IFB1 AADA 2019-0124 - Security Camera System.pdf

IFB1 AADA 2019-0124

Security Camera System

INVITATION FOR BID COVER SHEET

Department of Personnel & Administration

Contracts and Procurement Unit

Date: December 4, 2018 IFB Number: IFB1-AADA 2019-0124

Return all Bids to:

Department of Personnel & Administration

Contracts and Procurement Unit

1525 Sherman Street 5th Floor

Denver CO 80202

Purchasing

Agent:

Larry Ryan

IFB Due Date: December 20, 2018 IFB Due Time: 3:00 P.M. (MST/MDT)

Security Camera System

F.E.I.N.: Payment Terms:

(Minimum of Net 45) Delivery Date:

Authorized Signature:

Signature acknowledges acceptance of all terms and conditions of the solicitation.

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for

Clarifications:

Title:

Phone Number: Fax Number:

E-mail Address:

IMPORTANT: Please include the following information on the outside of the Bid Return Envelope:

Bid Number – Opening Date and Time

Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the

Department of Personnel and Administration (DPA) Contracts and Procurement Unit office as a sealed bid. Bidders are urged to read the solicitation document thoroughly before submitting a bid/proposal. Vendors are required to submit Federal Employer

Identification Number (F.E.I.N.) prior to payment from the State of Colorado.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

Low tie bids shall be decided in accordance with the provision of CRS §24-103-202.5, as it currently exists or is hereafter amended, which gives a preference to resident bidders. Any bidder who wishes to be considered a "resident bidder" for purposes of the tie bid procedure provided in CRS §24-103-202.5 shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either CRS §24-103-101(6)(a) or CRS §24-103-101(6)(b).

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURN WITH RESPONSE.

IFB1-AADA 2019-0124

X-Ray Imaging and Inspection System

FOR VENDOR REGISTRATION WITH THE STATE OF COLORADO OPERATIONS RESOURCE

ENGINE (CORE)

Visit https://codpa.cloud.cgifederal.com/webapp/PRDFIN2X1/Advantage for information.

It is the intention of the State of Colorado Department of Personnel and Administration, Contracts and

Procurement Unit to solicit vendor responses on behalf of the Department of Personnel and Administration

(DPA), Division of Central Services (DCS) Integrated Document Solutions (IDS) program for Security Camera

System to be utilized at a State Location in Metro Denver.

The Invitation for Bid (IFB) cover sheet must be completed, signed, and submitted with offers.

TABLE OF CONTENTS

SECTION 1: INSTRUCTIONS TO BIDDERS

1.1 SCHEDULE OF ACTIVITIES

1.2 SITE VISIT - Not Applicable

1.3 BID INFORMATION AND VENDOR SELF SERVE SYSTEM (VSS) AND REGISTRATION

1.4 PURPOSE

1.5 DEFINITIONS

1.6 WRITTEN INQUIRIES

1.7 APPROVED EQUAL PROCESS

1.8 TERM OF THE CONTRACT

1.9 NUMBER OF AWARDS

1.10 BID SUBMISSION

1.11 BIDDER RESPONSE

1.12 PRICING AND AWARD INFORMATION

1.13 PERFORMANCE OF WORK

1.14 REPORTING - NOTIFICATION

1.15 MINIMUM SPECIFICATIONS FOR RESPONSE

1.16 AGREEMENT

1.17 DOING BUSINESS IN COLORADO

1.18 FEDERAL E-VERIFY AND COLORADO DEPARTMENT OF LABOR

AND EMPLOYMENT PROGRAM

1.19 VENDOR DISCLOSURE STATEMENT

1.20 FEDERAL EMPLOYER IDENTIFICTION NUMBER (F.E.I.N.)

1.21 INDEPENDENT CONTRACTOR

1.22 INSURANCE

1.23 PERA

1.24 SEX OFFENDER REGISTRATION INFORMATION REQUIREMENTS

1.25 GENERAL PRODUCT INFORMATION (N/A)

1/26 PERFORMANCE OUTSIDE THE STATE OF COLORADO AND/OR THE UNITED STATES.

SECTION 2: SPECIFICATIONS, REQUIREMENTS AND SCOPE OF WORK

SECTION 3: EVALUATION AND AWARD

EXHIBIT A: PRICING SHEET Separate Attachment

EXHIBIT B: STATE OF COLORADO MODEL CONTRACT Separate Attachment

ATTACHMENT 1: FORM W-9 Separate Attachment

ATTACHMENT 2: COMPANY EXPERIENCE & DEMONSTRATED Separate Attachment

CAPABILITIES (CEDC) FORM

ATTACHMENT 3: ALTERNATIVE EQUIPMENT INFORMATION FORM Separate Attachment https://codpa.cloud.cgifederal.com/webapp/PRDFIN2X1/Advantage

SECTION 1: INSTRUCTIONS TO BIDDERS

1.1 SCHEDULE OF ACTIVITIES

All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)

(a) IFB Notice Published on VSS December 4, 2018

(b) Mandatory Pre-Bid Meeting and Site Visit Walk Through December 7, 2018

(c) Prospective Bidder Written Inquiry Deadline December 11, 2018, 3:00 P.M.

(d) Responses to Written Inquiries Published on VSS December 12, 2018 (estimated)

(e) Bid Submission Deadline December 20, 2018, 3:00 P.M.

(f) Contract Award December 31, 2018 (estimated)

All dates above are preliminary and are subject to revision by the State.

1.2 Mandatory Pre-Bid Meetings and Walk Through Site Visit

(a) The purpose of the walkthrough is to aid the Bidder to view the location where work will be performed, to determine the equipment and/or motor vehicles needed, and the timeframe of work to be performed.

(b) Attendance at the Pre-Bid Meeting and Site Visit Walk-Through is mandatory. Bidders must be present for the site visit to the listed State Locations. Bid responses from Bidders who have not attended the pre-bid meeting and attended the site visit for the Work Location will not be considered for award.

(c) Meeting Location: 1001 E 62nd Avenue, Main Building, West Entrance, Denver CO 80216

(d) (This is a secure building. The Security Office and Public Entrance are on the West Side of the Main

Building)

(e) (Bidders must sign in at the Security Office and will be escorted to the building break room for the meeting)

(f) Date: Friday, December 7, 2018

(g) Time: 9:00 A.M. MST/MDT

(h) State Contact: Larry Ryan (303) 866-3752

(i) All prospective Bidders at the pre-bid meeting and will be given an overview of the process. Bidders will then be escorted to the work locations within the complex to start the walk-through site visit. Bidders shall provide their own transportation to the meeting site. There is public parking at this location but Bidders are advised that they need to plan accordingly to insure they arrive on time and are able to be present at meeting and site visits.

(j) It is important that attendees arrive on time in order to be allowed to participate in the walk-through site visits. DPA Contracts and Procurement Unit will be the sole judge as to what constitutes “lateness”.

Bidders will not be allowed to revisit any sites after the scheduled walk-through site visit. All Bidders attending the pre-bid meeting and walk-through site visits must have picture ID in their possession in order to access certain State locations.

(k) In the case of inclement weather on the day of the walk-through site visit, Bidders are required to contact the purchasing agent listed on page one, from 7:30 a.m. to 8:30 a.m. on the day of the site visit, to verify the schedule. An emergency number will be provided for use only on the day(s) of the walk-through site visits and only for the purpose of checking on any severe weather delays or for getting directions to the meeting or site visit locations.

(l) The temporary emergency number is 303-866-3752.

(m) Questions can be asked, but to have them formally considered, they must be submitted in writing and only responses in writing shall be considered as a response. Contractors may submit questions as a result of the walk-through site visit and the review of the specifications for this solicitation per Section 1.8 Written

Inquiries. Questions are to be submitted no later than the date and time indicated in the Schedule of

Activities (See 1.1 Schedule of Activities).

1.3 BID INFORMATION AND VENDOR SELF SERVE SYSTEM (VSS) AND REGISTRATION

(a) Response to offerors’ inquiries (if required) will be published as a modification on the VSS system for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids.

(b) Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the IFB during the open solicitation period. Offerors should not contact any other State office or individual regarding this IFB or this project. Offerors are responsible for monitoring VSS for publication of modifications to this solicitation.

(c) This solicitation is published using the Colorado Operations Resource Engine (CORE). Solicitation documents and information are posted on VSS. VSS, vendor registration information, CORE and other information may be accessed at https://codpa.hostams.com:1443/webapp/PRDFIN1X1/Advantage2

. As an alternative to the link provided, vendors may search on Colorado.gov/VSS.

(d) Vendors must be registered in VSS in order to be eligible for award. Vendors are strongly encouraged to complete the VSS registration process prior to submitting their bid response and to provide a copy of their W9 with their bid response to prevent delays in the award.

1.4 PURPOSE

(a) The purpose of this Invitation for Bid (IFB) is to solicit vendor responses for the materials and services specified herein. The requirements stated within this IFB represent the mandatory (minimum performance) requirements necessary for response as well as desired elements. All bids must meet the minimum

(mandatory) requirements established by this IFB to be eligible for award. This is a single award opportunity.

1.5 DEFINITIONS

(a) “Colorado PERA” means Public Employee Retirement Association of Colorado.

(b) “Contract” means State of Colorado Contract.

(c) “DCS” means the Division of Central Services

(d) “DPA” means the Department of Personnel and Administration.

(e) “F.O.B. Destination” means Free On Board Destination – seller pays for transportation to destination.

(f) “IDS” means the Integrated Document Solutions program

(g) “IFB” means Invitation for Bid.

(h) “Pricing Sheet” means Exhibit A – Pricing Sheet

(i) “Procurement Code” means CRS Title 24 Government – State, Articles 101 to 112.

(j) “State” means State of Colorado.

(k) “Work Locations” means the State buildings where work will be performed.

1.6 WRITTEN INQUIRIES

(a) Offerors may make email or written inquiries concerning this IFB to obtain clarification of requirements.

Inquiries that are submitted by FAX will not be accepted. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The DPA Contracts and Procurement Unit prefers that all inquiries be sent by electronic mail with the IFB number in the subject to dpa_contracts@state.co.us.

https://codpa.hostams.com:1443/webapp/PRDFIN1X1/Advantage2

Address Written Inquiries to:

Larry Ryan

DPA Contracts and Procurement Unit

1525 Sherman Street 5th Floor

Denver, Colorado 80203

(b) It is incumbent upon the bidder to monitor VSS at the link provided in Section 1.3 for response(s) to offerors’ inquiries (if required). Responses will be available for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the

IFB during the open solicitation period. Offerors should not contact any other State office or individual regarding this IFB or this project.

1.7 APPROVED EQUAL PROCESS

(a) Bidders proposing equipment that they believe is equal to or that exceeds the equipment that is specified in Section 2. Specifications, Requirements, and Scope of Work must complete and submit

Attachment 3 – Alternative Equipment Information Form with their Bid Response by the Deadline for Written Inquiries (See Section 1.1 Schedule of Activities

(b) Attachment 3 - Alternative Equipment Information Form will be posted to the solicitation documents on the

VSS Bid Site following the Pre-Bid Meeting and Site Visit (See Section 1.1 Schedule of Activities.

(c) Bidders who are proposing the equipment specified in Section 2. Specifications, Requirements, and Scope of Work are NOT required to complete and submit Attachment 3 – Alternative Equipment Information

Form.

(d) Prospective Bidders must include the proposed equipment product description sheets with specifications for the proposed alternative equipment that provide documentation for the information provided on the

Attachment 3 – Alternative Equipment Information Form.

(e) It is incumbent upon the Bidder(s) to demonstrate that their proposed equipment is equal to or exceeds the equipment specified in Section 2. Specifications, Requirements, and Scope of Work by providing information on the proposed equipment that aligns with the specifications and requirements of Section 2.

(f) For the proposed alternative equipment to be considered as an approved equal product, the bidder must document that each specification or requirement published in this IFB for the equipment requested is met or exceeded by the proposed equipment including warranties, certifications, and maintenance service requirements. The State reserves the right to request additional information as needed to support the State’s review and determination process.

(g) Bidders must provide information requested by the State within twenty-four (24) hours or the State’s written request for the information which will be provided to Bidders via email.

(h) The State will review the Attachment 3 – Alternative Equipment Information Form submitted by each

Bidder proposing alternative equipment to determine if the proposed alternative equipment does or does not meet or exceed the specifications and requirements stated in Section 2.

(i) The State reserves the right to make determination(s) regarding whether proposed alternative equipment meets or exceeds the equipment specified in Section 2. Specifications, Requirements, and Scope of Work at its sole discretion.

(j) The State will post all Attachment 3 – Alternative Equipment Information Forms that are received to the

VSS bid site by the date established in Section 1.1 Schedule of Activities for Responses to Written

Inquiries Published on VSS.

(k) The State will also post the State’s approval of proposed alternative equipment or the State’s denial of proposed alternative equipment to the VSS bid site by the date established in Section 1.1 Schedule of

Activities for Responses to Written Inquiries Published on VSS.

(l) All Bidders may propose the equipment specified in Section 2. Specifications, Requirements, and Scope of

Work or equipment that has been identified by the State as approved alternative equipment.

(m) Only bid responses proposing the equipment specified in Section 2. Specifications, Requirements, and

Scope of Work or equipment that has been identified by the State approved alternative equipment will be considered for award.

1.8 TERM OF THE CONTRACT

(a) The term of the Contract awarded will be upon approval of the State Controller through June 30, 2019 with four potential one year annual renewals to be exercised at the sole discretion of the State.

1.9 NUMBER OF AWARDS

(a) The State of Colorado intends to award a State Contract to a single bidder capable of providing the equipment and services specified in the solicitation.

1.10 BID SUBMISSION

(a) The sealed bid, including cover page complete with original signature, and all other pages requiring a written response, must be received no later than the closing date and time at the department address listed on the

IFB cover page, and at that time publicly opened and the bidders identified. Please mark your sealed bid envelope with the IFB number, date and time of bid opening. Electronic bids, bids submitted by FAX and telephone bids are not acceptable. Bidder shall assume full responsibility for any costs related to this bid including express delivery, parcel post, packing, cartage, insurance, license fee permits, or cost of bonds, as applicable.

(b) Bidders are advised that no bid responses shall be submitted on an electronic device with a value of fifty

($50.00) dollars or more. Any bid submitted on an electronic device with a value of fifty ($50.00) dollars or more (i.e. Ipad, tablet, etc.) shall be considered as non-responsive. All non-responsive bids shall be removed from any further award consideration.

(c) During the solicitation process for this IFB, all official communication to bidders will be via notices on

Colorado’s VSS system. Notices may include any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning bidder. It is incumbent upon bidders to monitor VSS carefully and regularly for any such notices.

(1) PROPRIETARY/CONFIDENTIAL INFORMATION

Any restrictions on the use or inspection of material contained within the bid shall be clearly stated in the bid itself; written requests for confidentiality shall be submitted by the bidder with their bid. The bidder must state specifically what elements of the bid are to be considered confidential/proprietary.

Confidential/Proprietary information must be readily identified, marked and separated/packaged from the rest of the bid. Co-mingling of confidential/proprietary and other information is not acceptable.

Neither a bid, in its entirety, nor bid price and/or rate information will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential. The Department of Personnel & Administration, Purchasing Director and\or delegate will make a written determination as to the apparent validity of any written request for confidentiality. In the event the Department of Personnel & Administration does not concur with the Bidders’ request for confidentiality, the written determination will be sent to the Bidder. Ref. Section 24-72-201 et. Seq., C.R.S., as amended, Public (open) Records Act.

(2) IFB RESPONSE MATERIAL OWNERSHIP

The State of Colorado has the right to retain the original bid and other IFB response materials for our files.

As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. Bid materials may be reviewed by any person after the “Notice of Intent to Make an Award” letter(s) has/have been issued, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (open) Records.

The State of Colorado has the right to use any or all information/material presented in reply to the IFB, subject to limitations outlined in the clause, Proprietary/Confidential Information. Bidder expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act.

1.11 BIDDER RESPONSE

In response to the bid, offeror shall provide the following information:

a) Signed cover sheet.

b) Completed Exhibit A – Pricing Sheet.

c) Any and all other information as requested herein.

1.12 PRICING AND AWARD INFORMATION

(a) This is a single award opportunity. Bids will be evaluated on the vendor’s appropriateness and completeness of bid response requirements as outlined in the bid, vendor’s experience and costs. Cost will be the main factor used in evaluating bids. DPA will award to the bidder who is responsive to all requirements and offering the lowest cost.

(b) DPA reserves the right to reject all bids and re-solicit at any time prior to contract start date. DPA reserves the right to cancel this bid in its entirety at any time without penalty. All prices and notations shall be printed in ink or type written on the bid documents. Illegible bids or writing shall be deemed non-responsive and will not be evaluated. A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your bid nor alter the bid format. DPA will be the sole judge in determining the acceptability of an offer. DPA also reserves the right to reject any or all bids in part or in whole and to waive technicalities as allowed in the Procurement Code.

(c) Bidders are required to complete EXHIBIT A – PRICING SHEET as directed. No modifications to the

Pricing Sheet will be accepted. All pricing information shall be provided according to the instructions.

(d) Reciprocity is mandated by statute. CRS §8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder…shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.”

1.13 PERFORMANCE/SCOPE OF WORK

(a) If the maximum amount payable to the contractor under this contract is $100,000 or greater, either on the effective date or at anytime thereafter, contractor agrees to be governed, and to abide, by the provisions of

CRS §24-102-205, §24-102-206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on State contracts and inclusion of contract performance information in a statewide contract management system.

1.14 REPORTING – NOTIFICATION

(a) Reports, Evaluations, and Reviews required under this §8 shall be in accordance with the procedures of and in such form as prescribed by the State and in accordance with §19 of the State Contract, if applicable.

(b) Performance, Progress, Personnel, and Funds

(1) Contractor shall submit a report to the State upon expiration or sooner termination of this Contract, containing an Evaluation and Review of Contractor’s performance and the final status of Contractor’s obligations hereunder. In addition, Contractor shall comply with all reporting requirements set forth in contract or exhibit.

(c) DPA may require information of the apparent successful bidders to determine their ability to perform. DPA reserves the right to visit bidder’s office(s) to verify such ability.

(d) Successful offeror(s) shall comply with the requirements of the bid. If a bidder fails to perform, DPA reserves the right to take remedial action including cancellation of the contract with a thirty (30) day written notice for cause (default).

(e) Cause is defined as failure to meet requirements of the written specifications and conditions, or correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice shall be sufficient cause for immediate cancellation of the contract. In the event of default, DPA may make an award to the next low responsive bidder or re-bid at its discretion. The awarded vendor shall notify DPA of any change to the vendor’s name or address, problems or price changes, etc.

1.15 MINIMUM SPECIFICATIONS FOR RESPONSE

(a) Bidders must be able to demonstrate the ability to perform according to the terms of this bid. DPA may require additional information of the apparent successful bidder to determine their ability to perform. This information may include, but is not limited to, previous experience of company; years in business; financial condition and references for projects of similar size and scope of work.

1.16 AGREEMENT

(a) The successful bidder will be awarded and issued a State Contract. The Contract will incorporate the applicable sections of this bid, published addenda, and the response of the awarded vendor. Except as modified herein, the State of Colorado Model Contract (Exhibit B) included with this IFB shall govern this procurement and are hereby incorporated by Exhibit.

(b) Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions. The failure of the bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception.

(c) Any service agreements, privacy forms or other documents which the State must agree to prior to doing business with your company must be submitted by the Deadline for Written Inquiries (See

Section 1.1 Schedule of Activities) for review by the State. The State review does not constitute acceptance of any document in whole or in part and the State reserves the right to accept, reject, or modify documents submitted for review at its sole discretion based upon the best interests of the State.

(d) Unless otherwise noted, pricing shall include all Bidder costs and shall be quoted “F.O.B. Destination”.

Bidders are advised that any condition or exception taken to the requirements of this solicitation may be grounds for rejection of their bid as non-responsive.

1.17 DOING BUSINESS IN COLORADO

(a) A vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) §7-90-801. The link to the Colorado Secretary of State’s

Web site is: http://www.sos.state.co.us/. (Recommend going to the Alphabetical Index to access Colorado

Business Express for services for new and existing businesses and FAQ for frequently asked questions). A copy of the business entity’s Articles of Incorporation and/or Bylaws may be requested by the State.

1.18 FEDERAL E-VERIFY AND COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT

PROGRAM:

(a) Effective May 13, 2008, contractors who enter into a public contract for services with Colorado State agencies must participate in either the Federal E-Verify Program, or the newly created Colorado Department of Labor and Employment Program (Department Program). The option to enroll in the new Department

Program instead of E-Verify was created by Colorado State Senate Bill 08-193, which amended the Public

Contracts for Services and Illegal Alien Laws, 8-17.5-101 and 102, CRS. Copies of the Guide for

Contractor Participation, the Notice of Participation in the Department Program, and Contractor Affirmation for the Department Program.

http://www.sos.state.co.us/

(b) The awarded vendor shall be provided written notification of award by the State and shall submit the completed document(s) for their chosen program to the State no later than twenty (20) business days following receipt of written notification by the State.

1.19 VENDOR DISCLOSURE STATEMENT:

(a) In compliance with CRS §24-102-206, Contractor Performance outside the United States or Colorado, the awarded vendor shall be required to disclose information on where services will be performed under the contract by completing the Vendor Disclosure Statement

(b) The completed Vendor Disclosure Statement must be provided to the State within twenty (20) days of the execution of the Contract.

1.20 FEDERAL EMPLOYER IDENTIFICATION NUMBER (F.E.I.N.):

(a) Bidders are required to submit their F.E.I.N. prior to contract, purchase order issuance or payment from the

State of Colorado. A W-9, Taxpayer Identification form provided by the State shall be required

(Attachment 1). Please include a completed W-9 with the Bid Response

1.21 INDEPENDENT CONTRACTOR

(a) The contractor shall perform its duties arising out of this solicitation as an independent contractor, and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the State does not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the State to any agreements, liability or understanding except as may be expressly set forth in the contract. The contractor shall provide and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amount required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

1.22 INSURANCE

(a) The awarded vendor will be required to submit a certificate(s) showing insurance coverage for the specified equipment and associated services within one (1) week of receipt of written notification of award and prior to the performance of services on State property.

(b) The required coverage shall be as outlined in the State of Colorado Model Contract (Exhibit B).

1.23 PERA

(a) The State of Colorado DPA / DCS / Capitol Complex program is a Colorado PERA affiliated employer.

Vendor shall comply with Colorado Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA retirees. DPA is requiring the vendor to notify DPA’s Accounting Office at 303-866-6396 within fifteen (15) calendar days from the date of this contract if the services provided are being or are to be performed by a PERA retiree.

1.24 SEX OFFENDER REGISTRATION INFORMATION REQUIREMENTS:

(a) The Department of Personnel & Administration is a State of Colorado agency. Awarded vendor(s) must comply with the following laws in order to have employees on-site at a State of Colorado facility:

Colorado Revised Statutes, Title 16-22-103, et seq.

Code of Federal Regulations, 34 CFR 668.46

Jeanne Clery Act 20 USC 1092 (f)

1.25 GENERAL PRODUCT INFORMATION

(a) Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the bid specifications.

(b) The Manufacturer's warranty and any offered rebates, as applicable, shall be included in the Bid price and provided to the State at no additional cost.

1.26 PERFORMANCE OUTSIDE THE STATE OF COLORADO AND/OR THE UNITED STATES.

a. [Not applicable if Contract Funds include any federal funds] Following the issuance of a Purchase Order or

State Contract, Contractor shall provide written notice to the Department of Personnel & Administration

Contracts and Procurement Office, within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the

United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this section shall be posted on the Colorado

Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the

State under this section shall constitute a material breach of this Contract.

SECTION 2: SPECIFICATIONS, REQUIREMENTS, AND SCOPE OF WORK

2.1 Overview

(a) The State of Colorado, Department of Personnel and Administration (DPA), Division of Central

Services (DCS), Integrated Document Solutions (IDS), North Campus Complex located at 1001

East 62nd Avenue, in Denver, Colorado is soliciting for the replacement of the existing video security systems operated at the facility. The current system was installed in January of 2012.

2.2 Objectives

(a) Identify current technology equipment that can enhance the functionality of the existing system

(b) Provide an integrated video platform that will support centralized control and management for the operators and administrators

(c) Provide system equipment with an estimated life expectancy of seven or more years.

(d) Access multi-year manufacturer’s warranties for the new equipment

(e) Contract for full service maintenance for the potential five year term of the Contract

2.3 Current System Components and Configuration

(a) The current system includes the following:

(1) Two (2) - 16 Dahua Analog Digital video Recorders (DVRs)

a. Function is to record analog video feeds

(2) Milestone Xprotect Express Software

a. Function is to provide operator interface for DVRs , encoders, and IP cameras

(3) Three (3) - Axis M 7014 4 Channel Encoders

a. Function is to encode existing analog video

(4) Various IP and Analog cameras from Bosch, Axis, Hikvision, and Speco

2.4 Current Systems Configuration

(a) The components Identified above are configured as described below:

(1) Milestone Xprotect acts as the interface point for the disparate components in the field, DVRs, encoders, and IP cameras

(2) Recording is managed by both the DVRs with integration to Milestone and direct to Milestone

NVR creating multiple recording platforms within the system

(3) Access to live and recorded video is via Milestone workstations located at the main security check point as well as the North building.

(b) The following devices are configured in the Milestone System:

(1) Two (2) - 16 Channel Dahau DVRs

a. DVR 1 – 16 Analog Cameras Configured

b. DVR 2 – 6 Analog Cameras Configured

(2) Three (3) - Axis 4 Channel Encoders

a. Encoder 1 – 4 Analog cameras configured

b. Encoder 2 – 4 analog cameras configured

c. Encoder 3 – 4 Analog cameras configured

(3) One (1) - IP Camera East Gate (Bosch)

(4) One (1) - IP Camera North Parking (Hikvision)

(5) One (1) - IP Camera West Parking (Hikvision)

(6) The current system manages thirty-seven (37) total cameras of various different types, qualities, manufacturers, as well as three (3) different recording buckets, two (2) - Duaha DVRs and one (1) -

Milestone NVR.

2.5 Goals for Solicitation for Upgraded System,

(a) Deploy a central recording and management system in lieu of the existing disparate DVRs /

Milestone solution.

(b) Provide expansion capability for future growth a much simpler process

(c) Provide the ability to leverage the latest imaging technology.

(d) Remove existing DVRs and upgrade the analog cameras in place to IP cameras

(e) Remove the existing encoders and upgrade the analog cameras to IP cameras

(f) Upgrade any questionable cameras that may present a cyber security threat.

2.5 Security Camera System Requirements

(a) Security Camera System to provide the following specified equipment or approved alternative equipment.

(b) (1) Bosch Security Systems All in One Recorder, Model: DIP-7183-8HD

(1) Description:

i. DIVAR IP 7000 Video Management Appliance

ii. 2U Rackmount (8-BAY)

iii. RAID-5 24TB (8x3TB)

iv. Hot Swappable HDD

v. To include the following:

vi. BVMS Server Client/VRM/VSG

vii. Four (4) Mini DP Monitor Output, (include 32 channels)

viii. To be expandable to 128 channels,

ix. Five (5) WKSTN

x. Five (5 ) Forensic Search

xi. One (1) KBD I/F

xii. One (1) DVR I/F

xiii. One (1) MVS I/F and built in Dynamic Transcoder

xiv. Windows Storage Server 2012 R2

(c) System to provide three (3) Bosch Security Systems 8 Channel Expansion Licenses, Model: MBV-

XCHAN-DIP

(1) Description:

a. DIVAR IP 8 channel expansion license (adds 8 IP channels).

(d) System to provide fifty-two (52) Bosch Security Systems Dome Cameras, Model: NDE-4502-A

(1) Description:

a. FLEXIDOME IP 4000i 2MP 3-10mm, AVF H.265 Vandal IP66 with Essential Analytics.

(e) System to provide two (2) Bosch Security Systems Dome Cameras, Model: NIN-63023-A3S

(1) Description:

a. FLEXIDOME IP starlight 6000 VR 1080p 3-9mm with Essential analytics, SMB.

(f) System to provide two (2) Bosch Security Systems Dome Cameras with Analytics, Model: NDI-4502-A

(1) Description:

a. FLEXIDOME IP 4000i 2MP 3-10mm AVF H.265 with Indoor Essential Analytics.

(g) All system equipment shall be new. Used or factory refurbished equipment will be accepted.

(h) Purchase to include one complete set of manuals, electronic copy is acceptable.

(i) Security Camera System must include all peripherals required to enable the system to be fully operational.

(j) Security Camera System installation and configuration must provide full functionality prior to acceptance by the State.

(k) Delivery, installation, setup and configuration to provide full functionality to be included in the awarded price of the Security Camera System. There shall be no additional cost to the State.

2.7 Vendor Requirements

(a) Vendor shall be a factory authorized reseller for the equipment specified in Section 2. or for approved alternative equipment.

(b) Vendor shall be a factory authorized support provider for all components associated with the proposed

Security Camera System.

(c) Vendor shall provide unlimited phone support from 8 a.m. to 5 p.m. MST and email support for the software at no additional cost.

(d) Vendor shall provide a toll-free phone number as well as a regular phone number for Help Desk Support.

(e) Vendor shall provide an email address for Help Desk Support.

2.8 Additional Coverage Capabilities for Solicited Security Camera System Upgrade

(a) Locations identified as needing better or increased coverage, below:

(1) Vaults - 1 new IP camera

(2) Address Confidentially Program - 1 new IP camera

(3) Security Room - 1 new IP camera

(4) Old records - 2 new IP cameras

(5) Receiving - 2 new IP cameras

(6) Gate Camera (replace PTZ with Fixed) - 1 new IP camera

(7) Secure Storage - 1 new IP camera

(8) Print room (upgrade 2 existing) - 2 new IP cameras

(9) Hallway outside Print room - 1 new IP camera

(10) Outgoing Mail section (replace 2 existing add 1) - 3 new IP cameras

(11) Incoming Mail sorting - 2 new IP cameras

(12) Admin Office - 1 new IP Camera

(13) Main Security office and entry - 2 new IP cameras (1 w/audio)

2.9 FUNCTIONALITY

(a) Industry appropriate measures of functionality will be discussed at the Pre-Bid Meeting.

(b) Modifications to the specifications will be made to include Functionality metrics.

2.10 TESTING

(a) The Vendor shall conduct any tests necessary to ensure complete system functionality for the security camera system per Section 2. Specifications, Requirements and Scope of Work.

(b) The test(s) shall be scheduled with Don Thordsen, the State representative, following installation, and shall be performed prior to acceptance of the system.

(c) The tests shall be witnessed by the State Representative and an Acceptance Certificate will be provided upon successful completion and acceptance by the State Representative.

2.11 WARRANTIES

(a) The minimum warranty shall be one (1) year parts and labor.

(b) The awarded Contractor will be responsible for the provision of all warranty work.

(c) There will be no additional cost to the State for warranty work.

(d) Warranties for the system shall become effective upon written acceptance to be provided by Don

Thordsen, the State Representative.

(e) Written copies of all warranties which are in effect for security camera system components will be provide to the State Representative upon completion and acceptance of the equipment and installation.

2.12 TRAINING

(a) Vendor shall provide a minimum of two (2) hours of operator orientation for up to ten (10) State employees identified by Don Thordsen, the State Representative at each of the two (2) locations.

(b) Training shall be provided in a group setting. The content of the training shall be reviewed and approved in writing by the State Representative prior to scheduling. The training session shall be scheduled at a date and time agreed to by the vendor, selected from a list of five (5) State requested dates and times.

Vendor is responsible for providing all training materials. All costs associated with the training are to be incorporated into the bid price.

(c) Vendor shall provide a minimum of two (2) computer based operator training sessions for system operators. Training content shall be designed by the vendor and reviewed and approved by the State

Representative prior to scheduling. The training shall be scheduled at dates and times agreed to by the vendor selected from a list of five (5) State requested dates and times. All costs associated with the training are to be incorporated into the bid price.

2.13 MAINTENANCE

(a) Annual maintenance services, for each year of the contract term, shall be provided by manufacturer certified technicians.

(b) Verification of certification for maintenance technicians will be provided prior to award upon State

Request.

(c) Vendor will provide confirmation and requested documentation of manufacturer certification within 24 hours of written State request.

(d) The maintenance shall include on-site service coverage for extended hours, from 7:00 a.m. to 7:00 p.m., weekends included.

(e) The required on-site response time shall be twelve (12) to twenty-four (24) hours from the time that the request for service is placed by Don Thordsen, the State Representative.

(f) The maintenance services shall include all labor, replacement parts, travel time and travel expenses.

(g) The maintenance services shall include unlimited access to a technical support help desk twenty-four (24) hours per day x seven (7) days per week.

(h) The maintenance services shall include a minimum of one (1) annual preventive maintenance check to include performance of one (1) complete operational and calibration procedure.

(i) Maintenance services shall include a certified technician for the specified system who is based within one hundred (100) miles of the IDS location who can be on site as assigned by the Contractor and is available for emergency services if needed.

(j) The certified local technician may be an employee of the awarded Contractor or a sub-contractor who has been approved by the State.

(k) Any vendor terms and conditions associated with the provision of the specified maintenance services shall be provided by the Deadline for Written Inquiries.

2.14 REFERENCES

a. Bidders shall provide two references for the provision and installation of similar Security Camera Systems using Attachment 2 – Company Experience and Demonstrated Capabilities (CEDC) Form.

b. Bidders shall provide a minimum of two references for the provision of annual maintenance services for one or more similar Security Camera Systems using Attachment 2 – Company Experience and Demonstrated

Capabilities (CEDC) Form.

2.15 VENDOR PERFORMANCE EVALUATION

a. Vendor performance review will be completed annually and final performance evaluation will be completed upon expiration of the contract term.

3. PRICING

Exhibit A – Pricing Sheet will be posted to the VSS bid site following the Pre-Bid Meeting and Site Visit.

4. EVALUATION AND AWARD

(a) The bid will be evaluated and awarded based on acceptable response that is most advantageous to the State, price/cost being the primary consideration. Should the State determine that the apparent successful bidder is unable to meet the specifications and requirements outlined in this bid award may be considered to the next most advantageous bidder.

(b) To be considered for award, bidders must provide all requested pricing for the proposed Security Camera

System for which they are submitting Bid Responses without modification or exception.

(c) To be considered for award, bidders must propose security camera system equipment as specified in Section

2. Specifications, Requirements, and Scope of work or approved alternative equipment.

(d) Only bid responses proposing the equipment specified in Section 2. Specifications, Requirements, and Scope of Work or equipment that has been identified by the State approved alternative equipment will be considered for award.

(e) Bidders must be capable of providing all services and items requested for the Locations for which they are submitting Bid Responses; partial or incomplete bids for a specific Location or Group will not be accepted.

The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. Award shall be made with reasonable promptness to the bidder or bidders who may be determined to be the lowest responsible and responsive bidder for each Location or Group whose bid meets the requirements and criteria set forth in this solicitation.

(f) Award shall be made for the initial term of the Contract or Contracts