City of Fulton, Missouri REQUEST FOR PROPOSAL

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1 City of Fulton, Missouri REQUEST FOR PROPOSAL RETURN ALL RFPS TO: CITY OF FULTON C/O Carolyn Laswell City Clerk P.O. BOX EAST 4 TH STREET FULTON, MO RFP. NO. P DATE 05/22/12 REQ. NO. PAGE 1 OF 9 SEALED RFPS MUST BE RECEIVED IN THE OFFICE OF THE CITY CLERK NO LATER THAN 3 P.M. ON June 5, 2012 Purchasing Agent : Samantha Bedsworth Fax: Telephone: (573) or RECEIVED FROM: DO NOT SEND RFP TO THIS ADDRESS. THE SUPPLIES AND/OR SERVICES REQUIRED HERE MUST BE DELIVERED F.O.B. DESTINATION AT THE FOLLOWING ADDRESS: City of Fulton Warehouse 1024 Westminster Fulton, Missouri TERMS % DAYS Multi Camera Security Security system: Prospective Bidders are hereby invited to submit their proposal for the purchase and installation of a security system, as follows: Requested delivery is 14 days ARO, Bidders State Best Delivery Date: PROPOSALS MUST BE SIGNED TO BE VALID The bidder hereby agrees to furnish and/or service, at the price quoted pursuant to all requirements and specifications contained in this document, upon either the receipt of an authorized Purchase Order from the purchaser, or when this document is countersigned by the Purchasing Department as a binding Contract. The Bidder further agrees that the language of this document shall govern in the event of a conflict with His or Her Bid. COMPANY NAME TITLE: AUTHORIZED SIGNATURE: DATE: PHONE NUMBER: FEDERAL ID OR SSN: NOTICE OF AWARD : (City use only) CONTRACT NO. C - ACCEPTED AS TO ITEMS: Purchasing Agent Director Of Administration Date COF MB P-2 (Revised 01/28/04)

ST BE RECEIVED IN THE OFFICE OF THE CITY CLERK NO LATER THAN 3 P.M.

2 INTRODUCTION The City of Fulton, Missouri is looking to purchase a multi camera security systems for City Hall Lobby and payment center. Vendors are required to submit all warranty information on the equipment being offered. Vendors are also required to submit two (2) complete copies of the proposal they are submitting. 2

Vendors are required to submit all warranty information on the equipment being

3 SPECIAL INSTRUCTIONS TO BIDDERS 1.Bidder's Contract: 1.1 All questions regarding technical specifications, RFP process, etc., must be directed to the contact indicated on the first page of this RFP. 1.2 Bidders may not contact the employees of the using agency concerning this procurement while the bid and evaluation are in process. 2.Clarification of Requirements: 2.1 It is the intent and purpose of the City of Fulton that this request permits competitive bidding. It shall be the bidder's responsibility to advise the Purchasing Department, at the address noted on page one of this RFP, if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the Purchasing Department not later than five (5) days prior to bid closing date. A review of such notifications will be made. 3.Submission of RFP: 3.1 RFP s must be priced, signed and returned (with all necessary attachments) to the office of the City Clerk by the closing date and time specified. All RFP envelopes must be marked in the lower left hand corner with the RFP number and the due date and time. Mail to: City of Fulton Attn. Carolyn Laswell, City Clerk P.O. Box 130 Fulton, Missouri The bidder must respond to this RFP by submitting all data required herein in order for his RFP to be evaluated and considered for award. 3.3 To facilitate evaluation of the RFP s, it is highly desirable that the bids be organized to respond to each paragraph of the RFP. 4. RFP Evaluation/Contract Award: 4.1 Any contract resulting from this request shall be awarded in response to a RFP providing the lowest and best proposal to the City of Fulton. 4.2 Any award of a contract resulting from this RFP will be made by written notification from the Purchasing Department. 4.3 Bidders may submit preprinted marketing materials with their RFP s; however, the bidder is advised that such brochures normally do not address the needs of evaluation with respect to the technical evaluation process and the specific responses which have been requested of the bidder. The bidder is strongly discouraged from relying on such materials in presenting products and services for consideration by the city. 3

1 It is the intent and purpose of the City of Fulton that this request permits competitive bidding.

4 4.4 General description of products and services: The bidder should present in detail all products and services proposed in this response to the invitation. It is the bidder's responsibility to make sure all products proposed are adequately described. It should not be assumed that the Purchasing Agent has specific knowledge of the products proposed, but that the Purchasing Agent does have sufficient technical background to conduct an evaluation when presented complete information. 5. Location visit: 5.1 To ensure that all contractors understand the requirements, a tour of the locations may be arranged by contacting the Purchasing Agent, Sharon Cleveland at It is the contractor s responsibility to acquire all information necessary in order to submit a complete and responsible proposal. 5.3 After a visit to the locations all questions must be faxed to the Purchasing Agent in which she in turn will fax all answers. Questions will be received up to two (2) days prior to proposal closing date. Fax number is Installation: 6.1 Installation is required therefore wage determination shall apply. Pursuant to Missouri statues, applicable criteria effected in Section 290 is enclosed. 7. References: 7.1 All vendors are required to provide at least three (3) current customers who have acquired and installed the proposed equipment. The following information shall be provided: Company name Contact name Contact s title City and State Telephone number with area code Type of equipment provided 4

It should not be assumed that the Purchasing Agent has specific knowledge of the products proposed, but that the Purchasing Agent does have sufficient technical background to conduct an evaluation

5 Required features: Specifications 1. Ability to manage system via network 2. Ability to make cd from dvr 3. Ability to be expanded in the future 4. Cameras able to distinguish between monetary denominations Required system equipment: 1. 5 inside cameras (Samsung model #2080n) or equivalent 2. 1 outdoor camera (IC REALTIME EL-2000) or equiv 3. DVR with minimum 30 days of record (IC REALTIME model # Flex16-two Terabyte hard drive)or equivalent 4. Wiring ((Plenum coax Siamese) 5. Web Interface 6. Warranty of minimum 3 years 7. System installation to be completed within one month of award. System management training to be completed upon install of equipment. Site and location floor plans available upon request. Site and location walk thru a must before bid opening. By appointment only. 5

DVR with minimum 30 days of record (IC REALTIME model # Flex16-two Terabyte hard drive)or equivalent 4. Wiring ((Plenum coax Siamese) 5. Web Interface 6. Warranty of minimum 3 years 7.

6 GENERAL REQUIREMENTS 1. Submission to Technical Specifications: 1.1 Bidders must submit complete technical specifications of make and model bidding with their response. Failure to provide adequate information will result in rejection of the bid. 2. Make and Model: Make: Model: 3. Warranty: Warranty on Parts: Warranty on Labor: 4. Service Location: 4.1 The bidder must state nearest service location. 5. Service Response Time: 5.1 The bidder must state response time for service call by hours upon notification. Hours. Is this guaranteed: Yes: NO: 6. Factory Trained Representative: 6.1 The bidder should state the number of factory trained representatives on the equipment which he/she is bidding. Number of Representatives: 7. Authorized Dealer/Service Center: 7.1 Bidder should state if company is an authorized dealer and service center: Yes NO 6

1 The bidder must state nearest service location. 5. Service Response Time: 5.1 The bidder must state response time for service call by hours upon notification. Hours. Is this guaranteed: Yes: NO: 6.

7 8. Discount on Parts: 8.1 State percentage discount on parts after warranty period. % 9. Availability of Parts: 9.1 State Availability of parts. /years. 10. Labor Rate: 10.1 State hourly rate for service calls: /Hour 11. Extended Warranty: 11.1 What is the price of an extended warranty: $ 11.2 What length of time is the extended warranty for: 11.3 What all does it cover: 7

1 State hourly rate for service calls: /Hour 11. Extended Warranty: 11.

8 PRICING PAGE Pricing is being request as a package deal at each location including labor for the installation. 1.Lobby Package: $ 2. Payment Center Package: $ 8

9 NOTICE The City of Fulton is soliciting bids as follows: Copies may be obtained from the office of the Purchasing Agent, 1024 Westminster, P.O. Box 130, Fulton, Mo 65251, (573) BID NUMBER DESCRIPTION CLOSING DATE TIME RFP Multi Camera Security System 6/5/12 3 P.M. Please run the above ad Wednesday, May 23, Bill to: City of Fulton P.O. Box 130 Fulton, Missouri Please send affidavit of publication and verification copy with invoice. Sent by, Samantha Bedsworth, Purchasing Agent 9

BID NUMBER DESCRIPTION CLOSING DATE TIME RFP201231 Multi Camera Security System 6/5/12 3 P.M. Please run the above ad Wednesday, May 23, 2012.

INVITATION TO BID EOE

INVITATION TO BID EOE INVITATION TO BID The 22 nd Judicial Circuit is currently soliciting bid proposals for the Clerk and Admission Office s new flooring for the Family Courts Juvenile Division at 920 N. Vandeventer Ave. The