REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
REQUEST FOR PROPOSAL
Pioneer Trails Regional Planning Commission in concert with Regional Homeland Security Oversight
Committee seeks to provide interior 360 degree visual reference tool in support of first responders prior to
on scene arrival for the RHSOC member counties of Carroll, Bates Benton, Johnson, Lafayette, Henry,
Pettis, and Saline. This Hardware/Software combination will project Intelligent Infrastructure Project (IIP)
thru full spherical, high-resolution imagery allowing first responders interior view and structure layout prior
to scene arrival. The proposal itself is due NLT Dec 17, 2012
Pioneer Trails Regional Planning Commission (PTRPC)
PTRPC serves as the regional planning commission for the local citizenry of the four county areas. The
commission serves Lafayette, Johnson, Pettis, and Saline counties and the cities within those counties. The
Missouri Office of Homeland Security was established on September 26, 2001 per Executive Order 05-20
establishing Regional Homeland Security Oversight Committee (RHSOC) of which PTRPC administers.
RHSOC Region A consists of member counties of Carroll, Bates Benton, Johnson, Lafayette, Henry, Pettis,
and Saline to which this procurement pertains. This procurement of these necessary items will adhere to
Missouri’s Code of State Regulations, Division 40-Purchasing and Material Management, Chap 1–
Procurement (1CSR 40-1) and are in support of MO-OHS/RHSOC Grant.
PROCUREMENT GOALS
• Company Background/Experience: Provide your organization’s history, key personnel, references,
and relevant specific experience with respect to this effort. The proposal must include: a description of how
your organization would approach the procurement and review of the deliverables for this activity. Show your
organization’s sustainability.
• Quality Control: Provide quality control measures used to ensure on-time delivery, and requested
product inventory. Provide quality assessment measures to be used to provide accuracy assessments.
• Warranty: Provide both manufactures’ warranties and any additional warranties provide to enhance
the proposal.
• Project Staffing:
procurement.
•
Provide the single-point project manager responsibility for all aspects of the
Project Completion: Provide your ‘best’ date for delivery ensuring the date does NOT exceed
March 15, 2013.
SCOPE OF WORK
Following are the specific salient features to establish a standard of quality for the Hardware provided.
The interior 360 degree visual reference tool in support of first responders prior to on scene arrival for
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle
REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
the RHSOC member counties of Carroll, Bates Benton, Johnson, Lafayette, Henry, Pettis, and Saline.
This Hardware/Software combination will project Intelligent Infrastructure Project (IIP) thru full spherical,
high-resolution imagery allowing first responders interior view and structure layout prior to scene arrival.
Vendors are asking to fill-in the salient feature chart according to their services provided. Payment will
be made upon acceptable delivery, and training once an invoice is received. Vendors must allow 60
days for payment to be processed.
Compliant with the following salient features:
Feature
QTY Yes
Critical 360 degree IPIX interactive Studio software
package
1
Nikon Coolpix digital Camera
7
Additional Software Licenses
7
2 GB SD Media Storage Cards
8
2 TB external hard drive
8
4-hours of specific on-site training-single location
1
30 days of follow-up training and data entry 7
separate locations.
1
No
Betterment
Delivery: The delivery location will be located at Pioneer Trails Regional planning Commission office:
Pioneer Trails RPC
Randy White
802 S. Gordon ST.
Concordia, MO 64020
FINAL DELIVERY and ACCEPTANCE
The contractor shall demonstrate the Nikon Coolpix digital camera, 360 degree visual reference tool in
support of first responders prior to on scene arrival prior to final payment. Fifteen percent (15%) of the
awarded bid price will be withheld until an acceptable demonstration/training is completed. Acceptance
and Final payment is dependent on compliance with this clause.
Betterments: List separately all additional items, particularly any additional features and software
included in your proposal which ‘better’ your proposal from the Basic Bid and Options requested.
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle
REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
BID SCHEDULE
Bid Item 1: 360 degree IPIX interactive Studio software package
Bid Item 1a: Additional Software Licenses
Unit price
$________________
Unit price
$_______________
Seven in Total
Bid Item 2: Nikon Coolpix Digital Camera
Unit price
Seven in Total
Bid Item 3: 2GB SD Media Storage Card
Unit price
Eight in Total
Bid Item 4: 2 TB External hard drives
Unit price
Eight in Total
$_________________
$_______________
$_________________
$_______________
$_________________
$_______________
$_________________
Bid Item 5: Training (4-hour Training)
Unit price
Bid Item 6: Training (Continuous 30 day on-call Training)
Unit price
Eight in Total
$_______________
$_______________
$_________________
Pioneer Trails reserves the right to award any, all or none of the Bid Items
Due Date – To be eligible for consideration proposals must be received by the commission no later
than 4:00 p.m., C.D.T. December 17, 2012. Late submittals will not be considered. Please contact Nikki
Knipmeyer 660 463-7934 to confirm receipt by deadline.
Submission – The committee prefers that the submission be made in electronic format. Files should be
provided in Adobe Acrobat PDF format and no single file should be more than 1 MG. Any questions will be
made in writing at least 10 days prior to due date. Email proposal to: Nikki Knipmeyer at Nicole@trailsrpc.org.
If electronic format is not possible, the proposal must be submitted to:
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle
REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
Nikki Knipmeyer
Pioneer Trails Regional Planning Commission
802 S. Gordon PO Box 123
Concordia MO 64020
Contact information - The proposal must contain the submitter’s name, firm, address, email, and phone
and fax numbers.
Statement of qualifications - The proposal must provide:
• General firm qualifications related to program administration
• A brief narrative regarding the firm's capability to carry out this project, including any special assets,
areas of expertise, analytical tools, data sources, etc. to which the firm may have access
• A listing of similar projects undertaken within the last five (5) years by the proposing firm and/or its
sub-consultants, showing contract amounts, descriptions of the work performed and clients with contact names
and phone numbers
• An explanation of quality assurance procedures (i.e., methods)
• Resumes of key professional staff who will be assigned to this project
• Description of the workload of individuals assigned to this project during the contract period. Any
reassignment of designated key staff will not occur without mutual consultation and consent by the district.
• A listing of all subcontractors, if any
• Location of main and satellite offices
Fee Schedule – The proposal must contain a cost for the required procurement, including freight
charges separately listed. No partial payments will be made prior delivery. Allow 60 days for payment.
Timeline – The proposal must include a timeline for delivery not to exceed March 15, 2013 earlier
delivery will be considered an enhancement.
Minority-Owned Business Enterprise/Women-Owned Business Enterprise (MBE/WBE) Requirements
and Participation policy requires that qualified MBE/WBE’s be afforded an equitable opportunity to participate
in contracts.
SELECTION PROCEDURE
The final selection of a vendor is expected to occur on Jan 18, 2013 upon approval of PTRPC
executive board. This Request for Proposals does not commit PTRPC to award a contract, to pay any costs
incurred in preparation of a response to this Request, or to procure or contract for services or supplies. PTRPC
reserves the right to accept or reject any or all responses received as a result of this request, or to cancel this
request in part or in its entirety if it is in the best interests of the PTRPC to do so. Firms shall not offer any
gratuities, favors, or anything of monetary value to any officer, employee, or agent of PTRPC for the purpose of
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle
REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
influencing favorable disposition toward either their proposal or any other proposal submitted as a result of the
Request for Proposals. All proposals submitted in response to this RFP become the exclusive property of
PTRPC.
PROTEST PROCEDURES
In the course of this solicitation for proposals and the selection process, a proposer (bidder of offer or
whose direct economic interest would be affected by the award of the contract) may file a protest when in the
proposer’s opinion; actions were taken by staff and/or the selection committee which could unfairly affect the
outcome of the selection procedure. All protests should be in writing and directed to Mr. Randall B. White, Exe
Dir., Pioneer Trails Regional Planning Commission, 802 S. Gordon Concordia MO 64020. Protests should be
made immediately upon occurrence of the incident in question but no later than three (3) days after the
proposer receives notification of the outcome of the selection procedure. The protest should clearly state the
grounds for such a protest. Upon receipt of the protest, Pioneer Trails Regional Planning Commission will
review the actual procedures followed during the selection process and the documentation available. If it is
determined the action(s) unfairly changed the outcome of the process, notifications with the selected proposer
will cease until the matter is resolved.
REFERENCES
Please provide three references (public or large commercial clients, if possible) to which similar services are
being provided.
Reference #1
Client Name:
Address:
Type of Organization:
Length of time with your
institution:
Contact Personnel:
Phone
Number:
Reference #2
Client Name:
Address:
Type of Organization:
Length of time with your
institution:
Contact Personnel:
Phone
Number:
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle
REQUEST FOR PROPOSAL
To provide interior 360 degree visual reference tool in support of first responders prior to on
scene arrival for Regional Homeland Security Oversight Committee (RHSOC) to aid in
emergency response
Pioneer Trails RPC
Nov 2012
=========================================================================
Reference #3
Client Name:
Address:
Type of Organization:
Length of time with your
institution:
Contact Personnel:
Phone
Number:
PLEASE MARK YOUR SUBMITTAL "SEALED PROPOSAL" AND SEND IT TO:
Nikki Knipmeyer
802 S. Gordon PO Box 123
Concordia MO 64020
Pioneer Trails RPC reserves the right to reject any and all proposals, to waive technical defects, and to
select the proposal(s) deemed most advantageous to Pioneer Trails RPC. Please bid using the
enclosed Bid Schedule. The undersigned certifies that he/she has the authority to bind this company in
an agreement to supply the service or commodity in accordance with all terms and conditions
specified herein. Please type or print the information below.
Company Name
Authorized Person (Print)
Address
Signature
City/State/Zip
Title
Telephone #
E-mail
Fax #
Date
Tax ID #
Entity Type
Pioneer Trails Regional Planning Commission RHSOC FY2010 Grant Cycle