9120 9-1-1 DISPATCH FURNITURE SYSTEM

Agency: City of Fort Collins
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 337214 - Office Furniture (except Wood) Manufacturing
Posted Date: Mar 19, 2020
Due Date: Apr 10, 2020
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Option Title Description End Date
Download/View RFP 9120 9-1-1 DISPATCH FURNITURE SYSTEM REQUEST FOR PROPOSAL Apr 10, 2020

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Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
RFP DUE: 3:00 PM MST (our clock), April 10, 2020
The City of Fort Collins is requesting proposals from qualified Vendors for a comprehensive plan
to design, procure, install and maintain a dispatch furniture system of sixteen (16) 9-1-1
consoles.
As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted
online through the Rocky Mountain E-Purchasing System (RMEPS) at
http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to
submit proposals through RMEPS. Proposals not submitted by the designated Opening Date
and Time will not be accepted by the system.
A pre-proposal meeting will be held at 10:00 AM MST, on March 30, 2020, at 2221 S
Timberline Rd, Fort Collins. If planning to attend, please RSVP to Marisa Donegon, Buyer,
at mdonegon@fcgov.com no later than 5:00 PM on Thursday, March 26, 2020.
All questions should be submitted, in writing via email, to Marisa Donegon, Buyer at
mdonegon@fcgov.com, no later than 5:00 PM MST (our clock) on April 1, 2020. Please
format your e-mail to include: RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE
SYSTEM in the subject line. Questions received after this deadline may not be answered.
Responses to all questions submitted before the deadline will be addressed in an addendum and
posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by Bidnet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
42517
Data Processing Furniture, Metal and Plastic
42518
Data Processing Office Furniture, Wood
42554
Modular Panel Systems (With Metal Connecting Mechanism)
42555
Modular Panel Systems (With Synthetic Connecting Mechanism)
42594
Work Stations, Modular, Systems Furniture
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises will be
afforded full and fair opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an
award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
Page 1 of 31
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who
engages in protected activity. Protected activity includes an employee complaining that he or
she has been discriminated against in violation of the above policy or participating in an
employment discrimination proceeding.
The City requires its vendors to comply with the City’s policy for equal employment opportunity
and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to
all third-party vendors and their subcontractors at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject
to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version
of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. Such statement does not necessarily exempt such documentation from
public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other
applicable law. Generally, under CORA trade secrets, confidential commercial and financial
data information is not required to be disclosed by the City. Proposals may not be marked
“Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from
this request for proposal will be public information.
New Vendors: The City requires new Vendors receiving awards from the City to fill out and
submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the
W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s
Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please
do not submit with your proposal.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will
be rejected and reported to authorities as such. Your authorized signature of this proposal
assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
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parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Vendor shall be expected to sign the City’s standard Agreement prior to
commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry Paul
Purchasing Director
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
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I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins is requesting proposals from qualified Vendors for a
comprehensive plan to design, procure, install and maintain a dispatch furniture system
of sixteen (16) 9-1-1 consoles.
B. Background
The City of Fort Collins (City) is a vibrant community of approximately 175,000 located 65
miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56
square miles in size and is the northern extension of the “Colorado Front Range” urban
corridor. The City’s population includes over 33,000 college students.
The City of Fort Collins 9-1-1 Dispatch Communications Center (Fort Collins 9-1-1)
provides 24-hour service in the answering of all emergency and non-emergency police,
fire, and medical calls. It is the primary Public Safety Answering Point (PSAP) answering
9-1-1 calls, non-emergency calls as well as providing emergency dispatch services for
Fort Collins Police Services, Poudre Fire Authority, Wellington Fire and Platte River Power
Authority. Fort Collins 9-1-1 uses state-of-the-art technology to provide fast and effective
emergency communication services, sophisticated radio communication, and a Computer
Aided Dispatch and Records Management system.
Fort Collins 9-1-1 is located on the 2nd floor of a 3-story facility. A diagram of the Dispatch
Communications Center is available in Exhibit A. Fort Collins 9-1-1 is currently staffed by
29 dispatchers, 6 supervisors and one manager. There are currently 16 furniture consoles
which allow for future growth of staff, but also provide for back- up capabilities for other
PSAP’s in the event of an evacuation or significant event. The current furniture consoles
are 20+ years old and outdated, no longer ergonomically sound and do not meet the
growing needs of the Fort Collins 9-1-1.
II. SCOPE OF PROPOSAL
A. Scope of Work
Vendors shall provide a comprehensive plan to design, procure, install and maintain a
dispatch furniture system of 16 consoles, which includes the below requirements.
It is the City’s preference to award this RFP to a single Vendor.
1. Workstation Requirements
Fort Collins 9-1-1’s work environment poses unique challenges and demands. Unlike a
traditional office environment, personnel are required to manage multiple monitors,
computers and keyboards. Fort Collins 9-1-1 workstations are utilized 24 hours a day/7
days a week by different employees with different physical sizes and needs. It must be
recognized that this user environment will receive at least five times the use of typical
office furniture each year.
Vendors shall propose a baseline configuration of the dispatch furniture system to
include costs. The baseline equipment must include all required components, including
but not limited to, task lights, comfort control systems, CPU storage for no less than 4
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
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PCs, drawer/storage units, integrated cable management systems, electronic lift
platforms and mounts for 8 monitors. Vendors may include other components that
provide additional features and functionality for consideration.
The arrangement of the proposed dispatch furniture system must facilitate and
enhance operational functionality. Vendors shall prepare and include complete
drawings describing sixteen (16) individual dispatch stations and their layout within the
designated floor plan as part of their proposal. Drawings shall include details of
every major element as outlined in this RFP.
The proposed dispatch furniture system shall be constructed of durable materials that
have been proven for durability in the 24-hour use environment of a 9-1-1 dispatch
center.
Only console furniture designed and engineered for Emergency Communications
Centers will be acceptable. Standard office furniture will not be acceptable in this
installation. The proposed furniture should meet all appropriate industry standards, such
as such as those established under the ADA, ANSI, ASTM, and UL, as well as any
applicable regulatory standards.
2. Installation and Implementation
Vendors shall include information pertaining to installation and implementation, including
implementation methodology and a preliminary project schedule. Vendor must assign a
Project Manager to oversee implementation of the proposed dispatch furniture system.
Fort Collins 9-1-1 must continue to operate during the installation of the new
dispatch furniture system.
Vendors shall include the following information:
a. Describe the recommended approach for installation of the proposed dispatch
furniture system.
b. Provide a preliminary project schedule.
c. Describe the processes and practices employed to minimize risk and control the
scope and schedule of the project.
d. Describe the processes and practices used by the Vendor to evaluate Fort Collins
9-1-1’s current operational practices and workflow and on how that information will
be used in the setup of the proposed system.
e. Describe the processes and practices used by the Vendor to validate (with Fort
Collins 9-1-1) the setup and workflow of the proposed dispatch furniture system.
3. Training Program and Manual
Vendors shall include a Training Program that will provide complete familiarization with
the proposed dispatch furniture system, including functional training for user personnel.
This shall include training information, training plans, and sample course descriptions and
recommendations to achieve full and productive utilization and self-sufficient
administration of the equipment.
RFP 9120 FORT COLLINS 9-1-1 DISPATCH FURNITURE SYSTEM
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