Bid Solicitation: S-25700-00006193
Header Information
Bid Number: S-25700-00006193 Description: RFQ - OSFM Access Control and Video Surveillance, Install, Ongoing Services, Additional Equip/Servic Bid Opening Date: 04/03/2023 03:00:00 PM
Purchaser: Robert Johnson Organization: Department of State Police
Department: 25705 - State Fire Marshal Location: CSFM - OSFM State Fire Marshal-Chief
Fiscal Year: 23 Type Code: RQ - Request for Quote Allow Electronic Quote: Yes
Alternate Id:   Required Date: 05/22/2023 Available Date :  03/20/2023 02:27:53 PM
Info Contact: Robert Johnson, robert.johnson@osp.oregon.gov, 971-707-1890 Bid Type: OPEN Informal Bid Flag: No
Purchase Method: Blanket
Blanket/Contract Begin Date: 04/07/2023 Blanket/Contract End Date: 04/06/2029
Pre Bid Conference: Mandatory walkthrough will be held on March 27, 2023, 2pm PST at 3991 Fairview Industrial Dr SE, Salem, OR 97302
Bulletin Desc: Oregon State Fire Marshal's office submits this request for quote (RFQ) to establish a service contract with a company to do initial install and ongoing maintenance and additional services for security systems. This includes access control and video surveillance for OSFM.
Ship-to Address: OSFM State Fire Marshal-Chief
3565 Trelstad AV SE
Salem, OR 97317
US
Email: OSPGeneralServices@osp.oregon.gov
Phone: (503)378-3720 		Bill-to Address: HQ Fiscal Services
3565 Trelstad AV SE
Salem, OR 97317
US
Email: OSPAccounting@osp.oregon.gov
Phone: (503)378-3720 		Print Format:
File Attachments: Summary of Quotes Received
Summary of Quotes Received v2.pdf
RFQ & Sample Contract
Amendment 1
Walkthrough Attendance Sheet
Amendment 2
Questions and Answer #1
Questions and Answer #2
Questions and Answer #3
Form Attachments:
Required Quote Attachments
Discipline Type: Personal Services
Procurement Method: Intermediate Procurement
VENDOR TECHNICAL ASSISTANCE:: If you experience any technical issues while using OregonBuys, please call or email Supplier Help Desk - 1-855-800-5046 or support.oregonbuys@das.oregon.gov
Ship to Attention: TBD
Vendor Instructions: See Items, Attachments, and Questions tabs for more information.
Questions:
Question # Print Sequence Required Question Response
1 1.0 Yes Can your firm provide all the services described in the attached Sample Service Contract, Attachment A, including initial at OSFM's main building (Phase 1), ?Warehouse and Bend location (Phase 2), and ongoing maintenance/repairs (Phase 3)?                    
2 2.0 Yes If using subcontractors to perform services, please list the proposed subcontractor/s, or enter them on the Subcontractors tab. Otherwise, mark "N/A".                    
3 3.0 Yes A service contract, substantially in the form of the attached sample contract, will be offered to the offeror whose quote will best serve the interests of the Agency. Any exceptions taken to the terms may disqualify an offeror. Answer "Yes" to acknowledge                    
4 4.0 Yes Best interests of the Agency will be determined in accordance with ORS 279B.070, taking into account price as well as considerations including, but not limited to, experience, expertise, and contractor responsibility. Answer "Yes" to acknowledge.                    
5 5.0 Yes Initial term of the service contract shall be six years, extendable for additional terms provided to total spend under the contract does not exceed $150,000. Answer "Yes" to acknowledge.                    
6 6.0 Yes Any brand listed in the Statement of Work "or approved equal" establishes the minimum requirements for quality, utility, function, purpose, etc. Other brands may be offered that are equal to or better. What brand/s of equipment is being offered?                    
7 7.0 Yes Agency shall determine whether a product offered is "equal." Agency shall make its decision after the closing date. Offerors are encouraged to include product brochures or additional information about their offered products. Answer 'Yes' to acknowledge.                    
8 8.0 Yes Agency reserves the right to request additional product information for products Agency is unfamiliar with. Samples/info must be sent within 3 days of request. Answer "Yes" to acknowledge.                    
9 9.0 Yes Award is estimated no later than April 7, 2023, and Work must be completed by May 22, 2023. What is the lead time, in business days, that your firm can commit to completing Phase 1 of the Service Contract?                    
10 10.0 Yes If your firm doesn't have the equipment in stock for immediate install, is the equipment available for delivery from your manufacturer/supplier to support the committed lead time given in Question #9?                    
11 11.0 Yes How many years has your firm been in the business of security and access control?                    
Amendments:
Amendment # Amendment Date Amendment Note
1 03/22/2023 11:23:55 AM Turned on quote notifications for agency. No changes to RFQ requirements have been made at this time. Header 1. Quote Notification changed from "No" to "Yes".
2 03/27/2023 05:08:27 PM Thank you to those who attended the mandatory walkthrough today for this project. Please find attached the updated RFQ and Sample Contract, Addendum #2. Changes made are: change from cloud-based to server-based access, reduce additional external cameras from four to two, and specify number of readers/cameras. Drawings showing location of cameras/readers will be e-mailed only to those contractors who attended the walkthrough. Attachment File Changes: Header 1. File 'Amendment 1': File 'Amendment 1' added .
3 03/28/2023 11:40:58 AM Attached Walkthrough Attendance Sheet Attachment File Changes: Header 1. File 'Walkthrough Attendance Sheet': File 'Walkthrough Attendance Sheet' added .
4 03/28/2023 11:53:23 AM Amendment 2: Allow quotes for cloud-based access, in accordance with the direction provided during the walkthrough. Attachment File Changes: Header 1. File 'Amendment 2': File 'Amendment 2' added .
5 03/29/2023 09:23:33 AM See attached for clarifications for this project. Note: the main controller (NetBox) in the server room seen during the walkthrough is non-functional, though the blades should be. Attachment File Changes: Header 1. File 'Questions and Answer #1': File 'Questions and Answer #1' added .
6 03/29/2023 01:41:25 PM See attached for questions/answers #2. Attachment File Changes: Header 1. File 'Questions and Answer #2': File 'Questions and Answer #2' added . 2. File 'RFQ & Sample Contract': Order changed from "0" to "1". 3. File 'Amendment 1': Order changed from "0" to "2". 4. File 'Walkthrough Attendance Sheet': Order changed from "0" to "3". 5. File 'Amendment 2': Order changed from "3" to "4". 6. File 'Questions and Answer #1': Order changed from "0" to "5".
7 03/30/2023 04:18:02 PM See attached for Questions & Answers #3. Attachment File Changes: Header 1. File 'Questions and Answer #3': File 'Questions and Answer #3' added .
8 04/04/2023 12:36:24 PM Attached is a summary of quotes received. It is not a notice of award decision. Award will be made in accordance with ORS 279B.070(4). Attachment File Changes: Header 1. File 'Summary of Quotes Received': File 'Summary of Quotes Received' added .
9 04/05/2023 10:22:36 AM Revised summary of quotes (corrected lead time column). Attachment File Changes: Header 1. File 'Summary of Quotes Received v2.pdf': File 'Summary of Quotes Received v2.pdf' added .
Item Information
Item # 1:   ( 680  -  02 )   Security System Equipment and software licenses (as applicable) for Phase 1 only (main OSFM HQ), per attached Sample Contract, Exhibit A Statement of Work
NIGP Code: 680-02
   Access Control Systems and Security Systems
Qty Unit Cost UOM Total Discount Amt. Tax Rate Tax Amount Total Cost
1.0   EA - Each        
Manufacturer: Brand: Model:
Make: Packaging:
 
Item # 2:   ( 990  -  50 )   Security System Install (labor and materials) for Phase 1 only (main OSFM HQ), per attached Sample Contract, Exhibit A Statement of Work
NIGP Code: 990-50
   Installation of Security and Alarm Equipment
Qty Unit Cost UOM Total Discount Amt. Tax Rate Tax Amount Total Cost
1.0   EA - Each        
Manufacturer: Brand: Model:
Make: Packaging:
 
Item # 3:   ( 990  -  22 )   Phase 2 Work, to be quoted after completion of Phase 1, and a purchase order issued.
NIGP Code: 990-22
   Card Access Security Services
Qty Unit Cost UOM Total Discount Amt. Tax Rate Tax Amount Total Cost
1.0   EACH - Each        
Manufacturer: Brand: Model:
Make: Packaging:
 
Item # 4:   ( 990  -  22 )   Hourly rate for Security System Maintenance and Repair Services, as needed/requested. No estimate or guarantee of hours exist. If hourly rate is dependent on employee qualifications/experience, enter lowest rate here, and submit a separate attachment for additional hourly rates.
NIGP Code: 990-22
   Card Access Security Services
Qty Unit Cost UOM Total Discount Amt. Tax Rate Tax Amount Total Cost
1.0   HOUR/HOUR - Hour(s)        
Manufacturer: Brand: Model:
Make: Packaging:
 
Item # 5:   ( 990  -  22 )   Additional Equipment and Services, as may be requested during Phase 2, per attached Sample Contract, Exhibit A Statement of Work. Any future projects will be quoted upon request and purchase order issued.
NIGP Code: 990-22
   Card Access Security Services
Qty Unit Cost UOM Total Discount Amt. Tax Rate Tax Amount Total Cost
1.0   EA - Each        
Manufacturer: Brand: Model:
Make: Packaging:
 
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