LEC Security Camera System RFP
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REQUEST FOR PROPOSAL FOR
SECURITY CAMERA SYSTEM AT
CONWAY LAW ENFORCEMENT CENTER
CONWAY, SC 29526
LEC Security Camera System RFP
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REQUEST FOR PROPOSAL (RFP) FOR SECURITY CAMERA SYSTEMTo: 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 [email protected] 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,
LEC Security Camera System RFP
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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 “cut-sheets” 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
LEC Security Camera System RFP
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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
LEC Security Camera System RFP
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PROPOSAL FOR LEC SECURITY CAMERA SYSTEM
TO BE RECEIVED NO LATER THAN 2:00 PM, EST TUESDAY DECEMBER 13th, 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 thirty-five (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
LEC Security Camera System RFP
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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)
LEC Security Camera System RFP
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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: _________________________________________________
_________________________________________________
LEC Security Camera System RFP
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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
LEC Security Camera System RFP
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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: _______________________________________________
LEC Security Camera System RFP
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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 _________ ______.
LEC Security Camera System RFP
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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 # _________________________________________________ _
