ARFQ TPK2700000011_Culvert_Inspection_Camera_Specifications.pdf

REQUEST FOR QUOTATION

Culvert Inspection Camera System

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Parkways Authority is soliciting bids for the one-time purchase of one (1) new Culvert Inspection Camera System.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “Contract” is the binding agreement that is entered into between the West Virginia Parkways Authority and the Vendor to provide the items requested in the solicitation.

2.2 “Contract Item” or “Contract Items” means the list of items identified in Section 3.1 below.

2.3 “FOB Destination” stands for Free on Board which indicates that the Vendor is responsible for delivery and shipping costs.

2.4 “Mandatory Requirements” means those items identified by the terms "must," "will," "shall," "minimum," "maximum," or "is/are required." Decisions regarding compliance with mandatory requirements shall be at the sole discretion of the West Virginia Parkways Authority. Failure to meet any mandatory requirement shall result in the bid being deemed non-responsive.

2.5 “Solicitation” means the official notice of an opportunity to supply the West Virginia Parkways Authority with goods or services that is published by the WVPA.

2.6 “Vendor” means any entity submitting a bid in response to this solicitation, the entity that has been selected as the lowest responsible vendor, or the entity that has been awarded the Contract as context requires.

2.7 “WVPA” or “Agency” means the West Virginia Parkways Authority.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Vendor shall provide Agency with the Contract Items listed below. Contract Items must meet or exceed the mandatory requirements as shown below.

3.1.1 System shall include a complete CCTV inspection system for the remote visual inspection and condition documentation of highway culverts and drainage structures, including circular pipe, elliptical pipe, and box culverts.

3.1.2 The system shall be fully operational in circular, elliptical, and box culverts having an internal diameter or rise of 15 through 96 inches. All wheels, lifts, lighting, attachments, and accessories required for operation throughout this range shall be included in the total bid price.

3.1.3 System shall provide a minimum usable cable travel range of 350 feet (107 m).

3.1.4 Camera shall capture and transmit live video at a minimum resolution of Full HD 1080p (1920 × 1080 pixels).

3.1.5 Inspection software shall support the Pipeline Assessment Certification Program (PACP) Version 8 standards, including all observation and defect codes applicable to that version.

3.1.6 Inspection software shall be listed by NASSCO as Certified Import and Export Software—Version 8 as of the bid-opening date and shall support PACP Version 8 coding and data exchange requirements.

3.1.7 System shall be configurable for permanent installation in an Agency-owned full-size cargo van or ¾-ton pickup truck. Vendor shall include all mounting hardware, electrical adapters, and installation instructions required for the offered system. Installation shall be performed by the Agency.

3.1.8 System shall be operable by a one- or two-person crew (one driver/reel operator and one console operator).

3.1.9 The crawler shall incorporate a drive system capable of traversing sediment, debris and pipe joints under the operating conditions specified herein.

3.1.10 Variable speed control with fine-increment adjustment shall be provided.

3.1.11 Crawler shall exert a minimum pull force of 50 lbf (222 N) to traverse wet sediment, debris buildup, and moderate joint offsets without becoming stuck.

3.1.12 Crawler shall maintain traction and forward/reverse control on pipe grades of at least 30% (approximately 17 degrees) in both wet and dry conditions.

3.1.13 Crawler shall be capable of traversing pipe joint offsets of at least 1 inch (25

mm) in both vertical and horizontal directions without operator intervention.

3.1.14 The camera image shall automatically self-level to maintain an upright image regardless of crawler roll. The controller shall display crawler roll angle or provide a rollover warning.

3.1.15 Camera shall provide remotely controlled pan/rotation and tilt movement sufficient to inspect the complete internal circumference of the culvert and view both forward and rearward. Vendor shall identify the offered pan/rotation and tilt ranges.

3.1.16 Crawler chassis and structural components shall be constructed of materials rated for continuous exposure to water, sediment, hydrogen sulfide, and dilute acids/bases.

3.1.17 The crawler (tractor body with standard camera) shall weigh no more than 50 lbs (22.7 kg) in the standard configuration to allow safe two-person handling at pipe inlets.

3.1.18 Camera shall produce a usable color image at illuminance levels of 1 lux or lower.

3.1.19 Camera shall provide a minimum 5x optical zoom lens, fully operator-controlled from the console.

3.1.20 In addition to optical zoom, a minimum 7x digital zoom shall be available.

3.1.21 Camera shall feature automatic autofocus with manual override capability fully controlled by the operator from the console.

3.1.22 Camera shall provide a minimum 90-degree horizontal field of view at its widest zoom setting to allow adequate wall coverage in small-diameter culverts.

3.1.23 LED intensity shall be fully operator-adjustable (0-100%) from the control console to prevent overexposure in close-range small-diameter pipes and underexposure in large-diameter or dark-stained culverts.

3.1.24 Crawler/camera system shall support connection of auxiliary external lamp units to supplement illumination in culverts 36 inches and larger.

3.1.25 Camera shall incorporate a motorized self-cleaning lens wiper system or equivalent lens-cleaning technology to maintain clear imagery during wet, muddy, or silt-laden inspection conditions without camera retrieval.

3.1.26 Camera shall have a scratch-resistant optical window, such as hardened glass, sapphire or equivalent, protected by a field-replaceable window, wiper or sacrificial cover.

3.1.27 Camera head assembly shall be rated IP67 minimum. Internal sealing shall prevent condensation on the lens interior. Camera shall remain operable after full submersion to at least 1 meter (3.3 ft) for a minimum of 30 minutes.

3.1.28 Camera shall include an integrated laser measurement/caliper system capable of sizing cracks, joint gaps, and defect dimensions on-screen during inspection.

3.1.29 Cable minimum rated break strength shall be 2,000 lbf (8.9 kN).

3.1.30 Cable outer jacket shall be rated for resistance to abrasion on concrete and corrugated metal, petroleum products, road salts, UV exposure, and temperatures from 0°F to 120°F. Polyurethane, TPE, or equivalent jacket material is acceptable.

3.1.31 Cable outer diameter shall not exceed 12 mm (0.47 in) to minimize drag in small-diameter culverts.

3.1.32 The reel shall be motorized (power-driven) in both pay-out and retrieval directions, and shall have controlled free-spool payout and a manual hand-crank or other manual emergency-retrieval method.

3.1.33 Reel shall incorporate automatic cable tension management to prevent cable slack that could cause tangling or guide wear, and to prevent excess tension during retrieval through tight bends.

3.1.34 Reel shall incorporate an electronic cable counter accurate to within ±1 foot (±0.3 m) across the full reel range.

3.1.35 The reel assembly shall be mountable both in the host vehicle and deployable as a portable unit at the culvert opening when vehicle access to the pipe invert is not possible. Portable reel deployment shall be achievable by two people without mechanical lifting equipment.

3.1.36 The primary operator control unit shall be a rugged, portable touchscreen pendant or laptop-style controller with integrated joystick(s).

3.1.37 The portable controller/pendant display shall be a minimum 10-inch color touchscreen.

3.1.38 The portable controller display shall be sunlight-readable (minimum 1000 nit brightness) for field operation in direct sunlight conditions.

3.1.39 The field controller/pendant shall carry a minimum rating of IP54 for protection against dust and water spray in field conditions.

3.1.40 Field controller shall be rated to survive a minimum 1-meter (3.3 ft) drop onto concrete without loss of function.

3.1.41 An integrated or externally mounted GPS/GNSS receiver shall be included.

Culvert access point/asset location GPS coordinates shall be automatically embedded in all video recordings and inspection reports as metadata.

3.1.42 Console/computer system shall operate from the host vehicle's 12V DC or 24V DC electrical system. It shall also accept 120V AC shore power via standard NEMA 5-15 connection for use when the vehicle is stationary with shore power available.

3.1.43 An uninterruptible power supply (UPS) or internal battery shall protect the computer from vehicle voltage drops/surges and allow a minimum of 15 minutes of controlled shutdown if vehicle power is lost.

3.1.44 Software shall allow operators to code defects and observations in real time during active inspection. Timestamp and distance counter shall be automatically logged with each observation.

3.1.45 Operator shall be able to capture full-resolution still images at any time during inspection. Images shall be automatically associated with the inspection record, GPS coordinates, distance, and defect code.

3.1.46 Live and recorded video shall include an on-screen display (OSD) overlay showing date, time, asset/pipe ID, cable counter distance, GPS coordinates, crawler speed, and camera pan/tilt angles.

3.1.47 Inspection video shall be exportable in MP4 (H.264 or H.265) or AVI formats at minimum.

3.1.48 Software shall export inspection data with GPS coordinates in KMZ/KML format (Google Earth compatible), Esri Shapefile (.shp), or GeoJSON format for integration with GIS platforms.

3.1.49 All inspection video shall be recorded at a minimum of Full HD 1080p (1920 x 1080). The system shall not downscale the camera signal before recording.

3.1.50 Minimum recorded frame rate of 30 frames per second (fps) at 1080p.

3.1.51 System shall support export of all inspection data and video to external USB drives.

3.1.52 Vendor shall provide one (1) perpetual software license covering all inspection, recording, reporting, coding, and data export functions required by this solicitation. The total bid price shall include all license and activation fees, software updates, and technical support for a minimum of twelve (12) months following delivery and acceptance by the Agency. After this period, the Agency shall retain continued use of the licensed software and all updates received without requiring a subscription, maintenance agreement, or additional license fees. Renewal of updates and technical support after the included period shall be optional.

4. CONTRACT AWARD:

4.1 The Contract shall be awarded to the lowest responsive and responsible Vendor whose offered Contract Items meet all mandatory specifications contained herein, based on the total price of the complete system, including all required attachments and accessories.

4.2 Pricing Page: Vendor shall enter the price in the Unit Price field. Unit pricing shall include delivery, freight, fees, and all other costs necessary to provide the Contract Items. Vendor shall complete the Pricing Page in full as failure to complete the Pricing Page in its entirety shall result in Vendor’s bid being disqualified.

4.2.1 Vendor shall submit its completed Pricing Pages electronically through wvOASIS. Vendor should enter the pricing information directly into wvOASIS, if that functionality is available, or upload completed Pricing Pages as an electronic document. Pricing Pages may be downloaded from the wvOASIS Vendor Self Service website. If Vendor completes the Pricing Pages in paper format, Vendor shall download or print the assembled ARFQ document bearing the highest version number, enter the unit price and extended cost for each item, scan the completed pages, and upload them as part of its electronic bid submission through wvOASIS. Physical delivery of a paper bid does not constitute submission.

VENDOR MUST PROVIDE:

• Vendor shall provide documentation demonstrating compliance with each mandatory specification and clearly identify the applicable specification number and supporting page or section. Acceptable documentation includes manufacturer’s published literature or written confirmation from the manufacturer. Vendor shall provide its own written confirmation for requirements concerning delivery, pricing, installation, or other Vendor-provided services.

• Manufacturer’s Warranty documentation.

• Signed Agency terms and conditions.

Failure to provide complete documentation shall result in disqualification of the bid.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Contract Items must be delivered to Agency at 265 Neptune Drive, Beckley, WV 25801. Delivery shall not exceed 270 calendar days after receipt of purchase order.

6.2 Late Delivery: WVPA must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to the WVPA will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B.

destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

7. VENDOR DEFAULT:

7.1. The following shall be considered a vendor default under this Contract.

7.1.1. Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2. Failure to comply with other specifications and requirements contained herein.

7.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Item provided under this Contract.

7.1.4. Failure to remedy deficient performance upon request.

7.2. The following remedies shall be available to WVPA upon default.

7.2.1. Immediate cancellation of the purchase order issued under this Contract.

7.2.2. Immediate cancellation of the Contract.

7.2.3. Any other remedies available in law or equity.