REQUEST FOR PROPOSAL FOR SECURITY CAMERA SYSTEM AT CONWAY LAW ENFORCEMENT CENTER CONWAY, SC 29526 Stephanie Carroll, Technology Coordinator scarroll@cityofconway.com 843 248 1760 LEC Security Camera System RFP Page 1
REQUEST FOR PROPOSAL (RFP) FOR SECURITY CAMERA SYSTEM To: All Interested Bidders You are invited to submit a formal proposal (bid) for installing and configuring a security camera system at the City of Conway Law Enforcement Center in Conway, South Carolina, in accordance with the attached General Conditions and Specifications. Please submit one original and three copies of your proposal including all catalogs and cut sheets. A mandatory pre-bid conference will be held at 200 Laurel Street, the Conway Law Enforcement Center, on November 18, 2011 at 10:00 AM with Stephanie Carroll, Technology Coordinator, and Reggie Gosnell, Chief of Police. Only bidders present at this meeting will be allowed to bid on this project. Copies of the project drawings will be distributed during this conference. Any other drawings needed for proposal purposes must be obtained by the bidder. All questions should be emailed to scarroll@cityofconway.com no later than 4:00 p.m. EST, November 28th, 2011. All questions and answers regarding this offering will be supplied via email no later than 4:00 pm, December 2, 2011 to all bidders. Sealed proposals (four complete documents - one original and three copies) will be received until 2:00 p.m. legally prevailing time (EST), Tuesday December 13th at: The City of Conway Procurement Office 2940 Jerry Barnhill Blvd., Conway, South Carolina 29528 Attn: Stephanie Carroll (843) 381-0870 Proposals will be opened at the time, date, and location indicated above. FAXED PROPOSALS WILL NOT BE ACCEPTED. Proposals may be rejected if any omissions, alteration of form, additions not called for, or any irregularities of any kind are shown. The proposal shall remain firm for not less than ninety (90) calendar days from the date of receipt of proposal. Bidders guarantee that all goods and services meet the requirements of the solicitation during the contract period. Proposals exceeding $25,000 (twenty-five thousand dollars) must be accompanied by a surety bond made payable to the Owner (City of Conway) in the amount of five percent (5%) of the maximum proposal price (including all additive alternatives) and issued by a surety authorized to conduct business in the State of South Carolina. When proposals are awarded, the Owner will immediately return all bonds, except those of the successful bidder. All interpretations of this invitation must be in writing from the undersigned. Sincerely, Stephanie Carroll Technology Coordinator LEC Security Camera System RFP Page 2
PROJECT SPECIFICATIONS I. Purpose The City of Conway is planning to install a security camera system at the Conway Law Enforcement Center in Conway, SC. The purpose of this document is to request a proposal for such system based on the criteria outlined in this package. It is expected that each respondent demonstrate its uniqueness in fulfilling this request. II. Project Summary The City of Conway is interested in installing a security camera system at the Main Law Enforcement Center. This system will include a 16 Channel DVR, seven interior cameras, four exterior cameras, a monitor, cabling and all required software. Proposals shall include all new equipment and cabling as well as pricing for removal of existing cable that is no longer being used. Cameras to be installed per locations on project drawings. Cameras installed in outdoor locations shall be weatherproof. All cameras shall be vandal proof. Complete specification details or cutsheets for all products being proposed must be provided as part of the proposal package. The onsite Data Center must house all electronics, cabinets, and racks. Electronics and racks will not be installed in offices, break rooms, or other business areas unless specified by the City. The system must be capable of remote access and expansion without replacement of the head end equipment. DVR Requirements: 16 Channel H.264 Compression format Up to 480 NTSC / 400 PAL Recording Rate/Resolution and Playback Rate/ Resolution Capable of Dual Streaming Real time recording and playback rate for all Cameras Capable of Mobile/PDA/Browser Viewing Capable of Simultaneous Live, Recording, Playback, Archive and Remote Viewing Camera Inputs 16BNC with One camera per input Video Outputs VGA/BNC Audio 4 Inputs / 1 Output Recording Mode Continuous, Event and Schedule Playback Search Capable of Time, Event, Smart and Snapshot Searching Alarm In One per Video Input Alarm Out 4 Alarm Outputs Capable of Video Pause, Video Loss Detection, Motion Detection, Event Log and Watch Dog timer Internal Hard Drive Minimum of 1 Terabyte External Hard Drive 1 esata port Built In DVD burner User Interface Mouse or Front Panel Operated GUI Network 10/100/1000Mb Ethernet Protocol TCP-IP/DHCP/PPPoE/DDNS/SMTP/SSL/POP3/HTTP/NTP Capable of PTZ control At least 2 USB ports Supports Express and Advanced Schedule Settings At least 3 Levels of User access RS-232 Connection RS-485 Terminal Connector 12VDC Power Source LEC Security Camera System RFP Page 3
PROPOSAL CHECKLIST FOR THE LEC SECURITY CAMERA SYSTEM BIDDERS: YOU ARE REQUIRED TO COMPLETE THIS CHECKLIST AND INCLUDE IT WITH YOUR PROPOSAL. YOUR PROPOSAL PACKAGE MUST INCLUDE ONE ORIGINAL AND THREE COPIES OF THE FOLLOWING ITEMS IN THE ORDER SPECIFIED: 1. SIGNED PROPOSAL FORM 2. PROPOSAL (EXHIBIT A ) - INCLUDING ALL OF THE FOLLOWING: A. TOTAL COSTS (materials, labor, and grand total) B. BILL OF MATERIALS (description, product #, quantity, unit and extended costs) C. CATALOG PAGES AND/OR CUT SHEETS AS APPROPRIATE D. WARRANTY services, procedures, conditions, and time periods. 3. STATEMENT OF VENDOR S QUALIFICATIONS 4. SIGNED AFFIDAVIT 5. ACKNOWLEDGMENT OF ADDENDA 6. STATEMENT OF NON-PROPOSAL 7. CONTRACT FOR PROFESSIONAL SERVICES 8. INCLUSION OF BID BOND LEC Security Camera System RFP Page 4
PROPOSAL FOR LEC SECURITY CAMERA SYSTEM TO BE RECEIVED NO LATER THAN 2:00 PM, EST TUESDAY DECEMBER 13 th, 2011 DELIVER TO: CITY OF CONWAY TECHNOLOGY COORDINATOR ATTN: STEPHANIE CARROLL 2940 JERRY BARNHILL BLVD, CONWAY, SC 29526 Having carefully examined the Proposal Invitation Letter, the General Conditions, and the Request for Proposal for the LEC Security Camera System, any addenda, as well as the actual sites and premises, and conditions affecting the work, the undersigned proposes to provide the required materials, labor, and services specified in the attached proposal (base bid) for the total sum not to exceed Dollars ($ ) In the event that the bidder is notified in writing by mail or courier of the acceptance of this proposal within thirtyfive (35) days after the time set for the opening of bids, the undersigned agrees to furnish and deliver to the City of Conway within five business days a Performance and Payment Bond in an amount equal to 100% of the contract sum. Enclosed herewith is a Bid Bond (certified check is NOT acceptable) in the amount of Dollars ($ ) (This amount being no less than 5% of the Total Base Bid). The undersigned agrees that the above stated amount is the proper measure of liquidated damages which the Owner will sustain by the failure of the undersigned to execute the contract and to furnish the Performance Bond and the Payment Bond in case the proposal is accepted. The undersigned further agrees that if this proposal is accepted within thirty-five (35) days after the date set for the opening of bids and the undersigned fails to execute the contract within ten (10) days after written notice of such acceptance or if he fails to furnish both Performance and Payment Bonds, the obligation of the Bid Bond will remain in full force and effect and the money payable thereon shall be paid into the funds of the City of Conway as liquidated damages for such failure; otherwise, the obligation of the bond will be null and void. Respectfully Submitted, Name of Firm Address of Firm Signature Telephone Number Name Title Name and Title of Vendor s Representative who will service contract Address and Telephone Number of Vendor s Representative LEC Security Camera System RFP Page 5
PROPOSAL FORMAT EXHIBIT A (All prices must be valid through December 31, 2011) PROJECT COST SUMMARY Materials: Labor: Total: BILL OF MATERIALS PER TASK (EACH SYSTEM TO BE CONSIDERED A SEPARATE TASK) SAMPLE SHOWN BELOW: Product/Item Description/Number Quantity Price Each Extended Price DVR INTERIOR CAMERAS EXTERIOR CAMERAS CABLING MONITOR UNUSED CABLE REMOVAL COST SUMMARY PER TASK Materials: Labor: Total: WARRANTY PROVISIONS SCHEDULES: Estimate Time of Commencement of Installation after Notice of Award: Calendar days Other (Please explain below) Estimate Time to Completion after Installation Begins: Calendar days Other (Please explain below) (Vendor Name) (Date) (Vendor Representative) LEC Security Camera System RFP Page 6
STATEMENT OF VENDOR S QUALIFICATIONS (Vendors with no previous work experience with the City) To accompany proposals submitted for installing Security Camera System at Conway Law Enforcement Center Name of Vendor Telephone Number Fax Number Business Address When Organized? Where Organized? Partnership? Corporation? How many years have you been engaged in this business under the present firm name? Have you ever refused to sign a contract at your original bid? Please attach a list of major accounts in South Carolina comparable to the work proposed. If no accounts in South Carolina, list other accounts. Remarks: The above statement must be subscribed and sworn to before a Notary Public. Date: Firm Name: By: Title: Notary Public Notary Seal Commission Expires LEC Security Camera System RFP Page 7
Required Form FORM OF NONCOLLUSION AFFIDAVIT (This Affidavit is Part of the Proposal) STATE OF ) ) COUNTY OF ) Being first duly sworn, deposes and says that he/she is (Sole owner, a partner, president, secretary, etc.) of the party making the foregoing Proposal that such Proposal is genuine and not collusive or sham; that said OFFEROR has not colluded, conspired, connived, or agreed directly or indirectly, with any OFFEROR or person to put in a sham Proposal, or that such other person shall refrain from offering and has not in any manner, directly or indirectly sought by agreement or collusion, or communication of conference, with any person, to fix the proposal price of affiant or any other OFFEROR, or to fix any overhead, profit or cost element of said proposal price, or that of any other OFFEROR or to secure any advantage against OWNER any person interested in the proposed Contract; and that all statements in said Proposal are true; and further, that such OFFEROR has not, directly or indirectly submitted this proposal, or the contents thereof, or divulged information or date relative thereto to any association or to any member or agent thereof. (Offeror) Sworn to and subscribed before me this day of, 20. State County Notary Public in and for My commission expires, 20. LEC Security Camera System RFP Page 8
Required Form INDEMNIFICATION (This form is a part of the proposal) The VENDOR will indemnify and hold harmless the OWNER (THE CITY OF CONWAY) and their agents and employees from and against all claims, damages, losses and expenses, including attorney's fees arising out of or resulting from the performance of the WORK provided that any such claims, damage, loss, or expense is attributable to bodily injury, sickness, disease or death, injury to or destruction of, tangible property including the loss of use resulting there from and is caused in whole or in part by any negligent or willful act or omission of the CONTRACTOR, and anyone directly or indirectly employed by him or anyone for whose acts any of them may be liable. In any and all claims against the OWNER or any of their agents or employees by an employee of the CONTRACTOR, and anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way on the amount or type of damages, compensation or benefits payable by or for the CONTRACTOR under the workman's compensation acts, disability benefit acts, or other employee benefits acts. The obligation of the CONTRACTOR under this paragraph shall not extend to the liability of the CITY OF CONWAY or its agents or employees arising out of the reports, survey, change orders, designs, or specifications. CONTRACTOR: BY: PHONE: LEC Security Camera System RFP Page 9
ACKNOWLEDGEMENT OF ADDENDA Proposer hereby acknowledges receipt of all Addenda through and including: Addendum No., dated. Addendum No., dated. Addendum No., dated. Addendum No., dated. Company Authorized Signature Print Name LEC Security Camera System RFP Page 10
STATEMENT OF NON-PROPOSAL Date Stephanie Carroll, Technology Coordinator City of Conway 2940 Jerry Barnhill Blvd Post Office Box 1075 Conway, South Carolina 29528 Dear Mrs. Carroll: We, the undersigned, have declined to submit a proposal on # for the following reason(s): We do not offer these services. Our schedule would not permit us to perform. Unable to meet specifications (please note below). Delete our firm from your vendor's list as we are unable to comply. We understand that if a letter is executed and returned, our name will be retained on the list of qualified offerors, unless otherwise specified (as stated above). Company Name: Authorized Signature: Printed Name: Phone/Fax # _ Unable to meet specifications because: LEC Security Camera System RFP Page 11