NORTH CAROLINA AGRICULUTRAL AND TECHNICAL STATE UNIVERSITY. Invitation for Bid #: 59-IFB10209

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1 NORTH CAROLINA AGRICULUTRAL AND TECHNICAL STATE UNIVERSITY Invitation for Bid #: 59-IFB10209 University Security Camera Purchase, Installation and Maintenance Date of Issue: June 24, 2016 Bid Opening Date: July 15, 2016 At 3:00 pm ET Direct all inquiries concerning this IFB to: GARRY PIERCE Purchasing Specialist Phone:

2 Invitation for Bids #59-IFB10209 For internal State agency processing, including tabulation of bids in the Interactive Purchasing System (IPS), please provide your company s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute (b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection. This page is to be filled out and returned with your bid. Failure to do so may subject your bid to rejection. ID Number: Federal ID Number or Social Security Number Vendor Name

3 Page: 1 NORTH CAROLINA AGRICULTURAL & TECHNICAL STATE UNIVERSITY Refer ALL Inquiries regarding this IFB to: Garry Pierce gpierce@ncat.edu ( ) (336) (Telephone) (336) (Fax) Invitation for Bids #59-IFB10209 Proposals will be publicly opened: July 15, 3:00 pm Contract Type: Open Market Solicitation Commodity No. and Description: University Security Camera Purchase, Installation and Maintenance Using Agency: UPD EXECUTION In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, the undersigned Vendor certifies that this bid is submitted competitively and without collusion (G.S ), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S ), and that it is not an ineligible Vendor as set forth in G.S False certification is a Class I felony. Furthermore by executing this bid, the undersigned certifies to the best of Vendor s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S , the undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the University, or from any person seeking to do business with the State. By execution of any response in this procurement, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late bids cannot be accepted. VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR S AUTHORIZED SIGNATURE: DATE: Offer valid for at least 60 days from date of bid opening, unless otherwise stated here: days. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this IFB. ACCEPTANCE OF BID If any or all parts of this bid are accepted by the State of North Carolina, an authorized representative of the Division of Purchase and Contract shall affix his/her signature hereto and this document and all provisions of this Invitation for Bid along with the Vendor bid response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s). FOR UNIVERSITY USE ONLY: Offer accepted and Contract awarded this day of, 2016, as Ver: 6/20/16 indicated on the attached certification, by Page 1 of 41 (Authorized Representative of North Carolina A&T State University).

4 Page: 2 Table of Contents I. BACKGROUND AND PURPOSE... 3 A. BACKGROUND... 3 II. GENERAL INFORMATION... 3 A. INVITATION FOR BIDS DOCUMENT... 3 B. E-PROCUREMENT SOLICITATION... 3 C. IFB SCHEDULE... 4 E. BID QUESTIONS... 4 F. BID SUBMITTAL... 5 G. BID CONTENTS... 6 H. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS... 6 I. NO ALTERNATE PROPOSALS... 7 III. METHOD OF AWARD AND BID EVALUATION PROCESS... 8 A. METHOD OF AWARD... 8 B. BID EVALUATION PROCESS... 8 IV. REQUIREMENTS... 9 V. CONTRACTUAL REQUIREMENTS A. CONTRACT TERM B. PRICING C. PRODUCT IDENTIFICATION D. TRANSPORTATION AND IDENTIFICATION E. DELIVERY / INSTALLATION F. QUALITY ACCEPTANCE INSPECTION G. WARRANTY H. PRICING SCHEDULE ATTACHMENT A: PRICING FORM - PHASE I (RESIDENCE HALLS ONLY) D. ADDITIONAL BID REQUIRMENT: ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY VENDOR ATTACHMENT C: DESCRIPTION OF EXECUTIVE ORDER #50 AND CERTIFICATION UNDER EXECUTIVE ORDER # ATTACHMENT D: INSTRUCTIONS TO VENDORS ATTACHMENT E: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS 33 ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION ATTACHMENT H: IRAN DIVESTMENT ACT CERTIFICATION Ver: 6/20/16 Page 2 of 41

5 Page: 3 I. BACKGROUND AND PURPOSE A. BACKGROUND North Carolina A&T State University is located in Greensboro, North Carolina. It is a public comprehensive, landgrant institution, one of only three engineering colleges in the state, and is a part of the University of North Carolina System. The University s mission is to provide undergraduate and graduate instruction, scholarly, creative research, and effective public service. The University offers undergraduate and graduate programs with an emphasis on engineering, technology, science, mathematics, business, arts, agriculture, teaching, and nursing. B. PURPOSE North Carolina A&T State University s Police Department (UPD) is a fully accredited police agency that is charged with providing for the safety, security and protection of all University facilities, employees and student population. Within that purview, the UPD has primary responsibility for oversight of the installation and ongoing maintenance of the University s Electronic Camera Security System. The UPD seeks bids from qualified and experienced contractors providing labor and materials for the purchase and installation of new digital IP video camera equipment with the contractor also providing preventative maintenance to the existing security camera system infrastructure maintaining the Campus Wide Security Cameras per the specifications herein. NC A&T SU is seeking offers for Axis M3026-VE Fixed Dome Network Cameras and Axis P5514-E PTZ Cameras to include mounting hardware, installation and maintenance. Award may be made to more than one Offeror. Award will be made to the lowest responsible and responsive bidder(s). All services must be performed to the complete satisfaction of the University. A representative of the University will oversee each project to provide direction, coordination and to insure that all work is completed. All Proposals shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. II. GENERAL INFORMATION A. INVITATION FOR BIDS DOCUMENT The IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this IFB in advance of any Contract award are incorporated herein by reference. B. E-PROCUREMENT SOLICITATION ATTENTION: This is not an E-Procurement solicitation. See paragraph #18 of Attachment E: North Carolina General Contract Terms and Conditions. The Terms and Conditions made part of this solicitation contain language necessary for North Carolina s Statewide E-Procurement Services. It is the Vendor s responsibility to read these terms and conditions carefully and to consider them in preparing the offer. By execution of its bid, Vendor agrees to and acknowledges acceptance of all terms and conditions, including those related to E-Procurement usage. General information on the E-Procurement Services can be found at: Ver: 6/20/16 Page 3 of 41

6 Page: 4 C. IFB SCHEDULE The table below shows the intended schedule for this IFB. The Contract Lead will make every effort to adhere to this schedule. Action Responsibility Date and Time Issue IFB University June 24, 2016 Hold Mandatory Pre-bid Meeting/Site Visit University July 7, 10:00 a.m. Submit Written Questions Vendors July 11, 3:00 p.m. Provide Response to Questions University July 13, 2016 Submit Bids Vendors July 15, 3:00 p.m. Award Contract University July 19, 2016 D. Mandatory Site Visit: A mandatory pre-bid conference/site visit will be held on July 7, Date: July 7, 2016 Time: 10:00 a.m. Eastern Time Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid conference on July 7, Attendees must meet promptly at 10:00 a.m. Eastern Time at the University Police Department Conference Room at 406 Laurel Street / Ward Hall Greensboro, NC All attendees must sign in upon arrival. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, NOR SHALL THEIR BID BE CONSIDERED. Late arrivals may be excluded from the meeting room until all on-time attendees have completed sign-in and the sign-in sheet secured. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow. On-time attendance will be strictly enforced. The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Invitation for Bids. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this bid. Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Invitation for Bid, must be confirmed by written addendum before it can be considered to be a part of this bid. E. BID QUESTIONS 1. Purpose: Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the above due date. 2. Instructions: Written questions shall be ed to gpierce@ncat.edu by the date and time specified above. Vendors should enter IFB #59-IFB10209 Questions as the subject for the . Questions submittals should include a reference to the applicable IFB section and be submitted in a format shown below. Ver: 6/20/16 Page 4 of 41

7 Page: 5 Reference IFB Section, Page Number Vendor Question Vendor question? Questions received prior to the submission deadline date, the University s response, and any additional terms deemed necessary by the University will be posted in the form of an addendum to the Interactive Purchasing System (IPS), and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any University personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material contained in an Addendum to this IFB. F. BID SUBMITTAL 1. Instructions: Sealed bids, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items as described herein. Refer to Section 2.6 BID CONTENTS for details on required content of submitted bids. Mailing address for delivery of proposal PROPOSAL NUMBER: #59-IFB10209 Attn: Garry Pierce Dowdy Administration Building Purchasing Department Suite 200 North Carolina A&T State University 1601 E. Market Street Greensboro, North Carolina IMPORTANT NOTE: It is the responsibility of the Vendor to have the bid physically in this Office by the specified time and date of opening, regardless of the method of delivery. This is an absolute requirement. The time of delivery will be marked on each bid when received, and any bid received after the bid submission deadline will not be accepted or evaluated. Sealed bids, subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity as described herein. All risk of late arrival due to unanticipated delay whether delivered by hand, U.S. Postal Service, courier or other delivery service or method is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail to the street address above, but to the University s Mail Service Center. Vendors are cautioned that bids sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency s purchasing office on the due date in time to meet the bid deadline. All Vendors are urged to take the possibility of delay into account when submitting a bid. Vendors shall deliver three (3) signed, original executed bid responses and one (1) un-redacted electronic copy on CD, DVD or flash drive and of your proposal simultaneously to the address identified in the table above. Include only bids in response to this IFB in a sealed package. Address package and insert bid number as shown in the table in this Section. Bids shall be marked on the outside of the sealed envelope with the Vendor s name, Bid number and date and time of opening. If Vendor is submitting more than one bid, each bid shall be submitted in separate sealed envelopes and marked accordingly. Ver: 6/20/16 Page 5 of 41

8 Page: 6 For delivery purposes, separate sealed bids from a single Vendor may be included in the same outer package. Attempts to submit a Bid via facsimile (FAX) machine, telephone or electronic means, including but not limited to , in response to this Invitation for Bids will not be accepted. Bids are subject to rejection unless submitted with the information above included on the outside the sealed bid package. Critical updated information may be included in Addenda to this IFB. It is important that all Vendors proposing on this IFB periodically check the State s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto. Contact with anyone working for or with the University regarding this IFB other than the University Contract Lead named on the face page of this IFB in the manner specified by this IFB shall constitute grounds for rejection of said Vendor s offer, at the University s election. G. BID CONTENTS For each of Vendor s bid, Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized signature where requested, as outlined below. Vendor IFB responses shall include the following items and they should be arranged in the following order: a) Completed and signed version of EXECUTION PAGE, and signed receipt pages of any addenda released in conjunction with this IFB b) Completed version of ATTACHMENT A: PRICING FORM c) Completed version of ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY VENDOR d) Completed and signed version of ATTACHMENT C: DESCRIPTION OF EXECUTIVE ORDER #50 form that confirms that a price match opportunity is requested e) ATTACHMENT D: INSTRUCTIONS TO VENDORS f) ATTACHMENT E: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS g) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION h) ATTACHMENT G: CLIENT REFERENCES i) ATTACHMENT H: PROJECT STAFF AND WORKING SCHEDULE j) ATTACHMENT I: IRAN DIVESTMENT ACT H. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS a) BAFO: Best and Final Offer, submitted by a vendor to alter its initial bid, made in response to a request by the issuing agency. b) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. c) COMMUNITY COLLEGE: Any of the fifty-eight (58) public North Carolina Community Colleges. d) CONTRACT LEAD: Representative of the Division of Purchase and Contract who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the University and who will administer the contract for the University. e) E-PROCUREMENT SERVICES: The program, system, and associated services through which the University conducts electronic procurement. f) FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any Ver: 6/20/16 Page 6 of 41

9 Page: 7 related transportation charges. A solicitation may request Vendors to separately identify freight charges in their bid, but no amount or charge not included as part of the total bid price will be paid. g) IFB: Invitation for Bids. h) LOT: A grouping of similar products within this IFB. i) MAINTENANCE COMPANY: An organization that provides a service for the maintenance of the CCTV system. j) ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by the ordering entity within the delivery time required. k) QUALIFIED BID: A responsive bid submitted by a responsible Vendor. l) SECURITY CAMERA SERVICES: The term Security Camera Services as used in this document will include all equipment, materials and labor required to meet the various needs of the University. m) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. n) STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions of higher education and other institutions. o) TECHNICIAN: A person employed by the maintenance company to carry out maintenance of the CCTV system. p) UPD: North Carolina A&T State University s Police Department q) USER: The person authorized by the customer utilizing the CCTV system for its intended purpose. r) VENDOR: Supplier, bidder, contractor, company, firm, corporation, partnership, individual or other entity submitting a response to an Invitation for Bids. I. NO ALTERNATE PROPOSALS Vendor may not submit alternate proposals for various methods or levels of service(s) or that propose different options. J. NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS It shall be the Vendor s responsibility to read the Instructions, the University s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this IFB, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB. If Vendors have questions, issues, or exceptions regarding any term, condition, instruction or other component within this IFB, those must be submitted as questions in accordance with Section 2.4 BID QUESTIONS. If the University determines that any changes will be made as a result of the points raised, then such decisions will be communicated in the form of an IFB addendum. The University may also elect to leave open the possibility for later negotiation of specific components of the Contract that have been addressed during the question and answer period. Other than through this process, the University will reject and shall not be required to evaluate or consider any additional or modified terms and conditions or Instructions to Vendor submitted with Vendor s response. This applied to any language appearing in or attached to the document as part of the Vendor s response that purports to vary any terms and conditions or Vendors instructions herein or to render the bid non-binding or subject to further negotiation. By execution and delivery of a bid in response to this Invitation for Bids, Vendor agrees that any additional or modified terms and conditions, including Instructions to Vendors, whether submitted purposely or inadvertently, or any purported condition to the offer shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor s bid. Ver: 6/20/16 Page 7 of 41

10 Page: 8 If a Vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in Section 2.4 BID QUESTIONS, about whether a specific, proposed modification is acceptable to or will be considered by the University. Identification of objections or exceptions to the University s terms and conditions in the bid shall not be allowed and shall have no effect. By executing and submitting its bid in response to this IFB, Vendor understands and agrees that the University may exercise its discretion not to consider any and all proposed modifications a Vendor may request. III. METHOD OF AWARD AND BID EVALUATION PROCESS A. METHOD OF AWARD All qualified bids will be evaluated and an award will be based on the total bid amount to the lowest responsive and responsible bidder meeting specifications. While the intent of this IFB is to award a Contract to a single Vendor, the University reserves the right to make separate awards to multiple Vendors or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous for the University to do so. If a Vendor selected for award is determined by the University to be a non-resident of North Carolina, all responsive bids will be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price of the winning bid, pursuant to Executive Order #50 and G.S (for more information, please refer to ATTACHMENT C: DESCRIPTION OF EXECUTIVE ORDER #50 AND CERTIFICATION. If such bid(s) are identified, the University will then determine whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with the process that implements G.S and Executive Order #50. The status of a Vendor s e-procurement Services account(s) that is in arrears by 91 days or more at the time of bid opening shall be considered a relevant factor in determining whether to award a Contract under this IFB. B. BID EVALUATION PROCESS 1. Bids are requested for the items as specified, or item(s) equivalent in design, function and performance. The University reserves the right to reject any bid on the basis of fit, form and function as well as cost. All information furnished on this bid may be used as a factor in determining the award of this contract. 2. At that date and time specified as the bid opening, the package containing the bids from each responding firm will be opened publicly and the name of the Vendor and the price(s) bid announced. 3. The University shall review all Vendor responses to this IFB to confirm that they meet the specifications and requirements of the IFB. The University reserves the right to waive any minor informality or technicality in bids received. 4. For all responses that pass the initial review process, the University will review and assess the Vendors pricing. The University may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the University is not required to request clarification, and often does not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification. 5. Bids will be evaluated, based on the award criteria identified in Section 3.1 METHOD OF AWARD. Upon completion of all evaluations, the University will make Award(s) based on the evaluation and post the award(s) to IPS under the IFB number for this solicitation. Ver: 6/20/16 Page 8 of 41

11 Page: 9 Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the University. IV. Vendors are cautioned that this is an invitation for bids, not a request or an offer to contract, and the University reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the University. NOTE: During the evaluation period and prior to award, all information concerning the bid and evaluation is confidential, and possession of the bids and accompanying information is limited to personnel of the issuing agency and any third parties involved in this procurement process, and to the committee responsible for participating in the evaluation. Any attempt on behalf of a Vendor to gain such confidential information, or to influence the evaluation process (e.g., contact anyone involved in the evaluation, criticize another Vendor, offer any benefit or information not contained in the bid) in any way is a violation of North Carolina purchasing law and regulations and shall constitute sufficient grounds for disqualification of Vendor s offer from further evaluation or consideration in the discretion of the University. REQUIREMENTS A. GENERAL CONTRACTOR REQUIREMENTS This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better bid, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.4. NC A&T State University is requesting to purchase complete IP based CCTV cameras as specified that provide 100% coverage to replace the existing fragmented analog video surveillance cameras installing all listed cameras turn-key. All security cameras shall include manufacturer s warranty or at the least one (1) year s warranty. With this contract, Contractor may also install additional exterior security cameras at various locations around campus as needed by the University. The Contractor shall install cameras at specific locations with various mounting options, etc. as part of the bid response and reflect the cost for all of the components involved to install a fully operational turn-key system that meets the needs of the University. The University may consider modification to number and locations of cameras to meet similar coverage needs. The University is seeking a cost for turn-key installed cameras (including wiring and labor). The University also reserves the option of installing the system in phases (example: Phase I Exterior cameras - Residence Housing, Phase II Exterior Cameras - Academic Buildings, Phase III Exterior cameras throughout the rest of the University Campus.) B. GENERAL REQUIREMENTS / MAINTENANCE 1. The following requirements are presented as a minimum expectation for any Security camera contractor s proposal to be considered: a. All contractors must provide documentation that verifies and demonstrates experience. If the proponent cannot meet or exceed these requirements, the University reserves the right to exclude their bid from evaluation without further discourse or may enter into negotiations to mitigate any variances at its discretion. b. The successful bidder shall describe its overall qualifications/experience including background in this field, the services that it provides and its specific experience in the last 5 years on similar assignments (Higher Education) and their specific responsibilities. Ver: 6/20/16 Page 9 of 41

12 Page: 10 c. Provide evidence of Certification, Training and Experience of any/all of the security camera manufacturers specified. d. Provide an emergency response plan. e. Provide evidence of the ability to provide suitable, properly maintained equipment (i.e. aerial lift, scissor lift). Provide company s equipment list. f. Support Plan the University is requesting that each contractor provide a plan to support its proposal. The Plan should describe the on site and off site technical support along as well as support staff to assist in the installation and maintenance of the system as needed. g. Training and Experience in Confined Space situations; provide training certificates OSHA Training; provide OSHA 10 hour and/or 30 hour training certificates. h. Contractor must maintain a local presence, within three (3) hour drive time of the Main Campus Greensboro, North Carolina to ensure appropriate response time. i. The Contractor is responsible for maintaining all certifications throughout the life of the contract for both Contractor and any sub-contractor. Copies of all certifications will remain on file in UPD s Office of the Director of Police Administrative and Support Services. j. CCTV maintenance shall be carried out by the installing company. k. The installing contractor should have the necessary resources, including spare parts to meet all the requirements of this bid. l. Bidders are to be Authorized Repairers for warranty coverage purposes. m. 4 Hour maximum response time is desired on service during normal working hours (8 a.m. to 5 p.m. weekdays). n. Contractors shall have been in business for more than 5 years. o. All camera installation, configuration, setup, program and related work shall be performed by authorized integrators/electronic technicians authorized by the manufacturer. p. Authorized integrators/electronic technicians shall include at a minimum 3 years' experience in the installation and service of the equipment provided. q. Bidder shall provide a preventative maintenance CHECKLIST on each camera to include lens and dome cleaning, connections and operation. r. An itemized report to shall be delivered to the University Project Manager or University point of contact and shall include serial numbers and camera type for each camera serviced and invoiced. s. Annual Preventative Maintenance and reports shall be completed prior to school opening as coordinated with the University Project Manager. t. The bidder shall provide an on-line maintenance, service request and tracking system. u. All repairs and replacements shall be pre-approved by the University Project Manager or University point of contact based on a written and itemized labor and material estimate. v. All maintenance and repair billing is to be detailed, itemized and shall be submitted monthly. w. Bidder shall attend quarterly in-person status meetings coordinated by the University Project Manager. x. The bidder shall maintain an inventory of spare parts adequate for immediate repair and spare cameras adequate for temporary replacement of cameras that must be removed for repair. Break/Fix Replacement Spare Parts List: Additional Five (5) fixed Cameras Additional Three (3) PTZ Cameras y. Replacement parts and equipment shall be identical to that being replaced or the currently equivalent model. z. Hourly labor charges shall be rounded to the nearest quarter hour. aa. Hourly labor charges shall not include transportation time or mileage. bb. All quotes provided shall utilize the fees and charges specified under this contract. Ver: 6/20/16 Page 10 of 41

13 Page: 11 cc. Bidder shall provide competent certified technicians to perform the work, are familiar with the equipment being serviced. dd. All work performed under this contract shall be in accordance with the most recent industry standards for security equipment, maintenance and repair services and applicable federal, state and local codes/regulations. ee. Bidder s service technician shall log in with the University s Project Manager at the start of each service call and provide a service ticket to that individual stating the services to be performed. C. REQUIRED DISCRETIONARY LABOR BANK 1. For every one hundred thousand ($100,000) dollars of institutional spend invoiced toward the agreement, the Contractor will credit or bank thirty (30) labor hours to be used at UPD s discretion during the course of the agreement. Institutional spend includes UPD and non-upd spend, including spend through General Contractors. (UPD Project Management will notify the Contractor when this milestone is reached and publish a report documenting hours accrued. Contractor will report all institutional spend, including that through General Contractors, at each Quarterly Business Review.) V. CONTRACTUAL REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the University to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with GENERAL INFORMATION SECTION E: QUESTIONS. A. CONTRACT TERM Initial Term: The Contract shall commence within 21 consecutive calendar days after the receipt of the purchase order countersigned by the University (the Effective Date ). The projected start date is July 25, The contract expiration date is scheduled for July 25, If work cannot begin on stated date, contractor shall begin the work by. At the end of the Contract s current term, the University shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two (2) additional (1) one-year terms. The University will give the Vendor written notice of its intent whether to exercise each option no later than sixty (60) days before the end of the Contract s then-current term. This notice shall not be deemed to commit the University to a contract renewal. In addition, the University reserves the right to extend a contract term for a period of up to 180 days in 90- day-or-less increments. B. PRICING Bid price shall constitute the total cost to Buyer for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this IFB. Complete ATTACHMENT A: PRICING FORM and include with Bid. The University reserves the right to request copies of invoices for materials furnished from the Contractor s suppliers. 1. Price changes: Pricing shall remain fixed for the initial term of the contract Price changes will only be considered on an annual basis when: a. When price changes are based on a documented change in vendor s net cost of providing services and, b. When the University is notified of a price change a minimum of thirty (30) calendar days prior to Ver: 6/20/16 Page 11 of 41

14 Page: 12 effective date and, c. When the vendor provides the University any and all documentation it may require to support the proposed price increase and the requested increases are in line with the US DOL CPI adjustment for the previous year. Equipment will be charged, FOB Destination with no additional charges allowed i.e.: fuel surcharges, etc. Travel time, mileage, meals, parking and/or miscellaneous expenses are the responsibility of the contractor. Quality Control Sheet: At the end of each required service, the contractor s on site supervisor shall submit a copy of a quality control sheet verifying that the work is completed. The University s Representative will confirm that the work was completed. The contractor shall maintain full and verifiable records including vouchers and other information pertinent to the work of the number of employees engaged, hours worked, materials and quantity of each used, arrival and departure times and areas worked C. PRODUCT IDENTIFICATION 1. BRAND SPECIFIC Manufacturer's name and product description used in this solicitation is product specific. The items offered in response to this solicitation must be the manufacturer and type specified. These specific products are needed due to compatibility and continuity of support. If you have any questions, please call the purchaser listed on the first page. As of 6/24/2016 Item No. 1 2 Description of Replacement Cameras Axis M3026VE (FIXED) Axis Camera P5514-E (PTZ) Quantity D. TRANSPORTATION AND IDENTIFICATION The Vendor shall deliver Free-On-Board (FOB) Destination to NC A&T State University Greensboro, NC with all transportation costs included in the cost of items. When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer s name shall be show on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order. E. DELIVERY / INSTALLATION The Vendor shall deliver Free-On-Board (FOB) Destination to the following location: NC A&T STATE UNIVERSITY. Successful Vendor must complete delivery/installation within 21 consecutive calendar days after receipt of purchase order. Ver: 6/20/16 Page 12 of 41

15 Page: 13 For completion by Vendor: Delivery will be made from (City, University) within consecutive calendar days after receipt of purchase order. Promptness of delivery shall be used as a factor in the award criteria. Delivery shall not be considered to have occurred until installation has been completed. Upon completion of the installation, the Vendor shall remove and properly dispose of all waste and debris from the installation site. The Vendor shall be responsible for leaving the installation area clean and ready to use. F. QUALITY ACCEPTANCE INSPECTION Upon delivery of the goods and/or completion of the project (whichever is applicable) the Vendor shall request a Quality Acceptance Inspection. Such requests must be forwarded (in writing) to the Division of Purchase and Contract, Attn: Quality Acceptance Inspections, 1305 Mail Service Center, Raleigh, NC ; Fax # (919) ; or to P&C.inspections@doa.nc.gov. Vendor shall include a copy of the Purchase Order and a copy of the bid or quote with its inspection request. INVOICES WILL NOT BE PAID BY THE USING AGENCY UNTIL A QA INSPECTION HAS OCCURRED AND THE GOODS ACCEPTED. G. WARRANTY Vendor warrants that all materials, software, equipment and services furnished under this IFB will be new, of good material and workmanship. The warranty will be for a minimum period of twelve (12) months from date equipment is put into operation. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians travel at no additional cost to the University. Response time for support is no more than 4 hours. Warranty replacement response time is no more than 72 hours. The report of a problem does not pre-suppose that every call must result in an on-site visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion through the use of acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the University to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor is responsible for compliance with warranty terms by any third-party service provider. Vendor is authorized by manufacturer to repair equipment offered during the warranty period? YES NO Will the Vendor provide warranty service? YES NO, an authorized third party will perform warranty service Contact information for warranty service provider: Company Name: Company Address: Contact Person (name): Contact Person (phone number): Contact Person ( ): Ver: 6/20/16 Page 13 of 41

16 Page: 14 Warranty service will be initiated within 48 hours after notification by agency. (Yes/No) If no, how long? SERVICE: 4 Hour maximum response time is required on service during normal working hours (8 am to 5 PM weekdays). STATE RESPONSE TIME, TELEPHONE INFORMATION, AND LOCATION FROM WHICH SERVICE WILL BE PROVIDED. Maximum response time to this location after receipt of service call: hours Bidder has toll-free number for service calls: (yes/no) If yes, state toll-free (800) number: State telephone number Ver: 6/20/16 Page 14 of 41

17 Page: 15 H. PRICING SCHEDULE ATTACHMENT A: PRICING FORM - PHASE 1 (RESIDENCE HALLS ONLY) Contractor shall furnish all necessary parts, labor, transportation, equipment, tools, materials and supplies as may be required to deliver, install and set-in place, ready for owner s use the security camera installation and maintenance in accordance with the terms and conditions and specifications fully incorporated herein. ITEM CAMERA QTY. 1 Barbee LOCATION DESCRIPTION UNIT COST ONE (1) FIXED $ TOTAL EXTENDED COST $ 2 Cooper TWO (2) FIXED $ $ 1 Curtis ONE (1) PTZ Haley N/A 3 Holland THREE (3) FIXED -- Village 4 N/A $ $ $ $ $ $ $ $ 32 Village 1,2,3,5,6 TWENTY NINE (29) PTZ / THREE (3) FIXED $ $ 8. (39) PHASE ONE--RESIDENTIAL TOTAL BID AMOUNT $ Not to Exceed SCHEDULE OF MAINTENANCE ROUTINE PRICING 1 1st Year MAINTENACE COST FIXED CAMERA (EACH CAMERA) PTZ $ $ nd Year MAINTENACE COST FIXED CAMERA (EACH CAMERA) PTZ $ $ rd Year MAINTENACE COST FIXED CAMERA (EACH CAMERA) PTZ $ $ Ver: 6/20/16 Page 15 of 41

18 Page: 16 Total Costs should include: All Parts/Replacement Parts, Installation, labor, travel and all overhead associated with the fulfillment of this solicitation. PHASES OF COMPLETION (A-1) Phase 1 Phase 2 Phase 3 Phase 4 All equipment including but not limited to: Listed Cameras, All Mounting, Installation and Testing for the NC A&T Campus: Residential Exterior Cameras All equipment including but not limited to: Listed Cameras, All Mounting, Installation and Testing for the NC A&T Campus: Academic Building Exterior Cameras All equipment including but not limited to: Listed Cameras, All Mounting, Installation and Testing for the NC A&T Campus: Campus Enterprises Exterior Cameras All equipment including but not limited to: Listed Cameras, All Mounting, Installation and Testing for the NC A&T Campus: Foundation Exterior Cameras $ Total Cost $ Total Cost $ Total Cost $ Total Cost Service Call Maintenance Agreement (Time & Material) All parts, materials, supplies, transportation, delivery and any costs incurred as a result of providing services outlined in the Scope of Work will be itemized at cost. No additional charges Hourly Rate Non scheduled maintenance, Inspection and Repair of CCTV s: Regular Time Labor (8 a.m. 5 p.m.) $ Per Hour Cost Overtime Rate Non scheduled maintenance, Inspection and Repair of CCTV s: Over Time Labor (5:01 p.m. 7:59 a.m.) $ Per Hour Cost Break/Fix Replacement Spare Parts List: Additional Five (5) fixed Cameras Additional Three (3) PTZ Cameras Ver: 6/20/16 Page 16 of 41

19 Page: 17 V. SCOPE OF WORK A. SPECIFICATIONS The Contractor(s) that will work with the University must be able to provide and/or perform the following: 1. The Contractor will be required to deliver and install new digital IP video camera equipment and related accessories on an as needed basis. 2. Copies of technicians training certificates are to be provided in the bid submission. 3. The Contractor will be required to completely test the system for operation to the satisfaction of the University s UPD. 4. The provided equipment must be capable of total and complete operation when connected to the University s software system currently in place. 5. The Contractor shall supply all tools and equipment required for the execution of the assigned work (i.e. appropriate mounting hardware, appropriate enclosures, any appropriate Midspan/High PoE Midspan (indoor and outdoor) hardware, any lightening suppression equipment,) as well as the actual installation of the proposed equipment on the University of North Carolina A&T s Campus at locations determined by the University. 6. The University currently has 550 plus cameras on campus. That number is scheduled to increase. They are all IP and analog cameras. Some are fixed, some are PTZ, and some are indoor. Some locations may need a lift for accessibility. 7. The service maintenance shall include cleaning, re-focusing, and general maintenance of each camera. 8. Rented Equipment (Used directly on the Work and by the Contractor s own forces such as scissor, boom, aerial and man lifts) shall be compensable at actual rental invoice cost to the contractor with no markup allowance. 9. All trade related equipment, hand tools and power tools, normally supplied with the labor to complete the requested services are not compensable. The provision and use of this equipment shall be included in the labor rate. 10. Material Inventory: The Contractor must maintain adequate stocks of parts and materials both on service vehicles and at local office locations to allow for the timely completion of assigned corrective tasks. 11. All equipment, parts and materials shall be provided and installed in accordance with Manufacturer Specifications and all State and Local Building and Fire Codes. 12. All equipment and materials provided must meet University specifications and approval. 13. One (1) year is the minimum material and equipment warranty period, if the manufacturer s warranty period exceeds this minimum the longer term will prevail. 14. The Contractor shall also provide an optional cost for a 2 year extended warranty beyond the University s original warranty on all requested quotes. Any service or maintenance needed should be included within the scope of this warranty. 15. The contractor must provide emergency telephone numbers at which qualified staff can be reached in case of an emergency. The telephone numbers shall not be forwarded to an answering machine. 16. The Contractor is required to respond within two (2) hours after notification of an emergency call. 17. Contractors estimating staff are required to respond within forty-eight (48) hours after notification of a quotation request. Quotations must be provided in a timely fashion as determined by the University. 18. All items quoted need to be repaired or replaced within 7 days of notification. Any replacement made must be the same make and model as the item being replaced unless authorized by the UPD or appropriate University staff 19. Exclusions: University infrastructure components may have existing asbestos containing material (ACM), if the Contractor finds material that may contain asbestos or other harmful materials, work must stop immediately and the University Contract Coordinator must be notified. Abatement will take place prior to completion of work. Ver: 6/20/16 Page 17 of 41

20 Page: 18 B. CAMERA REPLACEMENT 1. Cameras The requirements are as follows: As of 6/24/2016 For Replacement Campus Enterprises PTZ Fixed Aggie Dome Brown Hall 1 -- Parking Deck Williams Cafeteria Total Campus Enterprises Foundation Event Center 2 1 Pride Hall -- 2 Suite E -- Suite F -- Total Foundation 2 3 Residence Halls Barbee -- 1 Cooper -- 2 Curtis 1 -- Haley Holland -- 3 Village Village 1, 2, 3, 5, Total Residence Halls 30 9 Academic Aggie fitness & Wellness 1 6 Barnes Hall -- 3 Bluford Library 1 2 Cherry Hall 2 3 Coltrane Hall Corbett Gym Craig Hall -- 1 Crosby Hall -- 2 DeHuguley Building 1 -- Ver: 6/20/16 Page 18 of 41

21 Page: 19 Dowdy -- 1 GAB General Class Room -- 3 Gibbs Graham Hall 3 5 Harrison Auditorium 1 7 Health Center Hines Hall 2 1 IRC -- 3 McNair Hall 2 3 Morrison Morrow New Education Building 2 2 New Science Building -- 8 Sockwell Stadium Ward Hall 1 7 Total Academic Installation/Mounting Hardware Successful contractor will be providing cameras, mounting hardware, licenses and installation of each camera. Cameras will be installed at various locations listed and will be installed at varying heights. Cameras must be mounted and network capable as part of the installation services. All hardware necessary must be provided by the successful vendor to mount the cameras making them network capable and must be reflected in bid pricing. Contractors must provide new wiring from cameras to network closet if needed. The re-use of Nice Client software Licenses will be utilized as outlined herein. No additional licenses are required. The Contractor will complete the necessary network configuration for each camera. OneCard will request the necessary IP addresses for each camera. OneCard will allocate and commission new cameras on Nice NVR for recording. 4. Types of Maintenance There are three types of maintenance that are required to be carried out on the CCTV surveillance system. Preventative maintenance -Planned maintenance of a system, carried out on a scheduled basis. Corrective maintenance -Emergency maintenance of a system, or part thereof, carried out in response to the development of a fault. Customer and user maintenance -Basic maintenance/fault reporting tasks, as detailed by the maintenance company, carried out by the system manager and / or system user. Recommended frequency of maintenance The vendor will carry out a complete audit / check of the CCTV surveillance system and cameras, the documentation associated with the CCTV system, and the training requirements of users. Ver: 6/20/16 Page 19 of 41