Iridium Satellite Phones

Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 2 of 16 City of Tacoma Tacoma Power REQUEST FOR BIDS PI22-0379N Iridium Satellite Phones Submittal Deadline: 11:00 a.m., Pacific Time, Wednesday, February 15, 2023 Submittals must be received by the City’s Procurement and Payables Division prior to 11:00 a.m. Pacific Time. For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email, sendbid@cityoftacoma.org, as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid submittals. Submittal Delivery: By Email: sendbid@cityoftacoma.org Maximum file size: 35 MB. Multiple emails may be sent for each submittal. Bid Opening: Submittals in response to a RFB will be recorded as received by a Purchasing representative. Final results are posted

to our website www.TacomaPurchasing.org as they come available. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org. • Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates. • Click here to see a list of vendors registered for this solicitation. Project Scope: Iridium Satellite Phones Estimate: $120,000 Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave as set forth in Title 18 of the Tacoma Municipal Code. For more information, visit our Minimum Employment Standards Paid Sick Leave webpage. mailto:sendbid@cityoftacoma.org mailto:sendbid@cityoftacoma.org http://www.tacomapurchasing.org/ http://www.ci.tacoma.wa.us/45bidsapps/PlanholderRegister.aspx http://www.ci.tacoma.wa.us/45bidsapps/PlanholderList.aspx https://www.cityoftacoma.org/cms/one.aspx?pageId=75860 https://www.cityoftacoma.org/cms/one.aspx?pageId=75860 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 3 of 16 Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be made available in an alternate format by emailing Gail Himes at ghimes@cityoftacoma.org, or by calling her collect at 253-591-5785. Federal Title VI Information: “The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in 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, national origin in consideration of award. Additional Information: Requests for information regarding the specifications may be obtained by contacting Becky Lewis, Buyer by email to rlewis4@cityoftacoma.org. Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468. mailto:ghimes@cityoftacoma.org mailto:rlewis4@cityoftacoma.org http://cms.cityoftacoma.org/Purchasing/CandA/ProtestPolicy052711.pdf http://www.tacomapurchasing.org/ Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 4 of 16 Table of Contents SUBMITTAL CHECK LIST ............................................................................................................ 5 1. BACKGROUND ..................................................................................................................... 6 2. CALENDAR OF EVENTS ...................................................................................................... 6 3. INQUIRIES ............................................................................................................................ 6 4. PRE BID MEETING ............................................................................................................... 7 5. DISCLAIMER ......................................................................................................................... 7 6. DELIVERY ............................................................................................................................. 7 7. CONTRACT TERM ................................................................................................................ 7 8. RESPONSIVENESS .............................................................................................................. 7 9. AWARD ................................................................................................................................. 8 10. PRICE ADJUSTMENTS ..................................................................................................... 8 11. STANDARD TERMS AND CONDITIONS .......................................................................... 9 12. INSURANCE REQUIREMENTS ........................................................................................ 9 13. WARRANTY ....................................................................................................................... 9 14. INSPECTION ..................................................................................................................... 9 15. COMPLIANCE WITH SPECIFICATIONS ........................................................................ 10 16. MATERIALS AND WORKMANSHIP ................................................................................ 10 17. DAMAGED GOODS ......................................................................................................... 10 18. UPDATED PRODUCTS ................................................................................................... 10 19. PRODUCT DISCONTINUED ........................................................................................... 10 20. QUANTITIES AND PURCHASE ORDERS ...................................................................... 10 21. CONTENT TO BE SUBMITTED ...................................................................................... 11 22. ENVIRONMENTALLY PREFERABLE PROCUREMENT ................................................ 11 23. EQUITY IN CONTRACTING ............................................................................................ 12 24. PROPRIETARY OR CONFIDENTIAL INFORMATION .................................................... 12 25. TECHNICAL PROVISIONS ............................................................................................. 12 APPENDIX A .............................................................................................................................. 14 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 5 of 16 SUBMITTAL CHECK LIST This checklist identifies items to be included with your submittal. Any submittal received without these required items may be deemed non-responsive and not be considered for award. Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Bids page. The following items make up your submittal package: One electronic copy of your complete submittal package Signature Page (Appendix A) Price Proposal Form (Appendix A) Content to be Submitted Section 21 (21.1 – 21.14) After award, the following documents will be executed: Services Contract Certificate of Insurance and related endorsements Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 6 of 16 1. BACKGROUND The City of Tacoma (City) / Tacoma Public Utilities (TPU) is soliciting bids to establish one or more contracts with qualified vendors to fulfill the City’s needs for Iridium Satellite Phone and Service on an as-needed basis. Contract(s) will be awarded to the lowest responsive and responsible bidder(s) based on price, product quality and availability. This product is used by the Tacoma Public Utilities (TPU) located at various TPU locations. The estimated annual usage is 2 hours of service for testing only. This is an estimated quantity only and does not guarantee a specific volume or dollar amount. Products that fail to meet City standards or any of the specifications herein may be rejected. Should a contracted vendor fail to meet quality and/or availability requirements contained in these specifications, the City may move to terminate the contract with 10 days written notice. 1.1 What is the project’s estimate $120,000 1.2 Is this project federally funded? NO 2. CALENDAR OF EVENTS This is a tentative schedule only and may be altered at the sole discretion of the City. The anticipated schedule of events concerning this RFB is as follows: Question Deadline: 1/30/2023 City response to Questions: 2/6/2023 Submittal Due Date: 2/15/2023 Anticipated Award Date: 2/22/2023 3. INQUIRIES Questions should be submitted to Becky Lewis, Buyer via email to RLEWIS4@CITYOFTACOMA.ORG. Subject line to read: Spec# - Spec Title – VENDOR NAME Questions marked confidential will not be answered or included. 3.1 Questions marked confidential will not be answered or included. 3.2 The City reserves the discretion to group similar questions to provide a single answer or not to respond when the requested information is confidential. 3.3 The answers are not typically considered an addendum. 3.4 The City will not be responsible for unsuccessful submittal of questions. Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 7 of 16 3.5 Written answers to questions will be posted in the event approximately one week after the question deadline. 4. PRE BID MEETING 4.1 No pre-bid meeting will be held; however, questions and request for clarifications of the specifications may be submitted as stated in the inquiries section. 5. DISCLAIMER The City is not liable for any costs incurred by the Respondent for the preparation of materials or a proposal submitted in response to this RFB, for conducting any presentations to the City, or any other activities related to responding to this RFB, or to any subsequent requirements of the contract negotiation process. 6. DELIVERY 6.1 Delivery shall be to the Tacoma Public Utilities, 3628 South 35th Street, Tacoma, WA, 98409. Each vendor will be required to submit a delivery timeline they can commit to. Purchase order delivery dates will reflect this timeline. In the event a purchase order deliver date is not met, the City reserves the right to purchase these products elsewhere if they are in a time constraint. If constant late deliveries occur, the City may terminate the contract. 6.2 Hours of operation shall be Monday through Friday, 9:00 a.m. to 3:30 p.m., excluding legal holidays, as referred to in the Standard Terms and Conditions or as otherwise approved by the City. 7. CONTRACT TERM The contract will be for a three-year period with the option to renew the contract two additional one-year terms and is subject to the price increase/decrease provisions per the Price Adjustments section. The City reserves the right to cancel the contract for any reason, by written notice, as stipulated in the contract. 8. RESPONSIVENESS Bid submittals must provide ninety (90) days for acceptance by City from the due date for receipt of submittals. All submittals will be reviewed by the City to determine compliance with the requirements and instructions specified in this RFB. The Respondent is specifically notified that failure to comply with any part of this RFB may result in rejection of the submittal as non- responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 8 of 16 immaterial. The City also reserves the right to not award a contract or to issue subsequent RFB’s 9. AWARD Award will be made to the lowest responsive, responsible bidder. All bidders shall provide unit or lump sum pricing for each line item. Each line item will be added up for a subtotal price. The subtotal price will be compared amongst each bidder, including any payment discount terms offered twenty (20) days or more. The City may also take into consideration all other criteria for determining award, including evaluation factors set forth in Municipal Code Section 1.06.262. All other elements or factors, whether or not specifically provided for in this specification, which would affect the final cost to and the benefits to be derived by the City will be considered in determining the award of the contract. The final award decision will be based on the best interests of the City. The City reserves the right to let the contract to the lowest responsible bidder whose bid will be the most advantageous to the City, price and any other factors considered. In evaluating the proposals, the City may also consider any or all of the following: 1. Compliance with specification. 2. Proposal prices, listed separately if requested, as well as a lump sum total 3. Time of completion/delivery. 4. Warranty terms. 5. Bidder's responsibility based on, but not limited to: a) Ability, capacity, organization, technical qualifications and skill to perform the contract or provide the services required. b) References, judgment, experience, efficiency and stability. c) Whether the contract can be performed within the time specified. d) Quality of performance of previous contracts or services 10. PRICE ADJUSTMENTS Bid submittal prices will establish a base against which Contractors may request price adjustments per the following terms: 1. The city may consider price adjustments for each 12-month period 2. Contractor shall submit proposed price changes in writing to the contract administrator (contract information provided after award) 90 days prior to the effective date 3. The city reserves the right to accept or reject all such price adjustments 4. Price increases will be adjusted only to the amount of cost increase to Contractor. No adjustment will be made for Contractor profit margin 5. Any proposed price increase to Contract line items must be beyond the control of the contractor and supported by written documentation from the manufacturer or wholesale distributor, indicating new higher cost adjustments in effect Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 9 of 16 6. Increase requests may be evaluated against various market conditions, including but not limited to: a) Consumer Price Index for Seattle - Tacoma - Bremerton, All Items 1982-84+100, for comparable period b) Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average Index for All Items, 1982-84=100, unadjusted for the comparable period c) State/federal regulations affecting production costs of the materials d) Volatile commodity market conditions e) Various producer price or commodity indices f) Minimum wage adjustments 11. STANDARD TERMS AND CONDITIONS City of Tacoma Standard Terms and Conditions apply. 12. INSURANCE REQUIREMENTS Successful proposer will provide proof and maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements document applicable to the services, products, and deliverables provided under the solicitation. The City of Tacoma Insurance Requirements document is fully incorporated into the solicitation by reference. 13. WARRANTY Parts: Manufacturer’s warranty or minimum one-year warranty whichever is greater. Contractor shall provide warranty repair/replacement no more than 60 days after receipt of the item. Contractor will provide an RMA number for the return of the defective product. Contractor agrees to allow City to make minor warranty repairs where that is most cost effective and, if requested, contractor will credit City for cost of parts, but not labor. Vendor will warrant goods according to the manufacturer’s warranty guidelines. The start of the warranty commences once the goods are delivered and accepted by the City. 14. INSPECTION All goods are subject to final inspection and acceptance by the City. If any inspection fails, the vendor shall be required to make arrangements to exchange the goods at their own expense and replace it in a timely manner acceptable to the City. Material failing to meet the requirements of this contract will be held at Vendor’s risk and may be returned to Vendor. If so returned, the cost of transportation, unpacking, inspection, repackaging, reshipping, or other like expenses are the responsibility of the Vendor. https://cms.cityoftacoma.org/purchasing/StandardTermsandConditions.pdf Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 10 of 16 15. COMPLIANCE WITH SPECIFICATIONS All products shall be new and unused. Any product that does not comply with any part of these technical specifications shall be rejected and the vendor shall, at its own expense, including shipping, replace the item. 16. MATERIALS AND WORKMANSHIP The successful bidder shall be required to furnish all materials necessary to perform contractual requirements. Materials and workmanship for this contract shall conform to all codes, regulations and requirements for such specifications contained herein and the normal uses for which intended. Material shall be manufactured in accordance with the best commercial practices and standards for this type of goods. All literature and products must be packaged and labeled to sell in the United States. 17. DAMAGED GOODS The vendor shall replace any orders that are damaged in transit. They will be notified by the City and they must arrange to have damaged orders picked up within 48 hours’ notice (excluding weekends and holidays). Vendor will pay all expenses incurred to ship damaged goods back to manufacturer or their own warehouse. 18. UPDATED PRODUCTS During the contract term, if items on the contract are being replaced and updated by the manufacturer, the supplier may submit the manufacturer information, technical specifications and pricing to the City for consideration. The supplier shall provide this updated product information to the City as soon as it becomes available by the manufacturer. The City will work with Purchasing Division to review the information submitted and either accept or reject the product. If the replacement product is not approved, the vendor will be notified and the current item on the contract will be removed. Because of fixed pricing, the replacement item must be offered at the same price. 19. PRODUCT DISCONTINUED During the contract term, if the supplier discontinues carrying any of the contracted items, they must notify the City and the Purchasing office within 30 calendar days. The City reserves the right to seek other suppliers to supply those items or purchase directly from the manufacturer or their designated distributor until the contract term ends. 20. QUANTITIES AND PURCHASE ORDERS The quantities listed are an estimate only using historical data gathered from the previous 5 years. Delivery will be according to purchase order on an as-needed basis throughout the period of the contract.