11-15 Exhibits to Resolution Awarding Contract for 911 System Maintenance and Repair.pdf

....................... 57 6.6 ORAL PRESENTATION AND/OR CLARIFICATION OF PROPOSAL.................................................................................... 57 6.7 EVALUATION CRITERIA ........................................................................................................................................................ 57 6.7.1 TECHNICAL EVALUATION CRITERIA .......................................................................................................................... 57 6.7.2 BIDDER’S PRICE SCHEDULE ....................................................................................................................................... 58 6.7.3 PROPOSAL DISCREPANCIES ...................................................................................................................................... 59 6.7.4 EVALUATION OF THE PROPOSALS ............................................................................................................................ 59 6.8 NEGOTIATION AND BEST AND FINAL OFFER (BAFO)....................................................................................................... 59 6.9 COMPLAINTS ........................................................................................................................................................................ 60 7.0 CONTRACT AWARD ................................................................................................................................................................... 60 7.1 DOCUMENTS REQUIRED BEFORE CONTRACT AWARD .................................................................................................. 60 7.1.1 REQUIREMENTS OF PUBLIC LAW 2005, CHAPTER 51, N.J.S.A. 19:44A-20.13 - N.J.S.A. 19:44A-.......................... 60 20.25 (FORMERLY EXECUTIVE ORDER 134) AND EXECUTIVE ORDER NO. 117 (2008)................................................. 60 7.1.2 SOURCE DISCLOSURE REQUIREMENTS................................................................................................................... 61 7.1.3 AFFIRMATIVE ACTION ................................................................................................................................................. 61 7.1.4 BUSINESS REGISTRATION

FIRMATIVE ACTION ................................................................................................................................................. 61 7.1.4 BUSINESS REGISTRATION ......................................................................................................................................... 61 7.2 FINAL CONTRACT AWARD ................................................................................................................................................... 62 7.3 INSURANCE CERTIFICATES ................................................................................................................................................ 62 7.4 PERFORMANCE SECURITY ................................................................................................................................................. 62 8.0 CONTRACT ADMINISTRATION.................................................................................................................................................. 62 8.1 CONTRACT MANAGER ......................................................................................................................................................... 62 8.1.1 STATE CONTRACT MANAGER RESPONSIBILITIES................................................................................................... 62 8.1.2 COORDINATION WITH THE STATE CONTRACT MANAGER ..................................................................................... 62 9.0 SPECIAL CONTRACT REQUIREMENTS RELATING TO WORK FUNDED UNDER THE AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009 (ARRA)........................................................................................................................................... 63 Remainder of this page intentionally left blank 4

1.0 INFORMATION FOR BIDDERS 1.1 PURPOSE AND INTENT This Request for Proposal (RFP) is issued by the Purchase Bureau, Division of Purchase and Property, Department of the Treasury on behalf of the State of New Jersey. The purpose of this RFP is to solicit bid proposals from qualified contractors for the purchase and installation of new radio communication systems, as well as additions to, upgrades of, and maintenance and support of existing radio communication equipment & systems. Existing NJ State radio communication equipment and systems include, but are not necessarily limited to embedded equipment, components, accessories, and software from three (3) key manufacturers; Motorola Inc. (Motorola Solutions Inc.), Harris Corporation (formerly MACom/Tyco) and Kenwood U.S.A. Corp., To date the State and its cooperative partners have invested approximately $112mil in various equipment from these three key manufacturers. The approximate value of these contracts is as follows: Motorola, $110mil; Harris (MACom/Tyco) $1mil; and Kenwood, nearly three-quarters (3/4) of a million dollars. The intent of the State for the forseeable term of a contract resulting from this RFP is to: Maintain and support existing embedded equipment with original manufacturer’s, or manufacturer’s approved equivalent new and replacement equipment. The State’s intent to support existing embedded equipment includes additions to, upgrades of, and continued ongoing maintenance and support services for its key manufacturing brands; and encourages development and use of new interoperable technology compatable with the State’s embedded equipment and systems. Also included in this RFP are short range point to point communications links, enhanced in building coverage for radio, pager and cellular communication and 9-1-1 Telecommunications Equipment. The labor portion of this RFP is restricted to the installation of, or additions to and maintenance of existing communication equipment, systems and equipment housing facilities by the original supplier or authorized designee. Proposals for new systems shall have the installation costs factored into the total cost of the system. Contractors awarded contracts for equipment must be able to provide for installation and maintenance of the equipment. No contract awards will be made for labor and/or wiring only. In addition to the above, Batteries and

contracts for equipment must be able to provide for installation and maintenance of the equipment. No contract awards will be made for labor and/or wiring only. In addition to the above, Batteries and Chargers; Test Equipment; Carrying Cases and Headsets; Base Station Furniture and Consoles are included in this RFP. The expected services are described in RFP Section 3.0 (Scope of Work). The intent of this RFP is to award contracts to those responsible contractors whose bid proposals, conforming to this RFP are most advantageous to the State, price and other factors considered. Up to two (2) awards - per manufacturer’s brand (“brand”), and per category will be made by the State under this RFP and the State will make one (1) Primary contract award and one (1) Secondary contract award for each brand and category of equipment. The State, however, reserves the right to separately procure individual requirements that are the subject of the contract during the contract term, when deemed by the Director to be in the State’s best interest. The NJ Standard Terms and Conditions, Rev: 10/21/2011 ST&C will apply to all contracts or purchase agreements made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically indicates otherwise. The State intends to extend the contract[s] awarded to the Purchase Bureau's cooperative purchasing partners. These partners include quasi-state agencies, counties, municipalities, 5

school districts, volunteer fire departments, first aid squads, independent institutions of higher learning, County colleges and State colleges. Although the State, with the assent of the vendor(s), is making the use of any contract resulting from this RFP available to non-State Agencies, the State makes no representation as to the acceptability of any State RFP terms and conditions under the Local Public Contracts Law or any other enabling statute or regulation. 1.2 BACKGROUND The State of New Jersey Office of Information Technology (OIT) is an agency within New Jersey State government. It is responsible for administering the State’s telecommunications services to assure efficiency and economy. OIT is headquartered at 300 Riverview Plaza, Trenton, New Jersey. The State of New Jersey and its various agencies and departments use radio communications as an integral part of their governmental activities. These radio systems include base stations, microwave relay stations, signal enhancement bi-directional amplifiers, wireless point to point links, mobile, marine and aviation components, antennas, transmission towers and other accessories. Radio systems provide for and aid public safety and the daily management and operation of State agencies, departments and local jurisdictions that purchase under State contract. The State is interested in ongoing use of the three (3) primary manufacturer’s equipment and systems distributed across the State and dependent upon each individual agency or departmental technical requirements and feature preference. For security reasons, the State will not provide additional detail on the exact distribution, or agency and departmental preference for, and/or use of, embedded equipment and systems. Radio Equipment and systems may be purchased by the State under a contract resulting from this RFP using various approved grants and funding streams from multiple sources with varied purpose. Where relevant, bidders and contractors alike should have at least a commercially reasonable level of understanding of the applicable grant processes and administrative requirements of approved grant funding administered through federal departments and agencies such as FEMA, DHS, and other comparable governmental entities. The Office of Emergency Telecommunications Services (OETS) is also responsible for administering the State’s enhanced 9-1-1

and agencies such as FEMA, DHS, and other comparable governmental entities. The Office of Emergency Telecommunications Services (OETS) is also responsible for administering the State’s enhanced 9-1-1 network and implementing the New Jersey Public Safety Interoperable Communications System (NJICS) to assure efficiency and economy. OETS is a unit within the Office of Information Technology. Presently, an approximate combination of three hundred and thirty (330) Public Safety Answering Positions (PSAPSs) and Public Safety Dispatch Points (PSDP’s) are geographically located in New Jersey. Last year approximately 8,500,000 9-1-1 calls were transferred, or dispatched to the appropriate public service agency. Additional background information can be found at the following web address: http://www.state.nj.us/911/ This is a consolidation and reprocurement of the following term contracts, presently due to expire on or about January 31, 2012. • Radio Communications Equipment and Accessories (T0109) • Wireless Devices and Services (T2165) • 9-1-1 Equipment (T1044) Bidders interested in the current contract specifications and pricing information may review the current contracts at http://www.state.nj.us/treasury/purchase/pricelists.shtml. 6

1.3 KEY EVENTS 1.3.1 ELECTRONIC QUESTION AND ANSWER PERIOD The Division will electronically accept questions and inquiries from all potential bidders via the web at http://ebid.nj.gov/QA.aspx. Questions should be directly tied to the RFP and asked in consecutive order, from beginning to end, following the organization of the RFP. Each question should begin by referencing the RFP page number and section number to which it relates. Bidders must not contact the Using Agency directly, in person, by telephone or by e-mail, concerning this RFP. The cut-off date for electronic questions and inquiries relating to this RFP is indicated on the cover sheet. Addenda to this RFP, if any, will be posted on the Division’s website after the cut- off date. (See RFP Section 1.4.1 for further information.) 1.3.2 SUBMISSION OF PROPOSAL In order to be considered for award, the proposal must be received by the Purchase Bureau of the Division of Purchase and Property at the appropriate location by the required time. ANY PROPOSAL NOT RECEIVED ON TIME AT THE LOCATION INDICATED BELOW WILL BE REJECTED. THE DATE AND TIME ARE INDICATED ON THE COVER SHEET. THE LOCATION IS AS FOLLOWS: PROPOSAL RECEIVING ROOM – 9TH FLOOR PURCHASE BUREAU DIVISION OF PURCHASE AND PROPERTY DEPARTMENT OF THE TREASURY 33 WEST STATE STREET, P.O. BOX 230 TRENTON, NJ 08625-0230 Directions to the Division are available on the web at: http://www.state.nj.us/treasury/purchase/directions.shtml. Note: Bidders using U.S. Postal Service regular or express mail services should allow additional time since the U.S. Postal Service does not deliver directly to the Purchase Bureau. Procedural inquiries concerning this RFP may be directed to RFP.procedures@treas.state.nj.us. This e-mail address also may be used to submit requests to review proposal documents. The State will not respond to substantive questions related to the RFP or any other contract via this e-mail address. To submit an RFP or contract related question, go to the Current Bidding Opportunities webpage or to http://eBid.nj.gov/QA.aspx. 1.3.3 ELECTRONIC BIDDING (EBID) The Division is pleased to announce its electronic procurement modernization process. This RFP provides to the bidder the opportunity to electronically

j.gov/QA.aspx. 1.3.3 ELECTRONIC BIDDING (EBID) The Division is pleased to announce its electronic procurement modernization process. This RFP provides to the bidder the opportunity to electronically submit its proposal. A new electronic bidding – “eBid” – application is made available to vendors to promote an easier, more efficient method to submit proposals. 7

On-line Electronic Bid Training Sessions: Online electronic bid training for the eBid process is available on the web at https://wwwnet1.state.nj.us/treasury/dpp/ebid/. The bidder is strongly encouraged to utilize the on-line training session before attempting to submit an eBid. It will be the bidder’s responsibility to ensure that the eBid has been properly submitted. 1.3.4 OPTIONAL SITE VISIT Not Applicable to this Procurement 1.3.5 OPTIONAL PRE-PROPOSAL CONFERENCE Not Applicable to this Procurement 1.4 ADDITIONAL INFORMATION 1.4.1 ADDENDA: REVISIONS TO THIS RFP In the event that it becomes necessary to clarify or revise this RFP, such clarification or revision will be by addendum. Any addendum to this RFP will become part of the RFP and any contract awarded as a result of this RFP. ALL RFP ADDENDA WILL BE ISSUED ON THE DIVISION OF PURCHASE AND PROPERTY WEB SITE. TO ACCESS ADDENDA, THE BIDDER MUST SELECT THE PROPOSAL NUMBER ON THE WEB PAGE AT http://www.state.nj.us/treasury/purchase/bid/summary/bid.shtml. There are no designated dates for release of addenda. Therefore interested bidders should check the Division’s "Bidding Opportunities" website on a daily basis from time of RFP issuance through proposal opening. It is the sole responsibility of the bidder to be knowledgeable of all addenda related to this procurement. 1.4.2 BIDDER RESPONSIBILITY The bidder assumes sole responsibility for the complete effort required in submitting a proposal in response to this RFP. No special consideration will be given after proposals are opened because of a bidder's failure to be knowledgeable as to all of the requirements of this RFP. 1.4.3 COST LIABILITY The State assumes no responsibility and bears no liability for costs incurred by a bidder in the preparation and submittal of a proposal in response to this RFP. 1.4.4 CONTENTS OF PROPOSAL Your proposal can be released to the public during the protest period established pursuant to N.J.A.C. 17:12-3.3, or under the New Jersey Open Public Records Act, N.J.S.A. 47:1A-1 et seq., (OPRA) or the common law right to know. As provided in N.J.A.C. 17:12-1.2(b): 8

Subsequent to bid opening, all information submitted by bidders in response to a bid solicitation is considered public information, notwithstanding any disclaimers to the contrary submitted by a bidder, except as may be exempted from public disclosure by OPRA and the common law. Any proprietary and/or confidential information in your proposal will be redacted by the State. A bidder may designate specific information as not subject to disclosure pursuant to the exceptions to OPRA found at N.J.S.A. 47:1A-1.1, when the bidder has a good faith legal and or factual basis for such assertion. The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the bidder accordingly. The location in the proposal of any such designation should be clearly stated in a cover letter. The State will not honor any attempt by a bidder to designate its entire proposal as proprietary, confidential and/or to claim copyright protection for its entire proposal. In the event of any challenge to the bidder’s assertion of confidentiality with which the State does not concur, the bidder shall be solely responsible for defending its designation. By signing the cover sheet of this RFP, the bidder waives any claims of copyright protection set forth within the manufacturer's price list and/or catalogs. The price lists and/or catalogs must be accessible to State using agencies and cooperative purchasing partners and thus have to be made public to allow all eligible purchasing entities access to the pricing information. 1.4.5 PROPOSAL OPENING On the date and time proposals are due under the RFP, all information concerning the proposals submitted may be publicly announced and those proposals, except for information appropriately designated as proprietary and/or confidential, shall be available for inspection and copying. In those cases where negotiation is contemplated, only the names and addresses of the bidders submitting proposals will be announced and the contents of the proposals shall remain proprietary and/or confidential until the Notice of Intent to Award is issued by the Director. 1.4.6 PRICE ALTERATION IN HARD COPY PROPOSALS Proposal prices must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure to initial price changes shall preclude a contract award from being made to the