY 12.1 Performance Bond. MANDATORY MINIMUM REQUIREMENT. As further described in Section 22 (Bond Requirements) of Appendix E (Proposed Agreement), upon contract execution the successful Offeror shall be required to provide the County with a performance bond in an amount equal to the Work under Phases 1 and 2 of the Agreement. In connection with the County s exercise of the Phase 3 Option, the Contractor will be required to increase the amount of such performance bond in an amount equal to the Phase 3 Option Sum. This performance bond must be maintained in full force and effect until expiration of the Warranty Period. 10

11 PART I - INTRODUCTION 12.2 Payment Bond. MANDATORY MINIMUM REQUIREMENT.As further described in Section 22 (Bond Requirements) of Appendix E (Proposed Agreement), prior to commencing Work under Phase 3, the Contractor will be required to file with the County, a payment bond, in an amount equal to the Phase 3 Sum Proof of Bonding Capacity. At the time of its Proposal submission, Offeror must submit evidence that the Offeror is able obtain such performance bond for the total amount of the project (Phases 1, 2, and 3) and payment bond in the amount described in Section 22 (Bond Requirements) of Appendix E. 11

12 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA 1. RFP TERMS AND CONDITIONS 1.1 RFP PROCESS RFPs shall normally be made available on the County of San Diego s BuyNet Website at Firms may request a hard copy from Purchasing and Contracting s front counter The County reserves the right to host pre-proposal conference(s). If scheduled, the date, time, and location for the first pre-proposal conference will be provided on BuyNet Offerors Inquiries and County Responses - All contacts from your organization related to this RFP or your proposal, including questions, must be directed in writing exclusively to the County s Contracting Officer. You should not attempt to contact any other County personnel about this RFP unless authorized by the Contracting Officer Written addenda to the RFP may be issued to provide clarifications, corrections, or to answer questions Proposals must be submitted by the time and date specified Proposals will be evaluated by a Source Selection Committee (SSC) appointed by a Source Selection Authority(s) (SSA) The County s Contracting Officer may seek clarifications for the SSC. The Contracting Officer shall determine the appropriate means of clarification, which may include telephonic, , letter, or oral interviews Upon recommendation of the SSA, negotiations may be held with one or more Offerors. Negotiations will be concluded with those firms remaining in the competitive range, and may conclude with a request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal The County of San Diego, Contracting Officer will notify all Offerors and post a Notice of Intent to Award after receipt and approval of the Source Selection Authority(s) recommendation to award The Department of Purchasing and Contracting will attempt to notify all Offerors of the status of each Proposal prior to posting the Notice of Intent to Award The timing and sequence of events resulting from this RFP shall ultimately be determined by the County. 1.2 SUBMISSION OF PROPOSAL It is the Offeror s responsibility to submit a proposal based on the most current RFP and addenda. Periodically check the Website for addenda that may be issued to implement changes or clarification to the RFP, prior to the due date. RFPs, associated documents and addenda may be obtained from BuyNet Offerors shall submit one original proposal prior to the date and time specified through electronic upload to BuyNet, or by submitting electronic files on CD/DVD or a printed proposal on 8-1/2 x 11 size paper at the Purchasing and Contracting front desk, unless stated otherwise in the submittal requirements For proposals submitted electronically through BuyNet, the time on the BuyNet server shall be considered the official time for purposes of determining timely submittal For proposals submitted at the Purchasing and Contracting front desk, the time stamp at the front desk shall be considered official time for purposes of determining timely submittal In the event of multiple submittals of an original proposal by an Offeror, the County will only consider the most recent submittal submitted by the due date and time. The County will not review or consider previous submittals, whether submitted at the front desk or through BuyNet. Offerors are strongly encouraged to submit only one 12

13 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA original proposal and withdraw or replace any previous submittals in the event they choose to update their proposal. Proposals may be found non-conforming if the County is unable to determine which is the most recent, timely submittal When requested, Offeror shall submit additional copies of the proposal in the format and method described in the submittal requirements. Failure to properly submit the required number of copies may result in the County finding the proposal nonconforming. Copies should be clearly marked as copies and numbered All proposals shall be signed by an authorized officer or employee of the submitting organization. The title of the authorized officer or employee, the name, , address and phone and fax number of the organization shall be included. Scanned images of pages containing original signatures are acceptable for submission of an electronic file. Electronic signatures will not be accepted Your proposal must be submitted in a format that complies with the submittal requirements. Unless otherwise specified, the proposal shall conform to the following format: Submit electronic proposals as files in.pdf format. Separate each exhibit into one or more files. Clearly name files as to the exhibit and order. Pages requiring signatures must be scanned from an original signature. Other pages may be scanned, or converted to.pdf from other file formats. Converted and searchable formats are preferred Proposals shall be formatted to print on 8-1/2 x 11 page size with no less than ½ margins and eleven (11) point font Proposals shall be formatted as black ink on white background/paper with no shading, or otherwise suitable for black and white reproduction Pages shall be consecutively numbered within the bottom or top margin of each page, including attachments Each proposal shall be typed and be concise but comprehensive. Proposals shall not include unnecessarily elaborate brochures, visual or other presentations, or art work beyond what is sufficient to present a complete and effective proposal Your proposal must be organized in accordance with this RFP. Unless otherwise specified, the proposal shall conform to the following organization: A completed and signed PC 600 Form shall be submitted as the cover of Offeror s proposal Completed and signed Representations and Certifications form Completed and signed Nondisclosure Indemnification Agreement (if applicable) Completed and signed DVBE forms (if applicable) Any other required forms A table of contents listing, by page number, the contents of the proposal Program/Technical exhibit Cost/price exhibit Confidential/Proprietary exhibit (if applicable) Offerors shall submit separate exhibits in separate files for the Program/Technical; Cost/Price; and (if applicable) Confidential/Proprietary exhibit components of their proposal Submit a Program/Technical exhibit Content shall be organized to correspond to the applicable question or requirement. All forms, responses and attachments shall be sequentially numbered to correspond to the applicable question or requirement No price data are to be included in the Program/Technical exhibit. Program/Technical exhibits will be examined prior to review, and price 13

14 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA information will be removed or the County may declare a proposal nonconforming because of the inclusion of price data in the technical proposal No confidential or proprietary information, including PI (Personnel Information), PII (Personal Identifiable Information) or PHI (Personnel Health Information), is to be included in the redacted technical exhibit Submit a separate Cost/Price exhibit All cost and pricing information must be contained within Cost/Price exhibit Submit a separate Confidential/Proprietary exhibit (if applicable). The County is a public agency subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. The County of San Diego intends to publish contracts, which may contain some or all of the successful proposal(s), to its public web site. If confidential or proprietary information is contained within the submission: It must be submitted in a separate clearly labeled file with all pages marked as EXHIBIT-CONFIDENTIAL/PROPRIETARY Offeror must provide a signed Nondisclosure Indemnification Agreement In accordance with the California Public Records Act, the County will not treat pricing or terms and conditions as confidential. Confidential/Proprietary exhibits will be examined prior to review, and price or terms and conditions may be removed or the County may declare a proposal non-conforming because of the inclusion of price or terms and conditions in the Confidential/Proprietary exhibit All proposals become the property of the County of San Diego. An Offeror may request the return of its proposals upon withdrawal as specified in Paragraph 1.7, which return County may grant or deny in its sole discretion It is understood and agreed upon by the Offeror in submitting a proposal that the County has the right to withhold all information regarding this procurement until after contract award, including but not limited to: the number received; competitive technical information; competitive price information; and the County evaluation of competing proposals. Information releasable after award is subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. 1.3 EVALUATION AND SELECTION Any submission may be construed as non-conforming and ineligible for consideration if it does not conform to the requirements of the Request for Proposal. If a proposal is found to be non-conforming, the Offeror will be notified and the proposal no longer considered for award Proposals will be evaluated based upon the information provided in response to the RFP Evaluation Criteria and Submittal Requirements and other information known to the County The County reserves the right to request clarification and/or request additional information from Offerors if necessary. Such clarifications and/or additional information shall be submitted by the Offerors as an Addendum to the proposal or revised proposal upon request of the Contracting Officer. However, since the County might not request any additional input, Offerors are advised to submit complete and accurate information in the proposal The Source Selection Committee (SSC) may invite competitive Offerors to make a presentation/demonstration to, or participate in interviews with the County at a date, time and location determined by the County. The purpose of such presentations or interviews 14

15 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA would be to allow the Offerors to present their proposed solutions to the County and for the SSC to obtain additional information Evaluations to determine the competitive range shall be based on the list of criteria contain in the Evaluation Criteria and Submittal Requirements. If a proposal is found to be not in the competitive range, the offeror will be notified and the proposal no longer considered for award When evaluating an Offeror s pricing, the County may also consider the effect of the proposal on the overall total cost to the County The Source Selection Authority may, at its sole discretion, authorize the Contracting Officer to enter into negotiations with any Offeror(s) found to be in the competitive range A request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal may be issued during and at the conclusion of negotiations and may contain additional selection factors. At the conclusion of negotiations, the Source Selection Committee shall review responses and make an award recommendation to the SSA Upon Posting of the Notice of Intent to Award a contract to the offeror(s) whose proposal(s) has been ranked highest by the County on the basis of best value to the County, the Contracting Officer will enter into contract finalization negotiations and upon the successful completion, award a contract(s). 1.4 COST COMPARISONS The County Charter requires a finding of economy and efficiency prior to award of contracts for service that can be performed by persons employed in the Classified Service to an independent contractor. It is the intent, subject to a finding of economy and efficiency, to contract for these services. The cost comparison is subject to review and approval by the Chief Administrative Officer. 1.5 INTERLOCKING DIRECTORATE In accordance with Board of Supervisors Policy A-79, if Offeror is a non-profit as indicated on the Representations and Certifications form, paragraph 2, Offeror is required to identify any related for-profit subcontractors in which an interlocking directorate, management or ownership relationship exists. By submission of this bid or proposal, Offeror certifies it will not enter into a subcontract relationship with a related for-profit entity if Offeror is a non-profit entity. If Offeror is a non-profit and will be subcontracting with a related for-profit entity, Offeror must list the entity(s) on the Representations and Certifications form, and any resulting contract must be approved by the Board of Supervisors. 1.6 COUNTY COMMITMENT County shall have the right to reject or accept any proposal or offer, or any part thereof (e.g., any component of any proposed solution) for any reason whatsoever and to accept other than the lowest offer, at its sole discretion This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award The County reserves the right to accept or reject any or all proposals received as a result of this solicitation or to negotiate with any qualified source The County reserves the right to terminate this RFP in part or in its entirety at any time prior to contract execution No prior, current, or post award communication with any officer, agent, or employee of the County shall affect or modify any terms or obligations of this RFP except as explicitly provided for in this RFP. 15

16 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA 1.7 LATE, MODIFIED, OR WITHDRAWN PROPOSAL Any proposal received at the office designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and It was sent by mail or personal delivery, and it is determined by the County that the late receipt was due solely to mishandling by the County after receipt by the County; or It is the only proposal received Proposals may not be modified after the due date, except a modification resulting from the Contracting Officer's request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal Proposals may be withdrawn by written notice signed by a duly authorized representative of Offeror if received prior to Notice of Intent to Award. Thereafter, all proposals constitute firm offers, subject to negotiation, that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months thereafter. 1.8 KNOWLEDGE OF RFP AND PROPOSAL CONDITIONS Before submitting a Proposal, Offerors shall carefully read all sections of this RFP, including all forms, schedules and exhibits, and shall fully inform themselves as to all existing conditions and limitations. 1.9 DILIGENCE MATERIAL If provided, is subject to the following disclaimer: Neither the County nor any of its agents, advisors, or representatives has made or makes any representation or warranty, express or implied, as to the accuracy or completeness of the Diligence Material. Without limiting the generality of the foregoing, the Diligence Material may include certain assumptions, statements, estimates, and projections provided by or with respect to the County. Such assumptions, statements, estimates, and projections reflect various assumptions made by the County, which assumptions may or may not prove to be correct. No representations are made by the County as to the accuracy of such assumptions, statements, estimates, or projections DUTY TO INQUIRE Should an Offeror find discrepancies in or omissions from the RFP, plans, specifications or other documents, or should the Offeror be in doubt as to their meaning, the Offeror shall at once notify the Contracting Officer in writing. If the County determines that clarification is necessary, a written addendum will be issued and posted on BuyNet. It is the Offeror s responsibility to periodically check BuyNet for such addenda. The County will not be responsible for any oral instructions nor for any written materials provided by any County personnel that are not also posted on BuyNet EXPLANATION TO PROPOSERS Any explanation desired by an Offeror regarding the meaning or interpretation of the RFP must be directed in writing exclusively to the County s Contracting Officer. The preferred method of delivering written questions is by or by an internationally recognized courier to the address listed in the Cover Letter. Telephone calls will not be accepted. In no event will the County be responsible for ensuring that prospective Offerors inquiries have been received by the County. You should not attempt to contact any other County personnel about this solicitation. Oral explanations or instructions will not be binding. Any explanation concerning a solicitation will be provided to all prospective Offerors through posting on BuyNet in the form of an addendum to the solicitation. The County may choose not to respond to questions received after the date stated in the Cover Letter. 16

17 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA 1.12 PROTEST PROCEDURE County policy A-97 requires that contracts resulting from a negotiated procurement shall be awarded only after a notice of the proposed award has been posted in a public place. All protests shall be made in writing, and shall be filed with the Contracting Officer identified in the solicitation package. A protest shall be filed on the earliest of the following dates: (i) within five business days after a notice of Intent to Award the contract has been posted in a public place in the County s Contracting Office or County Internet website, (ii) within five business days after the County provides notification that the proposal is no longer under consideration, or (iii) by noon on the day before the Board of Supervisors is scheduled to consider the matter. Copies of the Board Policy are available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101, or on the County s Web site at under the Clerk of the Board s page DEBRIEF AND REVIEW OF CONTRACT FILES When an Offeror has been notified by the Contracting Officer, that the proposal is no longer being considered for award, the Offeror may request a debriefing from the Contracting Officer on the findings about that one proposal (with no comparative information about proposals submitted by others). After contract award, any interested party may make an appointment to review the proposals, the Source Selection Committee Report and any other releasable documents. Copies of any documents desired by the reviewer will be prepared at the requestor s expense in accordance with current County rates for such copies NEWS RELEASES Offerors shall not issue any news release pertaining to this RFP without prior written approval of the County s Contracting Officer, which may be withheld in such Officer s sole discretion. A minimum of two (2) business days notice is required for approval CLAIMS AGAINST THE COUNTY Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof) EMPLOYMENT OFFERS Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County s employ in order to accept employment with the Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with the Offeror, without prior written approval of the County s Contracting Officer. This paragraph does not prevent the employment by an Offeror of a County employee who has initiated contact with the Offeror CALIFORNIA REVENUE AND TAXATION CODE SECTION In compliance with California Revenue and Taxation code section 18662, if Offeror is a non-resident of California (out-of-state invoices) that receives California source income and has not completed FTB Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below). Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the 17

18 PART II RFP TERMS AND CONDITIONS AND EVALUATION CRITERIA State of California and the response is still valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should to the Franchise Tax Board websites (listed below) for tax forms and information on non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance. Franchise Tax Board Websites: If selected for award, the Offeror is to submit forms to the Auditor & Controller via fax at (858) or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA The P.O. Number or Contract Number (if available) and California Revenue and Taxation Code Section must appear on fax cover sheet and/or the outside of the mailing envelope. W-9 FORM If selected for award, the Offeror must complete and submit a W-9 form if a current form is not on file with the County. 2. EVALUATION CRITERIA The evaluation criteria listed below are in descending order of importance and will be weighted in the evaluation of the Offeror s written and oral proposals accordingly. Proposals should give clear, concise information in sufficient detail and in the order presented below to allow an evaluation based on these requirements. Although some of the elements listed below will be weighted more heavily than others, all requirements are considered necessary for evaluation If minimum requirements for eligibility (mandatory minimums) are included in the evaluation criteria, failure to satisfy these mandatory minimum requirements will be considered disqualifying, and the proposal will not be considered for award. Evaluation Criteria are as follows: Section 1 Minimum Requirements for Eligibility will be evaluated on a pass/fail basis. Section 2 System Function and Approach Section 3 Experience, Proposed Organization, Management and Staffing Section 4 Price 18

19 PART III SUBMITTAL REQUIREMENTS PROPOSAL SUBMITTAL FORMAT SUBMITTAL REQUIREMENTS - INSTRUCTIONS Both original proposals and copies of proposal shall contain separately bound technical and cost/price exhibits. Spreadsheets, Charts and diagrams do not have to adhere to the requested 8-1/2 x 11 size format. To assist in clearly describing how the work will be accomplished, samples, literature, program description attachments such as flow charts, tables, and other graphic aids and other material supporting the program description may be submitted as appendices to the Proposal. If appendices are submitted, copies should be included with each proposal. NO PRICE DATA ARE TO BE INCLUDED IN THE TECHNICAL PROPOSAL Submit to the following address: County of San Diego, Department of Purchasing and Contracting, 5560 Overland Avenue, Suite 270, San Diego, CA 92123, prior to the date and time specified. - One (1) "Original" black and white printed proposal. The technical exhibit should include all County confidential and Contractor confidential/proprietary information. Label this technical exhibit version as Confidential/Proprietary Exhibit - Four (4) CD/DVD version of your Original proposal (Confidential / Proprietary technical exhibit and cost/price exhibit) - One (1) CD/DVD version of a redacted proposal that does not include any County confidential or Contractor confidential/proprietary information. County confidential includes information released via the Confidential Supplement Non-Disclosure Agreement and information within your proposal that is similar in nature. Submit to the following address: County of San Diego, Sheriff's Wireless Services Division, 5595 Overland Avenue, Suite 101, San Diego, CA 92123, prior to the date and time specified. - Ten (10) printed Copies of your proposal. The Program/Technical exhibit copies should include all County confidential and Contractor confidential/proprietary information and be labelled as Confidential/Proprietary Exhibit. CHECKLIST OF SUBMITTALS The proposal shall conform to the following organization: TECHNICAL PROPOSALS Completed Purchasing and Contracting (P&C) 600 Form as the cover page of the Offeror s proposal Completed and signed Representations and Certifications form Completed and signed Nondisclosure Indemnification Agreement (if applicable). Completed Non-Collusion Affidavit Above forms contained in Appendix F, Forms A table of contents listing, by page number, the contents of the proposal. Executive Summary 19

20 PART III SUBMITTAL REQUIREMENTS Insurance Requirements and Agreement Acceptance Statement (include any proposed changes if applicable) Completed Submittal Requirements Section 1 Minimum Requirements for Eligibility Completed Submittal Requirements Section 2 System Function and Approach, including Appendix B, Compliance Matrix Completed Submittal Requirements Section 3 Experience, Proposed Organization, Management and Staffing Optional Appendices PRICE PROPOSAL Properly Notarized Surety Declaration as proof of Bonding Capacity, Surety Declaration Form contained in Exhibit F, Forms. Include with "Original" proposal. Completed Section 4 Including: Appendix C, Pricing Schedule Vendor Financing Proposal 20