Digital Bus Video System Township Schools RFP.pdf

Saginaw Township Community Schools

Saginaw, MICHIGAN

INVITATION TO BID

Proposal: The Saginaw Township Community Schools seeks to purchase a digital video system for use in its school busses. The video system must be a “color” system and include all new parts of standard first grade quality, constructed of 100% new components.

Saginaw Township Community Schools will be purchasing 20-25 camera systems over a one-year period. Saginaw Township will be individually purchasing the camera systems. However, if there would be any discounts for a single purchase transaction, this should be noted in the remarks section of the bid document.

Due Date and Place December 11, 2017 at 10:30 a.m.

Transportation Center 3301 Fashion Square Blvd.

Saginaw, Michigan 48603

Envelope: Mark Sealed Envelope: Digital bus video system. No FAXES or Emails will be accepted.

Delivery: FOB Destination

Inquiries: Matthew Dowdy, Supervisor Transportation Center 3301 Fashion Square Blvd.

Saginaw, Michigan 48603 Telephone: 989-799-1885

Services Required: Vendor to propose a camera configuration that covers the entire seating area of the bus. Vendor may survey (inspect) the bus fleet to determine adequate placement of cameras based upon each bus. Bid must include installation of the system and include all parts and materials necessary for installation. Bid must include training of approximately 10 School Staff Members.

Permits: Bidder is responsible for obtaining all required permits and licenses.

Taxes: Price quotes should exclude State and Federal taxes.

Obligations: Bidder must represent to the district that it provides for its own employee withholding for state and federal taxes, its own unemployment and worker's disability compensation, and all other tax and regulatory requirements, whether federal, state or local, with respect to its business or employees.

Product Information: Complete product information and MIOSHA Material Safety Data Sheets (MSDS) must be provided for all products.

Withdrawal: No proposal may be withdrawn for a period of ninety (90) days after public opening.

All bid proposals are to meet the minimum specifications indicated on the following pages.

Bidder is to clearly indicate, at the right, any item which deviates from the specifications.

Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

Receipt of Bids: Bids received prior to the time of the bid opening will be securely kept unopened. No responsibility will attach to any officer or employee of Saginaw Township Community Schools or the premature opening of a bid not properly addressed or identified.

Right to Reject: We reserve the right to accept or reject any or all bids, to waive any irregularities or defects, to award on a split-order or lump-sum basis, and to accept other than the low bidder in the best interest of the Saginaw Township Community Schools.

Affidavit of Bidder: All bids are required to be accompanied by a sworn and notarized Affidavit of Bidder disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Saginaw Township Community Schools. Any bid that does not include the sworn and notarized Affidavit of Bidder will not be accepted (pursuant to MCL 380.1267(3)(d).

Laws: The laws of the State of Michigan shall govern the rights, obligations, and remedies of the parties under this bid and any agreement reached through this process

Disclosure: All of the information included in your bid response is subject to the “Freedom of

Information Act” and may be disclosed in its entirety after the formal, public bid opening has been completed.

Independent Price Determination: By submission of this proposal, the bidder certifies that the pricing structure offered has been arrived at independently without consultation, communication, or agreement of such prices for the purpose of restricting competition with any other bidder or competitor.

References: References are requested as a part of the solicitation of bids. Failure to honor this request will cause the bidder to be presenting a non-compliant bid.

Payment Discounts: Cash discounts may be considered in determining the successful bidder. If a cash discount is offered and accepted, it will be considered earned if paid within 30 days after receipt of the correct invoice or acceptance of goods, whichever is later.

Indemnification: The contractor agrees to hold and save the school systems, its officers, agents, and employees harmless from liability of any kind, including costs and expenses, with respect to any claim, action, cost or judgment for patent, copyright or trademark infringement arising out of the purchase or use of equipment or use of equipment, materials, supplies, or services covered by this contract.

Certificate of Insurance: Saginaw Township Community Schools requires contractors to procure and maintain for the duration of any work performed, commercial general liability with both Districts listed as additional insured. The preferred limit for general liability is $1,000,000. Also required is workers’ compensation insurance with the Saginaw Township Community School listed as certificate holder. Saginaw Township Community School, prior to the beginning of work for the district, must receive and accept your certificate of insurance.

IRAN Economic Sanctions Act: All bidders must provide certification that it is NOT an Iran linked business as defined by

Michigan Public Act 517 of 2012 and attach the information to their bid. The district shall not accept a bid that does not include this certification.

NOTE: BIDDER MUST USE THE BID DOCUMENT PROPOSAL FORMS FURNISHED BY THE

SAGINAW TOWNSHIP COMMUNITY SCHOOLS, AS NONE OTHER WILL BE

ACCEPTED.

SAGINAW TOWNSHIP COMMUNITY SCHOOL DISTRICT

SAGINAW, MICHIGAN

SPECIFICATIONS

VENDOR

GENERAL SYSTEM SPECIFICATIONS

A) The digital bus video system must be “color with a day/night feature (infrared illumination)” and include all new parts of standard first grade quality, constructed of 100% new components.

B) System shall be a camera system with real time simultaneous recordings.

C) BASE BID - Vendor to propose an eight camera configuration that covers the entire seating area of the bus, the driver compartment, the service entrance of the bus, a stop arm camera and a front view camera. Vendor may survey (inspect) the bus fleet to determine adequate placement of cameras based upon each bus.

ALTERNATE BID - Camera system that has viewing of seating area only - Vendor may survey (inspect) the bus fleet to determine adequate placement of camera based upon each bus. Upon request to the Transportation Supervisor, the vendor may review an inventory sheet of vehicles in the fleet.

D) System to include adequate audio solution(s) on each bus to fully capture all sounds within the bus.

E) Bid to include separate pricing for additional storage media drives and additional cameras for the district to use as spares as needed.

F) Each system to include at least 80 hours of recording time at 1080P resolution with event/panic button marker – a simple system to mark events. System should include an infrared capability for viewing video at night.

G) All hardware installed in each bus must be able to withstand shock, vibration and extreme temperature changes, as what would be present in normal day-to-day bus activity.

H) System should include an easy to use process to review video, transfer to removable media for archiving or transferring for download recordings to a PC.

I) The DVR should be easily accessible with a laptop computer to make camera adjustments or to perform basic troubleshooting.

J) All equipment to be installed on each bus must be tamper proof.

K) Vendor to include brand name of all equipment in bid.

L) All bids shall include on site delivery, installation, initial startup supplies, testing to insure proper working condition and training of staff. Installation may be required at individual school districts.

M) Bid to include a minimum of a one-year maintenance/warranty on all parts and software.

Vendor to include optional maintenance/warranty for three and five years. Vendor to include detailed description on maintenance/warranty options available.

N) Pricing for systems, per specifications, shall be as detailed on an individual unit and incremental price list, as provided on the bid sheet.

PREFERRED ADDITIONAL/OPTIONAL COMPONENTS

A. Vendor to provide customer references for similar systems vendor has installed and maintained.

B. Vendor to include pricing to integrate a global positioning system (GPS) on each bus (if available). Price for GPS system to be separately identifiable as an add-on option for the school district (Option #1).

C. As an option, system to include the capability to monitor bus speed, light system, brakes, overhead flashers and turn signals (Option 2).

D. Vendor to provide details of any server specifications required for storage.

E. Vendor to provide auto upload/wireless upload as an option.

F. Preference will be given to solid state hard drives.

DELIVERY/INSTALLATION

A. Installation of the system to be coordinated with the Transportation Supervisor at the Saginaw Township Community Schools. Installation on the buses will need to be done when the buses are available and not being used for transporting students. Vendor will provide Saginaw Township Community Schools an estimate of installation time.

B. Vendor will provide an outline of staff training and an estimate of amount of time needed for training

CONTACT INFORMATION

Bidding Questions Carrie Sekelsky Saginaw Township Community Schools Director of Finance & Business Operations 3465 North Center Road P.O. Box 6278 Saginaw, MI 48608

(989) 797-1800

Vehicle Information Matthew Dowdy Saginaw Township Community School Director of Transportation 3301 Fashion Square Boulevard Saginaw, MI 48603

(989) 799-1885

3301 Fashion Square Boulevard

Saginaw, MI 48603 Phone: (989) 799-1885

Matthew Dowdy, Director of Transportation

Bid Document for Digital School Bus Video System Purchase

Company Name: ________________________________________ (Please print or type)

Company Address: ________________________________________

Contact Person: ________________________________________

Phone: _____________________________ E-mail: __________________________________

Base Bid

Brand Name of Equipment: ________________________________________________________ (Please attach descriptive literature) Option #1/Option #2

Base Bid Price Per Unit: _______________ Price Per Unit w/Added Options

Number of cameras in Base bid __________________________

Incremental Pricing for Multiple Purchases of Base Bid Specifications:

10 – 20 units $__________________________ 51 – 60 units $_____________________________

21 – 30 units $__________________________ 61 – 70 units $____________________________

31 – 40 units $__________________________ 71 and above $_____________________________

41 – 50 units $__________________________

Alternate Bid

Brand Name of Equipment: ________________________________________________________

(Please attach descriptive literature) Option #1/Option #2

Base Bid Price Per Unit: $ _______________ Price Per Unit w/Added Options $__________/____________

Number of cameras in Alternate bid ___________________________

Incremental Pricing for Multiple Purchases of Base Bid Specifications:

21 – 30 units $___________________________ 61 – 70 units$__________________________

31 – 40 units $__________________________ 71 and above $_____________________________

41 – 50 units $__________________________

Optional Equipment Option #1 Global Positioning System Unit Price Installation

Cost

(if not in unit cost)

Brand Name of Equipment: _____________________________ $________

21 – 30 units $___________________________ 61 – 70 units $_____________________________

31 – 40 units $__________________________ 71 and above $_____________________________

41 – 50 units $_____________________________

Specify ongoing costs for GPS Option

Optional Equipment Option #2 Capability to monitor bus speed, light system, brakes, overhead flashers and turn signals Unit Price Installation Cost (if not in unit cost)

Brand Name of Equipment: ____________________________ $________

21 – 30 units $__________________________ 61 – 70 units $_____________________________

31 – 40 units $__________________________ 71 and above $_____________________________

41 – 50 units $__________________________

Additional Storage Media __________________

Additional Cameras __________________

Optional Three-year warranty _______________

Optional Five-year warranty __________________

Delivery Date: __________________________ Estimated Installation Time: __________________

REMARKS:

The Undersigned hereby certifies to the Saginaw Township Community Schools that so long as it holds a contract with either entity it shall not discriminate against any employee, applicant for employment because of race, religion, national origin, sex, disability, age, marital status, height or weight and that it shall abide by all applicable state and federal laws and guidelines regarding equal employment opportunity and affirmative action.

Vendor_________________________ Signature _____________________________________

Address ________________________Date _________________________________________

City/State ______________________Telephone ____________________________________

REFERENCES: Attach this list of references to your bid

Name of Company/District:

Contact Person: Phone Number:

This form must be notarized and included with bidder’s quote:

The undersigned, the owner or authorized office of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Saginaw Township Community School’s request for quote, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of Saginaw Township Community Schools and any member of the Board of Education or the Superintendent of Saginaw Township Community Schools.

List any Familial Relationships:

Bidder:

By: _____________________________________________

Its: _____________________________________________

STATE OF MICHIGAN

COUNTY OF ____________________________

This instrument was acknowledged before me on the _____ day of _____________________, 2017.

Signature______________________________________________

Printed name___________________________________________

Notary public, State of Michigan, County of ___________________

My commission expires ___________________________________

Affidavit of Bidder Familial Relationship

This form must be notarized and included with bidder’s quote:

CERTIFICATION OF IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of ________________________________ (the “Bidder”), pursuant to the Iran Economic Sanctions Act requirement provided in the Saginaw Township Community Schools advertisement for bids, hereby represent and warrant THAT IT IS NOT AN IRAN LINKED BUSINESS AS

DEFINED BY MICHIGAN PUBLIC ACT 517 OF 2012.

Bidder:

By: __________________________________

Its: ___________________________________

STATE OF MICHIGAN

COUNTY OF ____________________________

This instrument was acknowledged before me on the _____ day of _____________________, 2017.

Signature______________________________________________

Printed name___________________________________________

Notary public, State of Michigan, County of ___________________

My commission expires ___________________________________