10828-20240401082922 JACKSON SECURITY.pdf

RFP 2024-01 (Re-Issue) Security Camera System Solution

REQUEST FOR PROPOSALS (RFP) #2024-01 (RE-

ISSUE)

FOR CITY OF JACKSON

SECURITY CAMERA SYSTEM SOLUTIONS

REQUEST FOR PROPOSALS (RFP) # 2024-01 (RE-ISSUE)

RFP#2024-01 (RE-ISSUE) (RE-ISSUE) SECURITY CAMERA SYSTEM SOLUTIONS

TASK DEADLINE

Release RFP Friday, March 29, 2024

Pre-Proposal Conference & Site Visit Monday, April 8, 2024 @ 1:00 pm

Written Request for Clarification Wednesday, April 10, 2024 @3:30 pm

Written Response for Clarification Friday, April 12, 2024

Closing Date Tuesday, April 30, 2024 @3:30 pm

Interviews for Selected Company (If Necessary) Monday, May 6, 2024

Best & Final Offer (If Necessary) TBA

Contract Award TBA

CONTACT:

Marilyn Guice, Transportation Planning Manager Department of Planning and Development

Office of Transportation 1785 U.S. Highway 80

Jackson, MS 39204 Telephone: (601) 960-1887

Fax: (601) 326-5416 Email: mguice@jacksonms.gov www.ridejtran.com

Solution

RFP # 2024-01 (Re-Issue)

Security Camera System Solutions

1785 Highway 80 West

Jackson, Mississippi 39204

General Guidelines:

This document is intended to assist prospective vendors in successfully making a proposal for the work contemplated herein. Vendors are strongly encouraged to read the entire document very carefully.

All attachments must be filled out completely. Federal and state regulations mandate that all attachments be submitted.

If an attachment does not apply to your business or proposal, mark the form “Not

Applicable”. Sign and date such attachments.

The City of Jackson ensures that the Disadvantage Business Enterprises (DBEs), as outlined in 49 CFR Part 26, as amended, have the maximum opportunity to participate in the performance of contracts. Therefore, it is imperative that you read the DBE Section and complete the necessary paperwork in its entirety.

CITY OF JACKSON reserves the right to waive any irregularities and/or reject all responses to this solicitation.

CITY OF JACKSON is under no obligation to award a contract to any firm responding to this solicitation and reserves the right to withdraw any award notification made before entering into a contract.

City of Jackson demonstrates a continued commitment to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE) businesses in Jackson by promoting contracting opportunities for vendors certified by the City of Jackson Office of Minority Business Enterprise (MBE) businesses certified with the Mississippi Department of Transportation Division of Supplier Diversity within public transit. The program is designed to ensure an equal opportunity for MBE, WBE, and VBE vendors to receive and participate in contracts that are presented through competitive solicitations and are without a Federal Disadvantaged Business Enterprise (DBE) participation requirement. If there is any evidence or indication that two or more bidders are in collusion to restrict competition or are otherwise engaged in anti-competitive practices, the submission of all such bidders shall be rejected, and such evidence may be a cause for disqualification of the participants in any future solicitation undertaken by CITY OF JACKSON.

When in doubt, contact CITY OF JACKSON’s Transit Services Procurement Department at mguice@jacksonms.gov mailto:mguice@jacksonms.gov

Solutions

Table of Contents

General Guidelines:

SECTION 1

GENERAL INFORMATION & STATEMENT OF WORK

1.1 Overview (Transit Services)

1.2 Project Overview

1.3 Term of Engagement

1.4 Scope of Work/Specifications

SECTION 2

PROPOSAL INFORMATION, PREPARATION INSTRUCTIONS AND SELECTION

CRITERIA

2.3 Proposal Requirements

2.4 Cost Proposal

2.4 Costs Beyond Initial Installation

2.5 Cloud Hosting

2.6 Implementation Schedule

2.7 Cabling Installation

2.8 Data Ownership, Retention, and Access

2.9 Reporting

2.10 Ad-Hoc Reports

2.11 Hardware

2.12 Warranty and Maintenance Plans

2.13 Evaluation Process

2.14 Solicitation Evaluation Criteria

2.15 Evaluation Methodology

2.16 Competitive Range

2.17 Negotiation

2.18 Execution of Contract and Notice to Proceed

2.19 Insurance, and Special Requirements

2.20 Federal Participation

2.21 Reserved Right

2.22 Mississippi Public Records Act

2.23 Disadvantaged Business Enterprises

2.24 Diversity Commitment and Equal Opportunity

2.25 Liquidated Damages

2.26 OSHA Compliance Requirements

SECTION 3

VENDOR INSTRUCTIONS

3.1 Notice to Vendors

3.2 Mandatory Walkthrough Required

3.3 Solicitation Written Questions/Answers

3.4 Addenda/Addendum/Amendment Acknowledgement

3.4 RFP Submission

3.5 Limitation of Responsibility

3.6 Accuracy in Reporting Requested Information

3.7 Proprietary Information

3.8 Vendor Warrants and Sub-Contractor Restrictions

3.9 Responsiveness and Responsibility Definitions

3.10 Taxes

3.11 Asset Tags

3.12 Independent Contractor

3.13 Contract Required

3.14 Federal Regulations

3.15 Failure to Supply

3.16 Notary Seals

3.17 Bid and Contract Procedures

3.18 Conflict

3.19 Protest Policy

3.20 Contact with City of Jackson

3.21 Force Majeure

3.22 Liability (Hold Harmless)

3.23 Required Certifications

APPENDIX A – FORMS

FEDERAL FUNDING COMPLIANCE REQUIREMENTS

CITY OF JACKSON - EQUAL BUSINESS OPPORTUNITY (EBO)

PLAN APPLICATION

CHECKLIST FOR PROPOSAL RFP 2024-01 Security Camera System Solutions

CERTIFICATE OF PROCUREMENT INTEGRITY

CERTIFICATION OF RESTRICTIONS ON LOBBYING

CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

AFFIDAVIT OF NON-COLLUSION

ADDENDUM

DOT ASSISTED CONTRACTS BIDDERS LIST

DBE PARTICIPATION FORM

DBE GOOD FAITH EFFORTS DOCUMENTATION FORM

BUY AMERICA CERTIFICATION

EQUAL BUSINESS OPPORTUNITY (EBO)

APPENDIX B –

REFERENCES

APPENDIX C

FEDERAL FUNDING COMPLIANCE CLAUSES REQUIREMENTS

FEDERAL FUNDING COMPLIANCE REQUIREMENTS

APPENDIX D –

BUILDING SCHEMATICIS

SECTION 1

GENERAL INFORMATION & STATEMENT OF WORK

1.1 Overview (Transit Services)

The City of Jackson (the “City”) is the capital of the State of Mississippi and has a 113 square mile footprint with a population of 164,422. Jackson faces the challenge of a shrinking population since 1980, when the city experienced its peak population of 203,000 residents.

Around that time of population growth from 1976 to 1984, the Jackson City Council enacted a series of annexations that expanded the city’s boundary from 73 square miles to 113 square miles.

The City of Jackson is led by a Mayor and 7-member City Council. Funding is derived from multiple sources including Federal Assistance (FTA), State Funds, Local Funds and Passenger Fare Revenue. Most of the City of Jackson transit employees are members of the Amalgamated Transit Union (ATU). The City of Jackson transit system has more than 90 employees and its annual operating budget is approximately $11.5 million.

The City of Jackson functions on an operational basis under the Rules and Regulations of the United States Department of Transportation (USDOT) through the Federal Transit Administration (FTA), applicable State of Mississippi statutes and the ordinances and regulations established by the City of Jackson, MS City Council.

The Office of Transportation administers the fixed route and demand response services within the City. That system is known to the public as “JTRAN”. The ADA paratransit demand response system is known as “JTRAN Paratransit”. JTRAN is currently undergoing a brand change from a gold/green JATRAN branding to an orange/blue JTRAN brand (new brand shown on cover page).

1.2 Project Overview

The City of Jackson (JTRAN) is requesting proposals from qualified company interested in providing a Security Camera System Solutions which will function as an access control system by integrating alarm monitoring, digital video indoor and outdoor IP security cameras, ID badging, visitor badging and monitoring, and database management into a single platform. Contractor shall include in this proposal all camera mounting hardware, support, maintenance, warranty, cabling, and training. This Security Camera System Solutions will replace an obsolete system. City of Jackson will require the winning vendor to assess, acquire, and implement power end to end security solutions or similar system newest version available at the time of installation, new badge readers that can be controlled by the software, new employee and visitor ID badging, and new IP based cameras. This information is furnished to assist vendors in understanding the class of product which the City of Jackson desires. It is no way intended to limit vendor competition.

Vendors may submit proposals for “equivalent” solutions from alternative manufacturers, and it is 100% the responsibility of the vendor to prove that any alternate solutions fully meet or exceed the capabilities power end to end security solution. The software should also include Active Delivery which enables windows user accounts to be linked to Security Center User and cardholder accounts, and Site licenses are to be included for mobile app connections. It is anticipated that the RFP will result in a contract award to a single vendor. Vendors must clearly outline whether they are proposing to supply all services set forth in the Scope of Work or only some.

City of Jackson seeks to enhance its current infrastructure, promote resiliency, and ensure a maximum return on its technology related investments. A separate security camera system will be required for each individual location and will consist of both indoor and outdoor areas that require camera presence and one location will require access control system. Each location must be proposed independently and have a separate scope of work and cost proposal.

Sealed Proposals will be received by the City of Jackson, Office of the City Clerk, at 219 South President Street, Jackson, MS 39205 until 3:30 PM, Central Daylight Time (CDT) until Tuesday, April 30, 2024.

Each vendor must submit one (1) signed original and six (6) printed copies or one

(1) electronic version (on thumb drive) of its proposal, the required certifications and affidavits attached thereto in sealed envelope. Electronic bids and/or reverse auction bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814.

The award under this solicitation is subject to a financial assistance contract between the City of Jackson and the U.S. Department of Transportation (USDOT), Federal Transit Administration (FTA). The successful Vendor will be required to comply with all applicable federal regulations and will be required to certify that it is eligible for a federally assisted contract.

Copies of the Request for Proposals may be obtained from the City of Jackson, Department of Planning and Development, Office of Transportation, 1785 Highway 80 West, Jackson, MS 39204, by email to mguice@jacksonms.gov, by calling (601) 960-0864 or by submitting a request via facsimile to (601) 326-5416. Official bid documents are available for download from Central Biddings at www.centralbidding.com. Please reference RFP#2024-01 (RE-ISSUE) (Re-Issue).

1.3 Term of Engagement

The term of the contract will be for three (3) years with two one-year options.

Timeline of Events

RFP#2024-01 (RE-ISSUE) (RE-ISSUE) SECURITY CAMERA SYSTEM SOLUTIONS

TASK DEADLINE

Release RFP Friday, March 29, 2024

Pre-Proposal Conference & Site Visit Monday, April 8, 2024 @ 1:00 pm

Written Request for Clarification Wednesday, April 10, 2024 @3:30 pm

Written Response for Clarification Friday, April 12, 2024

Closing Date Tuesday, April 30, 2024 @3:30 pm

Interviews for Selected Company (If Necessary) Monday, May 6, 2024

Best & Final Offer (If Necessary) TBA

Contract Award TBA http://www.centralbidding.com/ mailto:mguice@jacksonms.gov

Attached to this scope of work are the schematics of each building.

Each location must be proposed independently and have a separate scope of work and cost proposal. The submitted proposals are to include camera layout and locations, doors to be included in the access system and proposed software platforms and interface/integration of the security video and access control applications. The buildings to receive security alarms systems shall also include layout and location of systems and proposed software platforms.

LOCATIONS:

(1) JTRAN Administrative and Maintenance Facility (JAMF) 1785 Highway 80 West, Jackson, MS 39204

(2) Union Station – JTRAN office & transfer platform

300 E. Capitol Street, Jackson, MS 39201

* City of Jackson reserves the right to award a contract(s) without demonstrations or a Best and Final Offer.

**Issuance of a Notice of Intent to Award is not a substitute for a contract and can be revoked.

***City of Jackson reserves the right to modify the Procurement Schedule through written addenda

1.4 Scope of Work/Specifications

The purpose of this Request for Proposal (RFP) is to invite prospective qualified vendors to propose and submit a solution to design, supply and install a Security Camera System for two JTRAN transit facilities and one Access Control System for 1785 Highway 80 West with security monitoring services. Monitoring service contracts for the fire, elevator and security alarm systems. The locations currently have obsolete cameras and access control systems in place, which we are looking to replace.

The Security Camera System should ensure that any new system allows us to have:

A scalable system for future growth, Capability of retaining video for longer periods of time, Capability of downloading whole or segments of video, Capability of being viewed from multiple devices, Capability of having multiple staff with various level access the system, Capability of being connected to other systems, Capability of remote monitoring multi-location in a single view point with a single workflow and alarm trigger systems, Provide email notification of critical system events, Capability to ensure cyber security, All systems/services included in this RFP need a comprehensive service and support contract that is inclusive all systems.

All indoor and outdoor cameras should be vandal proof. Outdoor cameras should be weather proof and anti-vibration. All indoor and outdoor cameras should have the following specifications at a minimum:

• Full High Definition (FHD) 5Mp

• IP66 Rating to protect against dust and environmental elements

• IK10 rating for vandal resistant housing

• Infrared Illumination for night visibility

• Defocus Detection

• View DR (120dB) for areas that have lighting differences

• Capability to produce 30 FPS or more / 2048x1536 Res.

• Image stabilizing to reduce blurring

• Day/Night capability

• RJ45 Connectivity (Cat 65)

• Power Over Ethernet (PoE)

• 5-megapixel resolution.

• Must have tamper detection

• Must have motion detection

• Capability to record audio

• SD Card Slot

• Simple wall penetration for installation inside/outside

At a minimum the video, should include the following specifications

• Encryption of data both in-transit and at-rest

• Power-over-Ethernet IP cameras

• Tiered access to management, including multi-factor authentication (Active Directory integration is preferred)

• Audit logs of all access, both successful and attempted

• A minimum of 60 days retention at 24FPS and 1080p

• Must state bandwidth requirements for each type of camera

• External cameras must be able to operate in -40 to 120F ambient external temperature at the installation location and have heaters/blowers/domes/rain and snow hoods etc. to ensure proper operation and image quality within the range of environmental conditions experienced annually at the location of installation or as specified above.

• Internal IR, configurable on/off, no light minimum range 15 meters, max range 30 meters

• Automatic offline/tamper alerts

• Watermark/date/timestamp on all video certifiable as unaltered for use in criminal prosecutions.

• All components must comply with Section 889 of the 2019 National Defense

Authorization Act

• Network infrastructure/cabling requirements

• Configurable video search by motion/physical characteristics

• Cameras shall cover all areas identified during walk through

• Verification of coverage areas and feed quality of all cameras prior to acceptance

• Cameras subject to views of varying light intensity shall have dynamic range technology to permit viewing in bright and dark areas alike within the same frame

The proposed solution should describe the administration/management interface that will be used.

Preference will be given to proposals that demonstrate systems which are easy to use, have the option to integrate with Active Directory, have an HTML client, have the ability to record on alarm, supports video aging, and have the option to search by thumbnails. Additionally, the system must be able to do the following:

1. Provide multiple levels of administrators with customizable, varying roles in the system.

2. Provide email notification of critical system events.

3. Have the capability to store 36TB or more.

4. Have the capability to provide video monitors.

5. Have the capability to view live video and review historical video for a minimum of

1 month. (One month or 30 days as per above?)

CSI requires 3-years of support and onsite support with the option to continue annual support after the 3-year period has ended. The vendor should provide a detailed description of standard and extended support, maintenance, and the average response time for a support request.

Please state the name of the company which will be delivering service and on-site support for each facility. If service has been outsourced to another firm, how long has this relationship been in effect?

Please provide a technical roadmap for the proposed solution. How does the proposed solution fit into the vendor’s current product lifecycle?

Please provide a list of policies on firmware updates for the proposed solution. How often are changes released? How is the customer notified about changes? How are they applied?

CSI is looking for a turn-key solution. The vendor will be responsible for any camera hardware, any necessary cable runs, as well as installation of networking equipment at the facilities. The vendor will be responsible for coordinating with CSI’s Facilities and IT Vendor in configuring the networking equipment to work with CSI’s existing systems.

The Access Control System should allow for the management of the system via City of Jackson internal network by designated City of Jackson employees. City of Jackson requires the ability to manage all Access Control Systems from a single console. The administration feature should allow the administrator to create security groups, enroll users as an individual or members of security groups and grant/revoke access. The Access Control System reader should activate on keypad contact, smartphone app, or non-touch ID Card. The Access Control System should have the parameters such as: authorized users, hours that all users will be allowed and not allowed to gain access to City of Jackson buildings, to include daily and weekly logs and notification alerts of the events, access, and users. The Access Control System software should be compatible with Microsoft Windows operating environments.

Access Control System features shall include:

• access levels and cards per personnel

• Detailed time specifications

• Minimum 1-year log retention

• Multiple card formats for mixed card population/ mobile device authentication

• Activation/expiration date/time by person

• No restrictions on the number of users having access without additional cost

• Unlimited number of people who can administer the system with varied levels of security

• Access levels disable for immediate lock-down

• Holiday schedules to restrict access

• Timed unlock schedules

• Card enrollment reader support

• Function on battery back-up should the building lose power

• Events integrated with video system

• Allow for viewing events in real-time as well as reviewing historical events

• Provide for pre-defined reporting as well as the ability to design custom reports as needed

• Allow for the operating of individual doors or pre-defined groups of doors from the administrator’s workstation

• The software should allow defining time-periods (days/hours) when access can either be granted or denied

• Authorized opening of main entrance door from a workstation.

Provide Alarm, Fire and Elevator Monitoring Systems. The Vendors will have a monitoring system in place and will consolidate the services for all locations and meet all the following requirements of the contract:

• Install, maintain and integrate the Alarm Systems, Door Access Controls and Camera Systems for the CITY OF JACKSON at two locations in the city. Note: Supplier must have the expertise to make these systems interoperable.

• Contractor shall provide certifications for equipment and/or solutions proposed.

• Provide an Alarm monitoring agreement acceptable by the City for a term of 7 years;

consisting of an initial five years with an option to renew annually for an additional two years.

• Service request must have a response time of no more than two (2) hours due to the critical nature of these services.

The proposed solution should describe the administration/management interface that will be used. Preference will be given to proposals that demonstrate systems which are easy to use, have the option to integrate with Active Directory, have an HTML client, can record on alarm, supports video aging, and have the option to search by thumbnails. Additionally, the system must be able to do the following:

Provide multiple levels of administrators with customizable, varying roles in the system. ail notification of critical system events.

• The state of incorporation or in which it is licensed to operate; and the form of business, and the name and contact information for your organization or team for this proposal.

• A concise statement indicating whether the vendor is prepared to supply all services set forth in the Scope of Work or only some. State clearly which sections of the Scope of Work are included in the proposal If the vendor consists of a team or joint venture, a diagram explaining the intended form and structure of any proposed partnership or joint venture is to be included.

The fire alarm system may require upgrades include the following:

1. Replace fire alarm control panel, networked together.

2. Replace remote annunciator.

3. Remote power supply connections.

4. Smoke detector connections.

5. Heat detector connections.

6. Manual pull station connections.

7. Water-flow and tamper connections.

8. Bean smoke detector connections.

9. Horn strobe connections.

10. Horn connections.

11. Strobe connections.

12. Perform test on entire system.

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, including making any inquiries to City of Jackson as necessary to gain such understanding. City of Jackson reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to vendor disqualification or cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever of City of Jackson.

The successful vendor shall agree to indemnify the City of Jackson with respect to any legal suit, claim or proceeding which may be brought against it by any third party claiming that the use of the proposed system constitutes an infringement of any patent or trade secret. The successful vendor will further agree to defend the City of Jackson against any such claims and to pay all litigation costs, attorneys’ fees, settlement payments and any damages awarded or resulting from any such claims.

The City of Jackson requires standardized reports. Export capabilities are an important feature which must be available when utilizing reports. The reports shall also be instrumental in the City of Jackson’s ability to gain information on operational efficiencies of the system.

SECTION 2

PROPOSAL INFORMATION, PREPARATION

INSTRUCTIONS AND SELECTION CRITERIA

2.1 Proposal Requirements

At a minimum, each proposal should contain the following elements:

Understanding of the Project - Based on information contained in this Request for Proposal (RFP), as well as information obtained in subsequent addenda, and the vendor’s own experience with similar operations, the vendor should indicate, in written narrative, how the software or technology proposed will facilitate the system’s goals for providing cost efficient, customer responsive, demand response transportation, first and last mile solutions to the general public and clients participating in human service programs operated by us in the procurement.

System/Technology Description – Vendors should fully describe the system/technology being offered as part of this submission, along with any other ITS technologies the vendor may be proposing. Vendors should clearly state that the capabilities of each product and its suitability to the task of addressing security camera system solutions needs.

Vendors must list all components or modules necessary to fully implement the project, including third party software necessary to complete the total installation (e.g., report generation software, SQL, back-up software, remote access software, etc.) required for a centralized solution. The software must be hosted in the cloud with a secure, reputable cloud computing platform (e.g., AWS, Google Cloud Platform, Microsoft Azure, etc.).

Implementation Plan – Vendors should fully describe the proposed implementation plan, detailing all major milestones in the process. The City of Jackson requires that the proposed implementation plan will not interfere with operations during regular business hours. A proposed timeframe from notice-to-proceed through testing, de-bugging, and “live” operation should be developed as an integral part of this proposal.

Quality Assurance Plan – Vendors should describe in detail their management strategies for overall quality assurance in the installation, start-up, and operation of the security camera system solutions software. At a minimum, vendors should address:

• Project Management and Staffing – Describe the proposed individuals and team approach used to successfully communicate with the project personnel at purchaser location. If contractors are used for any part of the installation, customization, or maintenance of the proposed software system, this element of your overall approach must be identified here. The vendor must designate one individual with complete control over all installations.

• Quality Control – Describe steps and techniques employed by the vendor to ensure the integrity of security camera system solutions.

• Maintenance, Support, and Upgrades – Describe the vendor’s network of technical support during the project, focusing both on the critical initial implementation period as well as long-term operation. Describe procedures for rendering support, including the availability of technicians 24/7 to provide on-site repairs and ability to remotely access, diagnose, and make necessary repairs. Technical support policies and pricing must be explained in detail and the amounts included in the bid proposal.

Training – Vendors should provide a detailed schedule for the necessary training of the City of Jackson personnel on the proposed system equipment and software. The cost of training should be included in the proposal. The City of Jackson will expect to have training tools/PowerPoint modules/Video recordings available to train staff.

2.2 Cost Proposal

Cost Proposal Format: Each bidder must complete and submit the attached bid proposal form.

Costs that must be included in the bid proposal form:

Identify the following items as part of its base cost proposal. Each item must be listed separately:

Budget & Estimated Pricing

All vendors must fill out the following Total Cost Summary for the project. The vendor must agree to keep these prices valid for 120 days after the due date of this proposal. The City of Jackson prefers a firm quote on the full project. Given that statement, we also want to ensure a competitive bid from each potential vendor.

If your company prefers to provide a firm quotation covering only certain phases of this type of project, ensure that each phase is fully and clearly described and is denoted as a firm or budgetary quotation. At a minimum, it is required that each vendor provides a budgetary proposal for the full scope of the work described in this RFP.

Provide detailed pricing information for the proposed solution. Include list prices and discounted prices. Only include licenses as required for the different roles of users (administrator, view only, etc.). Break pricing down by project phases if appropriate.

The City of Jackson is not responsible for any costs/expenses incurred by anyone submitting a proposal for this project. Costs/expenses are the sole responsibility of the parties submitting proposals.

Total Cost Summary (sample format inclusive all component for submission)

For all available deployment models, provide a five (5) year cost summary as displayed below.

Five Year Total Cost Summary Total:

Hardware: List, describe, and record the cost of each piece of hardware that is required.

Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed solution.

Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed solution.

Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed solution.

Warranty

Documentation & Training: If there are fees associated with your user or technical documentation, list them here.

Project Management: If there are project management fees associated with your proposed solution, list and describe them here.

Security Monitoring Services: List yearly all fess associated with monitoring.

Monthly Hosting fees

Miscellaneous: List and describe any other costs associated with your proposed solution.

2.3 Costs Beyond Initial Installation

Vendors should identify on-going costs associated with the implementation of its proposed technology solutions beyond initial installation (Year 1) as alternates.

• Maintenance, Support and Upgrade Costs After One (1) Year – Vendors should identify costs to us to secure a maintenance and support contract for 4 additional years (i.e., second through fifth years) of operation. The vendor’s policy for acquisition of future upgrades, for 5 years should be included bid proposal form.

• Vendors are responsible for providing information on the IT infrastructure resources that will be necessary for the transit system to implement the vendor’s proposed technology

Costs Make /Model

Qty. Unit Price

Total Year 1 Year 2 Year 3 Year 4 Year 5

Hardware

Software Licensing

Installation

Maintenance

Warranty

Documentation &

Training

Project Management

Security Monitoring Services

Monthly Hosting Fees

Miscellaneous

Other (specify) solution. This may include, but not necessarily be limited to:

• Workstation specifications (e.g., minimum configuration necessary to support optimal operation of installed vendor products, including operating system, RAM, processor speed, hard drive size, etc.);

• Allows defined user groups with password protection;

• Telecommunication;

• Other infrastructure, as necessary. Including a cloud-based testing environment.

2.4 Cloud Hosting

System must be cloud-hosted on a secure, reputable cloud computing platform and be fully functional on both Windows and macOS operating systems.

2.5 Implementation Schedule

Each Vendor shall be required to submit with its RFP response a detailed implementation schedule outlining major milestones and associated length of time of each phase. All appropriate project details should be specified in the implementation schedule. Schedule should provide days of each phase, not dates of completion. Beginning of project will be determined by both City of Jackson and Vendor. Implementation timeline should include tasks and length after date of project beginning.

The successful Vendor shall assign a primary contact who will assume overall responsibility for the project and provide communication with the City of Jackson during the installation phase.

2.6 Cabling Installation

Installation of all components shall be the responsibility of the Vendor. This includes all additional parts and equipment needed to complete the system such as network video recorders, cameras, access door strike, cabling and any additional parts required to provide a complete solution.

All cabling must be Category 6. All cables must be terminated into a patch panel at the Main Distribution Frame (MDF) or Independent Distribution Frame (IDF). Patch cables will be provided by the Vendor. All cables installed will be neatly organized into cable management and tied down. The Vendor will not plug any cables into the switches until authorized by the City of Jackson IT Department.

The Cabling System shall be in accordance with ANSI/TIA/EIA‐568‐B and BICSI guidelines.

2.7 Data Ownership, Retention, and Access

All system data shall be owned by the City of Jackson, with the rights and ability to access all data, export it to other applications, and allow access to third parties for integration purposes on a perpetual royalty-free basis. The City of Jackson shall be able to upload/download as much data as desired in transactions with the system. The vendor shall not apply any usage restriction or fee. The vendor shall not modify the data structure without the consent of City of Jackson. For any City of Jackson-approved modification to the data structure, the City of Jackson shall be given notice 60 days in advance, in order to make corresponding accommodations/modifications. The vendor shall provide a comprehensive data archive, backup, and recovery plan and the services, equipment, and systems necessary to implement that plan. Historical data shall be stored in a larger database. The database shall retain and allow access to historical data for at least one (1) year from the date of upload.

2.8 Reporting

Standard Reports

2.9 Ad-Hoc Reports

System shall be capable of permitting the user to create, format, and print user-defined reports based on any data element contained in the database.

2.10 Hardware

System must be offeror or third-party hosted and may not require hardware or software installation on the City of Jackson’s servers. Vendor, as soon as practical after notice to proceed, shall provide a complete list of technical specifications for five (5) workstations that will generate best performance in the software’s runtime environment.

2.11 Warranty and Maintenance Plans

Proper warranty agreements as well as a solid and complete maintenance plan is essential for any RFP response. This should cover not only the initial setup and integration of the platform, but also continued support to ensure the working operations of the platform. This means the vendor is required to ensure that the system is functional and operational before scheduling acceptance testing or final acceptance with City of Jackson personnel. Additionally, through the use and life of the system, support from the vendor will be required and covered within the warranty / maintenance plan. In addition to this, a warranty on the hardware itself should span at least a 5-year mark. All maintenance, repair, replacement, and labor for such work must be covered under this warranty. Hardware and software technology will continue to improve and change. The vendor’s solution should include their plan to keep City of Jackson up-to-date with the latest improvements to hardware and software technology. This plan should include timelines and any costs included or excluded from warranty and maintenance plans.

2.12 Evaluation Process

This is a Best Value Procurement where the City of Jackson reserves the right to select the most advantageous offer by evaluating and comparing all factors as listed in evaluation criteria below.

The City of Jackson will appoint an evaluation team consisting of the City of Jackson employees.

Each member of the team will be given a copy of the proposals and the RFP and will evaluate each proposal’s technical requirement against the RFP evaluation criteria.

Proposals which are incomplete and/or missing key components necessary to fully evaluate the Proposal will be rejected from further consideration due to non-responsiveness. The City of Jackson will not contact/inform vendors of missing documentation nor allow vendors to submit documentation after the proposal due date and time. It is the vendor’s sole responsibility to check its bid for completeness before submitting it.

As part of the evaluation process the Evaluation Committee will review the information required by Scope of Work/Specifications for each proposal. The Evaluation Committee may also review any other information that is available to it, including but not limited to information gained by checking references and by investigating the respondent’s financial condition.

The City of Jackson reserves the right to seek clarification of any information that is submitted by any respondent in any portion of its proposal and/or to request additional information at any time during the evaluation process. Any material misrepresentation made by a respondent may void the proposal and eliminate the respondent from further consideration.

Although proposal for each site is described individually, the winning bid will only be awarded to one Vendor submittal that provides a turn‐key solution including freight FOB destination for the City of Jackson as a complete and comprehensive Project package.

If needed separate interviews, at the City of Jackson’s discretion, will be arranged with the top vendors identified in Phase II Proposal Evaluation. Upon completion of the interview process, the Vendor’s will be evaluated again utilizing new information gained, if any (Final Evaluation). The top ranked Vendor will be selected for contract award.

2.13 Solicitation Evaluation Criteria

The following are the complete criteria by which proposals from responsive and responsible vendors will be evaluated and scored for the purposes of determining competitive range and to make any selection of a proposal for a potential award. Each criterion has been assigned a weighting factor that reflects the relative significance or priority each criterion has in determining the costs and quality associated with this service.

Conversely, the proposal receiving the highest total score shall be deemed the proposal in the opinion of City of Jackson, best meets the established criteria listed herein. As such, the proposal that is evaluated by an evaluation team member as the best overall regarding criterion will receive the maximum number of points for that criterion. The evaluation criteria are listed as follows:

Submission Requirement/Scoring Criteria Percentage

Proposed Solution and Functionality 30%

Overall Project Cost Including Reoccurring Charges 35%

Proven Experience with Related Projects 10%

Value Add, Emerging Technologies/Innovative Design Ability for Chosen Solution to Expand with City of Jackson’s Future Needs

15%

Qualifications of Firms Proposed Staff 10%

2.14 Evaluation Methodology

The Qualification and Capabilities Criteria will be evaluated based on the following:

• Ability for Chosen Solution to Expand with City of Jackson’s Future Needs of the Service Compliance with the Technical Requirements; Impact of noncompliant features on overall system functionality and value; Impact of features that exceed requirements on overall system functionality and value; Additional features and availability referring to new and emerging technologies.

• Proven Experience with Related Projects: Technical experience in performing work on services of similar nature; Experience working with public agencies; financial stability and strength.

• Ability to Meet the Defined Technical Requirements Training and documentation approach;

Qualifications of proposed project staff; References for Contractor’s project manager and subcontractors. Demonstration of a well-considered installation approach; Potential impact on the

City of Jackson operations; Proposed installation timeline; the City of Jackson resource requirements to support installation; Testing plans and procedures; Vendor’s overall understanding of City of Jackson’ needs and objectives; Suitability of the proposed technological solution to City of Jackson requirements; Quality and performance of hardware and components;

Software features and functionality; Features unique to the Contractor’s solution; Reliability and maintainability as evidence by use of a proven design; Ability to integrate with future technologies;

Suitability of alternative approaches proposed.

• Qualifications of Firms Proposed Staff: Competency of subcontractors; assessment by client references; References with demonstrated success in providing similar services; Reputation for providing high-quality products and services.

• Overall Project Cost Including Reoccurring Charges: The Price comprises the overall cost of the base contract, including the system warranty, installation, training, maintenance costs and other reoccurring costs/fees.

The Scope of Work/Specification, as amended through the request for exception process, and any addenda thereto, will set forth the minimum requirements of the service City of Jackson requires through this procurement. The award of this contract shall be made to the vendor whose proposal, in the opinion of City of Jackson, best meets the established criteria listed herein.

2.15 Competitive Range

The competitive range is determined through a preliminary evaluation of proposals, which applies the evaluation criteria as set forth above. The groups remaining in the competitive range may be invited to participate in additional evaluations, testing, Best and Final Offer, or negotiations.

2.16 Negotiation

City of Jackson may undertake concurrent negotiations with vendors determined to be within a competitive range. City of Jackson does, however, reserve the right to award a contract based on the original proposal without any negotiations. The decision to award without negotiation may be made by City of Jackson if, in the sole opinion of City of Jackson, preliminary evaluation of the proposals received indicates that the best achievable and technically acceptable proposal has been received.

It is the intent of the City of Jackson that after the successful vendor has been selected, the City of Jackson and the selected vendor will enter into contract negotiations containing all terms and conditions of the proposed service. Any acceptance of a proposal is contingent upon the execution of a written contract and the City of Jackson shall not be contractually bound to any bidder prior to the execution of such written contractual agreement. The contents of the bid submitted shall become part of the contractual obligation and incorporated by reference into the ensuing contract. The contract with a successful vendor will include penalties for non-performance and failure to meet the proposal implementation schedule.

Concurrent negotiations with all vendors whose proposals are within the competitive range may be conducted by City of Jackson. Negotiations may be entered into with one or more Vendors to finalize contract terms and conditions. In the event negotiations are not successful, City of Jackson may initiate negotiations with the next ranking vendor or reject proposals.

Negotiation of a Contract will be in conformance with all applicable federal, state, and local laws, regulations, rules, and procedures. The objective of the negotiations will be to reach agreement on all provisions of the proposed Contract. The City of Jackson may elect to submit a revised cost as part of the negotiation process based on current market values.

Upon completion of negotiations, the proposal that best meets the requirements of the RFP and ranks the highest evaluation score earned by its proposal based on the evaluation criteria shall be recommended to City of Jackson’s Council as the successful vendor for award.

2.17 Execution of Contract and Notice to Proceed

Contract award, if any, will be made by City of Jackson to the responsible Vendor whose proposal best meets the requirements of the RFP, and will be the most advantageous to City of Jackson with respect to operational plan, quality, and other factors as evaluated by City of Jackson. shall have no obligations until a Contract is signed between the Vendor and City of Jackson.

Upon authorization by City of Jackson’s Council, the Contract will be executed by the Mayor. The Vendor to whom City of Jackson intends to award the Contract shall sign the Contract and return it to City of Jackson. Contract award will occur when City of Jackson signs the Contract or issues a purchase order. No other act of City of Jackson shall constitute Contract award. The Contract will establish the Contract value and incorporate the terms of this document but will not be the authorization for Contractor to proceed. Upon receipt by City of Jackson of any required documentation and submittals by the Vendor, a Notice to Proceed may be issued, if appropriate.

2.18 Insurance, and Special Requirements

Vendors will be required to provide, prior to commencing the work, maintain during the life of the contract, a certificate of insurance that includes standard types and minimum amounts listed in the following page: Copies of the following certificates of insurance shall be returned with the proposal:

• Commercial General Liability

• Professional lability

• Business automobile liability

• Worker’s Compensation

2.19 Federal Participation

The City of Jackson is a recipient of Federal Funding through the Federal Transit Administration of the United States Department of Transportation.

2.20 Reserved Right

The City of Jackson reserves the right to withdraw this solicitation at any time in the process prior to contracting upon notification to all vendors in receipt of the solicitation documents by fax, letter or email to their last know business address. If such action is taken by the City of Jackson, no vendor will have claim for recompense.

2.21 Mississippi Public Records Act

Respondents are advised that materials contained in proposals are subject to the Mississippi Public Records Act and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. As a Respondent it is your responsibility to identify any information that may fall under a statutory exemption to the Mississippi Public Records Act and clearly mark that information as Confidential. Any information marked Confidential must also identify the Mississippi Public Records Act exemption that applies.

If the Respondent does not identify the statutory exemption, the Procurement Department will not consider the submission confidential. In the event the Respondent takes any legal or protective action and directs the City of Jackson not to disclose the Confidential Information, the Respondent shall indemnify the City of Jackson against any losses, including reasonable attorney fees and costs, arising from the non-disclosure of the Confidential Information.

2.22 Disadvantaged Business Enterprises

This procurement is subject to the requirements of 49 CFR part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. The City of Jackson has set an overall corporate DBE participation goal of 2.50% and a separate DBE participation goal of 1% for this procurement. Bidders are required to document sufficient DBE participation to meet this goal or, alternatively, document good faith efforts to do so pursuant to the DBE Participation and DBE Good Faith Efforts Documentation Forms provided in this solicitation. The successful bidder will be required to submit monthly reports documenting progress towards meeting its DBE goal. The report must be an accurate reflection of the committed amount and the actual amount paid to the DBE firm(s).

2.23 Diversity Commitment and Equal Opportunity

It is the policy of the City of Jackson to commit to the success of minority, women, veteran and disability-owned (MBE, WBE, VBE) businesses in Jackson by promoting contracting opportunities for vendors certified by the City of Jackson Office of Minority-Owned and Women Owned Business Department (OMWBD) and/or MBE, WBE businesses certified by the State of Mississippi Department of Transportation, https://mdot.ms.gov/bidsystem_data/bidderspdf/DBE Listing.pdf

For information on the City of Jackson’s commitment to diversity and equal opportunity procurement program, please contact the City of Jackson Transit Service Procurement Department at (601)960-0864.

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2.24 Liquidated Damages

Project start, and completion period will be determined based RFP #2024-01, Security Camera System Solutions on accepted proposal, said period will be included in the contract. Proposer must include number of days required to complete full project in their proposal.

Liquidated damages will accrue and may be assessed as provided in the Contract Documents.

Should said work not be completed within the time limit agreed to, damages will be sustained by the City of Jackson.