Friendship Center Camera System Upgrade RFP - 8.26.25.pdf

1. Unless otherwise called for, two copies of the Bid/Proposal, typewritten or printed in ink, must be submitted.

2. Carefully read and comply as applicable with the standard Terms and

Conditions.

3. No taxes are to be included in any bid/proposal price. Generally, states and political subdivisions are exempt from Federal taxes. In the event that taxes must be paid on any materials necessary to complete the contract, the Contractor shall bear the cost and responsibility of such taxes. To the extent any sales, import or other taxes apply, they are to be invoiced as a separate item.

4. The Instructions to Bidders and Terms and Conditions are part of the proposal package and should be read thoroughly and considered when submitting bids.

5. Awarded bidders should allow for approximately 30 days from receipt of invoice to receive payment from the City of Westland.

6. The request for proposal and any accompanying documents shall be submitted by the time specified (no exceptions will be made) in a sealed envelope addressed as follows:

City of Westland

Purchasing Division

36300 Warren Road

Westland, MI 48185

For electronic bid submissions, please refer to the attached how to guide for frequently asked questions and submission steps.

In addition, subject matter of the proposal, date and the hour of the bid opening as stated in the invitation should be printed in the lower left corner of the envelope. Failure to do so may result in premature opening of/or failure to open.

INSTRUCTIONS FOR PROPOSALS

Friendship Center Camera System Upgrade

Department of Innovation and Technology

Bid Due Date: September 24, 2025 @ 10:00 a.m.

1. PREPARATION OF BIDS/PROPOSAL:

a. Bidders are expected to examine specifications and all instructions.

b. If any person contemplating submitting a proposal is in doubt as to the true meaning of any part of the specifications or other conditions within the invitation, he/she may submit to the Purchasing Division a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation will be made only by an addendum duly issued by the designated City Representative. A copy of each addendum will be mailed or delivered to each person in receipt of the invitation. Failure on the part of the prospective bidder to receive a written interpretation prior to the time of the opening of bids will not be grounds for withdrawal of proposal. Bidder will acknowledge receipt of each addendum issued by stating it in his proposal. Oral explanations will not be binding.

c. Each bidder shall furnish all information required on Bid Form. The person signing the Bid Form must initial any and all erasures and/or other changes made to the bid document.

2. SUBMISSION OF BIDS/PROPOSALS:

a. Bids may be submitted in sealed envelopes and shall include the following information on the face of the envelope: bidder’s name, address, subject matter of proposal, date and hour of bid opening as stated in the invitation. Failure to do so may result in a premature opening of or failure to open such proposal.

b. Effective March 7, 2022, Bidders have the option to submit their proposal electronically.

Please refer to the attached how to guide for frequently asked questions and submission steps.

c. Bidders are responsible for submitting proposals before the stated closing time. Delays in the mail or technology constraints will not be considered. Any proposal received after the stated closing time will not be opened and shall not be considered in the bid opening. No exceptions will be made.

d. In the event no bid is to be submitted, do not return the invitation. However, a letter or post card should be sent to the Purchasing Division advising whether future invitations are desired.

e. Any bid may be withdrawn by giving a written notice to the Purchasing Division before stated closing time. After stated closing time no bid may be withdrawn or canceled for a period of 60 days after said closing time.

f. All Bids and/or proposals are to be submitted on the bid forms supplied in the bid package.

g. When reviewing bids, totals written out in words will take precedence over totals written in figures.

3. CONSIDERATION OF BIDS/PROPOSALS:

a. A designated City Department Head shall represent the City in all matters pertaining to this proposal and contract in conjunction therewith. The City reserves the right to reject any or all proposals and to disregard any informality in the bids and bidding.

b. Proposals submitted on Bid Forms are understood to be according to Specification Date.

Variations in proposals will be considered when same are submitted on Substitution Proposal forms furnished herein and all required information is contained in such proposal.

In cases where an item requested is identified by a manufacturer’s name, trade name, catalog number or reference, it is understood that the bidder proposed to furnish the item

BID/PROPOSAL TERMS AND CONDITIONS

so identified and does not propose to furnish an “equal” unless the proposed “equal” is definitely indicated by submission of the Substitution Proposal form.

Reference to any of the above is intended to be descriptive, but not restrictive and only indicates articles that will be satisfactory. Bids of “equal” will be considered, provided that the bidder states in his proposal exactly what he proposed to furnish, including sample, illustration, or other descriptive matter which will clearly indicate the character of the article covered by such proposal.

The designated City Representative hereby reserves the right to approve as an equal, or to reject as not being an equal, any article proposed which contains major or minor variations from specifications requirements, but which may comply substantially therewith.

c. The City reserves the right, when it seems to be in the best interest of the City, to award the bid in part or in whole, reject any bids or waive informalities.

d. Pursuant to Chapter 2, Section 2-707(a), of Westland City Code, before any contract is awarded which requires approval by the City Council, the vendor must disclose any substantial interest held by any city official or city employee or their immediate family in the vendor’s business.

e. Alternate proposals will be considered.

f. After the bidding deadline, discussions may be conducted between the City and some or all of the responsible bidders who submit proposals determined to be reasonably likely to be selected for award for the purpose of clarification to assure full understanding of, responsiveness to, and compliance with the solicitation requirements. Bidders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

g. The City may, between the bidding deadline and signing of a contract with the Respondent, reject any Respondent and select another if the City believes it is in its best interest to do so.

4. FAIR EMPLOYMENT PRACTICE AND NON-DISCRIMINATION:

The firm or their subcontractors shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, marital status or handicap. The firm shall take affirmative action to ensure that applicants are employed and employees are treated during employment without regard to race, color, religion, sex, age, national origin, marital status or handicap. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rate of pay or other forms of compensation, and selection of training, including apprenticeship. Breach of this covenant may be regarded as a material breach of contract.

5. PERSONNEL REQUIREMENTS:

All companies must comply with the Fair Employment Practice Act, Executive Order 1126 entitled the “Equal Employment Opportunity,” as amended by Executive Order 11375 and Department of Labor Regulations (41 CFR Part 60), and other Federal, State and City requirements which are applicable to grants-in-aid programs.

All companies shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, marital status or handicap.

Companies shall take affirmative action to ensure that applicants are employed, and employees are treated during employment without regard to race, color, religion, sex, age, national origin, marital status, or handicap. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship.

All companies must agree that the city of Westland, the County of Wayne, the Federal grantor agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access, during regular business hours, to any books, documents, papers and records of their company which are directly pertinent to this agreement, for the purpose of making an audit, examination, excerpts and transcriptions. The company shall maintain all records for three years after all pending matters under this agreement are closed.

6. INDEMNIFICATION

Proposer to the fullest extent permitted by law agrees to indemnify, defend and save harmless the City of Westland and its elected and appointed officials and officers, agents, servants and employees from and against all loss or expense, including cost and attorney’s fees by reason of liability imposed by law upon the City of Westland and its elected and appointed officials and officers, agents, servants and employees for damages because of bodily injury, including death, resulting from or sustained by any person or persons on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of the contract whether such injuries to persons or damage to property is due or claimed to be due to the negligence of the City of Westland, its elected and appointed Officials, officers, appointed agents, servants and employees, except only if such injury or damage is occasioned by the sole negligence of the City of Westland

7. INSURANCE PROVISIONS

The proposer shall purchase and maintain, throughout the term of this agreement, comprehensive general liability insurance, including contractual liability, to protect the provider from all claims for bodily injury, including accidental death, personal injury, and property damage arising from operations under this agreement, whether such operation be by the proposer, subcontractor, agent, or by anyone else directly or indirectly employed by the proposer. In addition, all statutory insurance requirements, including worker’s compensation, shall be met. All required insurance policies shall be issued by reputable insurance companies duly authorized to engage in the insurance business in the State of Michigan. Limits of such insurance shall be stated below:

Worker’s Compensation Statutory Comprehensive General Liability $1,000,000 Employer’s Liability $1,000,000 per occurrence Motor Vehicle Insurance – Owned, Non- Owned and Hired Bodily Injury $500,000 per occurrence Property Damage $500,000 per occurrence

The City of Westland shall be named on such policies as insured or named as additional insured. Failure to maintain insurance coverage throughout the life of the contract, consistent with the provisions of this Section, shall be considered a breach of contract. Proposer shall procure and maintain during the life of the contract umbrella excess liability insurance in the single amount limit of at least two million dollars. This insurance shall be project specific and the umbrella excess policy wording shall apply to the Proposers general liability and its automobile liability insurance. Each insurance policy shall specify that no policy may be terminated for any reason unless 30 days prior written notice of such proposed termination shall be given to the City of Westland, and before commencing any work related to the contract Proposer shall provide the City of Westland certificates of insurance for the required insurance policies.

8. SEVERABILITY OF CONTRACT

In the event any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision of this agreement, but this agreement shall be construed as if such invalid or unenforceable provisions had never been contained.

Further, in the event that any provision of this agreement shall be held to be unenforceable by virtue of its scope, but may be made enforceable by a limitation thereof, such provision shall be deemed to be amended to the minimum extent necessary to render it enforceable under the laws of the jurisdiction in which enforcement is sought.

9. AMENDMENTS TO CONTRACT

When awarded, the agreement shall not be changed, modified, altered, or amended in any respect without the mutual consent of the parties hereto, which consent shall be evidenced by a written amendment to the agreement executed by both parties.

(Vendor’s Name) ______________________________________________________________

(Address)____________________________________________________________________

(Email Address)_________________________________

(Telephone Number)_________________________

(Name of Person Completing)________________________________________

(Title)___________________________________________________________

Signature _____________________ Date ______________

NOTE: Pursuant to Chapter 2, Section 2-707(a), of Westland City Code, before any contract is awarded which requires approval by the City Council, the vendor must disclose any substantial interest held by any city official or city employee or their immediate family in the vendor’s business.

Please fill out this form to the best of your knowledge and belief; attach additional pages if needed.

Pursuant to Chapter, Section 2-707(b) of the Westland City Code, your completed disclosure statement (original) is a public document to be filed with the Westland City Clerk, 36300 Warren Road, Westland, Michigan 48185. A copy of your disclosure statement will be forwarded to the Board of Ethics.

(Vendor’s Name) _________________________________________________________________________

(Address) _______________________________________________________________________________

(Name of Person Completing) _______________________________________________________________

(Title) __________________________________________________________________________________

The following individuals or their immediate family members, to the best of my knowledge, have a substantial interest in (Vendor’s Name) ________________________________________________________ :

Name of Individual with Substantial Interest:

Mayor _____________________________ ______________________________________________ City Council Member _________________ ______________________________________________ City Clerk __________________________ ______________________________________________ Department Directors _________________ ______________________________________________ Deputy Directors ____________________ ______________________________________________ Board or Commission Members _________ ______________________________________________ Employee __________________________ ______________________________________________ None of the Above ___________________ ______________________________________________

I certify that to the best of my knowledge, information and belief the above is true.

Signature _________________________________________ Date ________________________

VENDOR ETHICS DISCLOSURE

STATEMENT

The receipt of the following addenda is hereby acknowledged:

Addendum No. ________, dated ________

Addendum No. ________, dated ________, Addendum No. ________, dated ________, I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid

Company

Authorized Signature

Date

NOTE: This addendum acknowledgment should be submitted with the bid to expedite document processing.

ADDENDUM ACKNOWLEDGMENT FORM

Grand Total: $ _______________________________________

Grand Total in words: ________________________________________

Bidders must attach an itemized proposal with their submission*

Contractor: Name:

Position:

Signature:

Date:

Additional Contractor Comments:

PROPOSAL FORM

The City of Westland requires all applicants to submit three references.

Reference #1

Business Name:

Contact:

Address:

Phone Number:

E-mail Address:

Reference #2

Contact:

Address:

Reference #3

Contact:

Address:

References Sheet

The City of Westland is seeking proposals from experienced and qualified vendors for professional services related to Camera System Upgrades at the Friendship Center (also known as the Senior Resource Center). Sealed or electronic proposals will be received by the Purchasing Division, located at 36300 Warren Road, Westland, MI 48185 on September 24, 2025 at 10:00am (no exceptions will be made for late filings) at which time the proposals will be publicly opened and read aloud. For electronic bid submissions, please refer to the attached how to guide for Frequently asked questions and submission steps.

Inquiries

All inquiries, questions, etc. concerning the RFP shall be forwarded to City Controller, Devin Adams, via email at dadams@cityofwestland.com, and Chief Innovation Officer, Craig Brown, via email at cbrown@cityofwestland.com. All questions must be in writing and must be received by 4:00 P.M. on

September 19, 2025.

Mandatory Pre-Bid Meeting

A mandatory pre-bid meeting is scheduled for all prospective Respondents as follows:

DATE: September 10, 2025

TIME: 11:00 A.M.

LOCATION: Friendship Center

1119 N. Newburgh Road Westland, MI 48185

This meeting is to be held to brief prospective Respondents after the RFP has been issued but before proposals are submitted. Generally, the purpose is to explain and clarify complicated specifications and requirements.

Prospective Respondents are encouraged to attend the meeting and to submit written questions in advance so that prepared answers can be delivered during the conference.

Remarks and explanations at the conference will not qualify the terms of the solicitation. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing

SPECIFICATIONS

mailto:dadams@cityofwestland.com mailto:cbrown@cityofwestland.com

CONFIDENTIAL – OFFICIAL USE ONLY

Craig Brown

Chief Innovation Officer

Kevin Coleman Mayor

Department of Innovation & Technology

36300 Warren Rd Westland, MI 48185

734.467-7952 cbrown@cityofwestland.com

/cityofwestland /westlandadministration /cityofwestland /WLND

8/27/2025

Friendship Center Camera System Upgrade RFP

Technical Specifications

City’s Intent The City of Westland intends to upgrade the existing security camera system at the Westland Friendship Center, 1119 N. Newburgh, Westland, MI. The intention of this project is to improve coverage of strategic points within/without the building utilizing higher definition IP cameras that are compatible with the existing Avigilon network video recorder (NVR). Also included is the removal of the old non- Avigilon cameras currently installed that are not functional.

Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those vendors that have the interest, capability, and financial strength to supply the City of Westland with the requested service/equipment identified in the Scope of Work. Selections will be based on the capability of the vendor to meeting the following criteria:

1. Capability of vendor to provide a suitable solution

2. Capability of vendor to provide all necessary equipment

3. Financial stability of the vendor

4. Vendor’s average response times for support requests

5. Vendor’s ability to demonstrate timeline and implementation strategy for the proposed system

6. Ease of operations, management and support of the solution

7. Capability of vendor to provide administrator and/or end user training

8. Cost effectiveness of the solution

Scope of Work City of Westland is requesting proposals from qualified firms interested in providing the installation of new cameras to our existing security camera system and removal of the old non-functional non-Avigilon cameras at the Westland Friendship Center. The proposal is to be all inclusive of what is required to install the new cameras, remove existing non-functional cameras that will no longer be in use, and configure the cameras in the existing NVR. Removal of cameras will include the removal of the networking cable or other cabling that is attached to the camera instead of abandoning in place. All required camera licensing and verification work to be included as this RFP is intended to be a turnkey solution.

/cityofwestland /westlandadministration /cityofwestland /WLND

The total number of cameras to be impacted is:

• Two (2) new interior cameras to be installed

• Five (5) exterior cameras to be installed

• At least eight (8) old non-functional cameras to be removed

Technical Specifications Due to the number of options in cameras available to vendors, the City will not dictate the exact solution required for this RFP, but instead will provide general guidelines of the expected compatibility with existing systems and general usage requirements. The vendors are expected to provide what they consider the most effective and least costly solution within the confines of these guidelines. The proposed solution shall have detailed information about all aspects of the solution provided, including equipment specifications, software versions, and project timeline.

Cameras

See attached map to determine the number of cameras required to cover the viewing area. All cameras have to be rated for indoor or outdoor use (depending on need) with the proper vandal proof and anti-vibration compliant covers. Cameras need to be compatible with the existing Avigilon system. Multi-sensor cameras would be appropriate for the exterior locations where necessary to provide the coverage requested.

The following minimum camera specifications are required:

1. Full high definition

2. Environmental and Vandal proof rated (IP66 and IK10 ratings preferred)

3. Low visibility rated

4. Night vision (IR) capable

5. Image stabilization to reduce blurring

6. Capable of 15 fps or more

7. Defocus detection

8. RJ45 connectivity

9. PoE compliant

10. 5 megapixel, minimum

11. Motion detection capable

12. Appropriate three (3) year licensing – ACC 7 enterprise edition

Supporting Network Infrastructure

The security camera system solution will include all networking hardware and cabling requirements for installation. This would include any cable installations, rack mount kits, patch panels, racks, installation, outdoor masts, straps, conduit, and any other required hardware.

The following specifications are required:

1. All cabling to be color coded purple and Cat6

2. All cabling to be terminated in a patch panel

3. All cabling to be properly dressed and tested

4. Wire hangers to be installed as necessary

5. Any power installations required to be included

/cityofwestland /westlandadministration /cityofwestland /WLND

6. Documentation provided with the label of each device, patch panel port number, and switch port

The installer will be utilizing the existing Cisco switches that are already on site for network connectivity.

Exterior Camera Placement

For the outdoor cameras wall penetration will be required. All wall penetrations are to be properly weather sealed.

Miscellaneous

If electrical connections need to be added, any cost associated to those should be included in the bid.

The technical specifications provided are guidelines to be used by the vendor while developing the bids, are not designed to be all-inclusive, and are subject to change based on any changes determined necessary by the City. Once the bids are received, additional requirements can be added by the City if communicated to all parties in a reasonable timeframe so that all vendors can adjust their bids accordingly. A map of the proposed camera placements has been included with these specifications.

Hall E Hall D Hall C Hall B Hall A

Kitchen

Lobby

Computer Room

Social Room

C

C

C

CC

C

C

EBS for vendors (Electronic Bid Submission)

Quick FAQ

What is an electronic bid submission?

Electronic bid submission (EBS) is the electronic transfer of proposal bid data between a supplier and a contracting authority. The BidNet Direct EBS feature allows suppliers to submit bids/proposals online via BidNet Direct. The BidNet Direct E-bid submission feature includes safeguards to ensure the security and authenticity of the material being transferred. Vendors must be registered to www.BidNetDirect.com to participate in EBS.

When do buyers see my submission?

Submitted documents are stored in a secure fashion with a high level of security. Bids are opened by the buyer only after the closing date and time have passed.

http://www.bidnetdirect.com/

Submitting Your Bid Using the EBS

Reminders before submitting a bid:

Click on the Documents and Document Request List tabs to verify that you have downloaded the required Documents.

Verify that you are a Follower of this Solicitation (if so, the top button will indicate that you are Following). You should do this to be alerted of ANY addendum or communication regarding the solicitation.

You may have to click on Intent to Bid before making a formal Bid. This is an optional, but commonly used, request by buyers.

To submit a bid:

Click on Place Bid button. The Place a Bid modal window appears.

Place Bid pop-up window.

Select the Place a new Bid radio button, and click on Continue. The Create Bid interface opens.

Creating a Bid typically takes place in three steps: the Proposal, the Submission, and the Confirmation. A red “Bid Not Submitted” will show until your bid has been successfully submitted.

Create Bid: Proposal - Documents tab.

Simply drag-and-drop the files one at a time in the Add File area or on the Add File button. If you have many documents in a compressed file, drag-and-drop the file in the Import ZIP File area or on the Import ZIP File button. The files will appear in the File section.

Once the files are uploaded, click on the next tab. This might be the Pricing tab or the Questions tab, depending on the type of Solicitation.

Fill out the information in either lump sum or line item bidding, depending on the fields.

Create Bid: Proposal - Pricing tab.

Create Bid: Proposal - Line Items tab.

If there are multiple line items, a template will appear that you can simply download the template, fill in your pricing and any comments and then upload the file.

Line Item template.

Once the template is filled-out, you can upload the file by clicking on the Import Proposals button. The list will fill itself out with the information taken from the XLS file.

Create Bid: Proposal - Questions tab.

You will need to re-enter your password for the BidNet Direct platform.

Create Bid: Submission interface.

And finally, you will need to confirm to submit the bid.

Bid Submission Confirmation modal window.

EBS for vendors - FAQ How To Guide