1349343-19 - Full Body Scanner(s)

Request for Proposal (RFP) # 1349343-19
The Toronto Police Service (TPS) is accepting proposals for the provision of (a) Full Body Scanner(s).
 
 
Submission Requirements
Proposals must be submitted through MERX Electronic Bid Submission (EBS) System, the electronic tendering systems used by TPS (https://www.merx.com/).
 
For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com.  
 
Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. local time on Tuesday November 5, 2019.
 
 
Objectives
The TPS is seeking interested parties that would supply, install and maintain one (1) or more Full Body Scanner (FBS) System(s).
 
 
Mandatory Requirements
 
General

1. The FBS must fit in the selected TPS facility.  
2. Depending on the Proponent’s FBS technology, a low as reasonably achievable (ALARA principle) dose of x-rays must be used for body scanning, limiting the exposure to both the person being scanned, the operator, and others.
3. The proposed FBS must be compliant with all standards established in the Radiation Emitting Devices Act (http://laws-lois.justice.gc.ca/eng/acts/R-1/index.html) and all Ministry of Labour regulations pertaining to the Occupational Health and Safety Act
4. The Proponent must be either the manufacturer or authorized by the manufacturer to sell and support the entire FBS.
   • The Proponent is required to provide a letter to TPS from the manufacturer confirming the Proponent is authorized to sell and support the FBS if requested by TPS.
5. The FBS must utilize x-rays to detect metallic and non-metallic objects concealed internally in the body or externally on the body.
6. The FBS solution must not include any software other than the software required to operate the FBS (e.g. web access, email, etc.).
7. Each TPS operator must be able to log in to the FBS workstation using a unique user name and password assigned specifically for the FBS software.
8. Passwords stored within the FBS equipment must be encrypted.
9. The FBS must be able to allow more than 100 password protected operators per system.
10. A minimum of three access levels must be available and be as follows:
    • A “User” level for operators of the FBS to scan subjects and save images as required;
    • A “Supervisor” level for supervisory staff to control and monitor all operators’ activity and data; and
    • An “Administrator” level to create/update user groups with different levels of access, view audit logs, save images to external drives and delete images.
11. All users’ login information (date, time, user id) as well as their activity (e.g. date and time of scans, number of scans, deletion of scans, copying of scans to external drives, etc.) must be recorded in audit logs and retained.
12. The FBS workstation must have a time-out feature that is configurable.
13. The FBS solution must allow for an electronic file folder that can be used to store and access previously scanned images.
    • The following formats are accepted: JPEG, TIFF, PNG, PDF, BMP, GIF, JPEG 2000, PSD.
14. The “Supervisor and/or Administrator” must have the capability to export internally stored scanned images to a universal serial bus (USB 2.0 or USB 3.0) portable encrypted flash drive.
15. The image storage hard drive, portable flash drives, directories or image files must not be accessible through the software by anyone other than the Administrator or Supervisor.
16. The FBS must provide the capability to backup and restore the data (e.g. scanned images, logs, etc.)
17. The unit must be compliant with all standards established in the Radiation Emitting Devices Act
    • (https://laws-lois.justice.gc.ca/eng/acts/R-1/index.html) and all Ministry of Labour regulations pertaining to the Occupational Health and Safety Act, (https://www.ontario.ca/laws/regulation/900861?_ga=1.251055686.1542124547.1430161279)
    • Including regulation 861/90.
18. The Proponent must deliver and install the first FBS no later than March 31, 2020. All deliveries will be within the City of Toronto.
19. The Proponent must provide TPS with site planning, registration document preparation, delivery, installation, training, service support and warranty for the FBS(s) as identified in the RFP.

1. The Proponent must complete installation and calibration of the FBS and assist the Ministry of Labour inspection testing conducted on site as required within (5) business days of delivery or as otherwise agreed by TPS.
2. Installation must be performed by the Proponent by their certified trained service personnel or authorized representatives.
3. The Proponent must obtain any and all necessary permits, licences and approvals including CSA or ULC approval of all electrical equipment.
4. The Proponent must conduct radiation safety testing during installation and provide a copy of the radiation safety test to TPS.
   • In addition, TPS reserves the right to have a third party conduct radiation safety tests at its own expense.
   • Should a radiation safety test disclose a safety issue, the Proponent shall rectify the safety issue.
1. The Proponent must complete and submit all required applications for the use of the FBS at the installation location to the Ministry of Labour for approval and co-ordinate and assist with any follow up communication. 
   • The application process to the Ministry of Labour must be submitted within 7 days after a Purchase Order is submitted to the successful Proponent.
2. The Proponent must obtain the approval from the Ministry of Labour before operationalizing the FBS in order to have fulfilled the requirements of the RFP.

1. The Proponent must provide training for all identified TPS personnel for each FBS that is purchased.
   • This training must include comprehensive onsite training sessions for the identified TPS trainers and/or operators.
   • The training must take place at a location within the City of Toronto.
2. The Proponent must provide TPS hardcopies of the lesson plans and operator guides as requested.
   • The Proponent must also supply TPS with an electronic copy of the lesson plan and operator guide.
3. The training lessons must include radiation safety information.
   • The Proponent must ensure that the radiation safety information is kept up to date.
   • All updates to the electronic copy of the lesson plans and operator guide will be emailed to the designated TPS personnel as listed prior to each training session.
4. All training must be scheduled in advance and at the approval of TPS.

1. All service support must be performed by personnel provided by the Proponent that are trained and certified in the service and maintenance of the FBS. Service support shall commence from the receipt of a purchase order for the FBS.
2. The Proponent must be able to receive and respond to calls for service 24 hours a day/ 7 days a week (24/7).
   • The Proponent must provide an initial telephone response within one (1) hour by telephone that shall include at a minimum an acknowledgement that the call has been received.
   • The Proponent must provide a time frame to provide a complete response to the call.
3. The Proponent must complete responses by telephone within four (4) hours or less.
   • These responses must include all questions and answers that can be addressed by telephone.
4. The Proponent must provide onsite service support along with all required parts within a minimum of twelve (12) hours of TPS request unless otherwise agreed upon.
5. The Proponent must provide preventative maintenance as per the manufacturer’s specifications and in accordance with applicable Federal or Provincial stipulations.
6. The Proponent must provide all preventative maintenance and non-critical down-time repairs will be performed between 9:00 am and 5:00 pm EST on business days unless otherwise specified by TPS

1. The Proponent must be prepared to correct any defect(s) in material or workmanship. The warranty must come into effect after the operationalization of the FBS and approval from the Ministry of Labour for its use.
2. All work on the equipment must be performed by the Proponent’s certified service representative.
   • Unless otherwise specified by TPS, the warranty work will be performed between 9:00 am and 5:00 pm EST on business days.
3. The Proponent must provide comprehensive service including repairs, parts and labour.
   • The costs covered by the warranty must be all inclusive, including labour and materials, travel and carriage costs and all overhead, including but not limited to, any fees or other charges required by law.
4. Parts removed by the Proponent must become the property of the Proponent. Parts installed by the Proponent in connection with maintenance or warranty services must become property of TPS.
   • Any replacement parts installed in connection with the warranty must be covered for the remaining applicable warranty period.
5. The Proponent must be responsible for all repairs that require upgrades or retrofits if the standard manufacturer part is not available.
6. The Proponent must provide software updates to each FBS to TPS at no charge during the term of the contract.

1. The FBS must be CSA or ULC approved, and a proof of certification must be provided.
2. The FBS must be powered by a 120 or 240 Volt AC, 60 Hertz and 20 Amp power outlet.