Instructions to Proposers Part 1 2 4 Vehicle Dash Cameras~7.pdf

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL

RFP 22-014

VEHICLE DASH CAMERAS

Date Issued:

May 6, 2022

Pre-Proposal Conference:

May 18, 2022 1:00 PM PDT * Non-Mandatory*

Requests for Question Deadline:

May 23, 2022 4:00 PM PDT

Response to Questions:

May 26, 2022 4:00 PM PDT

Proposal Closes & Responses Due:

June 16, 2022 4:00 PM PDT

Project Manager: Gregg Thompson, Maintenance Manager

Procurement Contact: Charleen McCurdy, Procurement/Contracts Analyst

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, OR 97301

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Vehicle Dash Cameras RFP No. 22-014

TABLE OF CONTENTS

RFP 22-014

SECTION NO OF PAGES

1. ITB COVER PAGE

2. TABLE OF CONTENTS

3. PART 1 – INSTRUCTIONS TO BIDDERS……………………

4. PART 2 – SCOPE AND SPECIFICATIONS………………….

5. PART 3 – EXHIBITS 1-14 PROPOSAL FORMS……………

(ATTACHED SEPARATELY)

8. PART 4 - EVALUATION OF PROPOSALS….……………….

9. EXHIBIT A – FTA CLAUSES…………………………………..

10. EXHIBIT B - SAMPLE CONTRACT…………………………

(ATTACHED SEPARATELY)

PART 1

INSTRUCTIONS FOR PROPOSER

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS (RFP)

RFP No. 22-014

Vehicle Dash Cameras

Issue Date: May 6, 2022 Proposal Due: June 16, 2022 Time: 4:00 PM PDT

SAMTD OVERVIEW

Salem Area Mass Transit District (SAMTD) is the public transportation agency operating fixed-route, regional express, and paratransit service in the urban growth boundary of the Salem-Keizer area, as well as Marion and Polk counties. SAMTD services include Cherriots Local, Cherriots Regional, Cherriots LIFT (paratransit service), Cherriots Shop and Ride, Travel Training, and Transportation Options, which promotes additional services such as carpool and vanpool matching.

SAMTD operates 64 local buses, 43 paratransit buses (Cherriots LIFT), 15 regional buses (Cherriots Regional), and five shopper shuttles. Most SAMTD services operate seven days a week.

SAMTD Locations:

Administrative Offices General Manager, Finance, Customer Service, Marketing, Human Resources and part of the Operations Division are located at:

555 Court St N.E., Suite 5230 Salem, OR 97301

Operations, Contracted Services, and Maintenance Del Webb Facility 3140 Del Webb Ave.

Salem, OR 97301 The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

The Salem Area Mass Transit District (SAMTD) is requesting proposals from qualified firms for the purchase of Vehicle Dash Cameras. SAMTD is adding a camera system to all non-revenue vehicles (currently 19) and all MV1 vehicles (currently 7). These vehicles are not currently equipped with any type of camera system. The desired solution will include a cost effective camera system with two to three cameras onboard each vehicle with the goal of recording a windshield view and passenger compartment view. A third camera is desired for the MV1 fleet only, covering the ramp area. The system will included onboard video storage. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

Successful Proposer shall be licensed by the State of Oregon to do the work required under this contract.

Successful Proposer shall obtain and maintain in current status all applicable permits and licenses.

For Scope and Specifications for this project, please see PART 2 of this RFP.

SECTION 2: PROJECT MILESTONES

• Notice of Intent to Award to successful proposer – June 20, 2022 (estimate)

• Contract Award and Notice to Proceed July 1, 2022 (estimate)

• Equipment delivered to SAMTD contract completion by – August 12, 2022 (estimate)

SECTION 3: INSTRUCTIONS TO PROPOSER

1. A. Proposal Submission Requirements

Proposals must be submitted as follows:

1. One (1) original and three (3) copies of the technical response and proposal documents in a sealed envelope. One (1) copy must be unbound for ease of photocopy reproduction.

* See Item #6 below for acceptable alternative methods of submission.

2. One (1) electronic PDF format version of the response and proposal documents on a USB flash drive. The price proposal shall be submitted in a separate electronic file contained on the USB flash drive and named “RFP 22-014 Exhibit 13 Price Proposal – (Proposer Name here)”.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Charleen McCurdy Procurement/Contracts Analyst Salem Area Mass Transit District 555 Court St., NE Suite 5230 Salem, Oregon 97301 charleen.mccurdy@cherriots.org

5. In the event of any conflicts between the hard copy and the electronic copy, the hard copy will prevail.

6. COVID-19 Considerations:

An email submission with electronic signatures submitted on or before the proposal close date and time will be accepted and considered a timely response to our solicitation.

a. Required forms, Exhibits (excluding Exhibit 13) and documents shall be in an electronic file named “RFP 22-014 Required Exhibits and Documents – (Proposer Name here)”.

b. The Price Proposal Exhibit 13 shall be in an electronic file named “RFP 22-014 Exhibit 13 Price Proposal – (Proposer Name here)”.

mailto:charleen.mccurdy@cherriots.org

SAMTD will also accept an electronic formatted version (USB flash drive preferred) of the proposal documents, which are received at the SAMTD office on or before the proposal close date and time, and this submission will also be accepted and considered a timely response to our solicitation.

Additionally, SAMTD will also accept hard copy proposals that are received on or before the proposal close date, however an electronic formatted version is also required. Proposals delivered via US Mail can continue to be sent to the address identified in the solicitation.

Proposals must be received by SAMTD by 4:00 p.m., Pacific Daylight Time, June 16, 2022.

B. Accommodation For People With Disabilities - People with disabilities who wish to request special accommodation, (e.g., sign language interpreters, Braille, etc.) need to contact SAMTD seven (7) working days prior to the scheduled proposal opening.

C. Exceptions / Modifications To Drawings And Specifications - Proposer may not take exception to, or modify any part of, the Drawings or Specifications.

D. Right of Rejection / Cancellation and Irregularities / Cost of Proposal - SAMTD reserves the right to reject any or all Proposals, or part thereof, to accept one or more items of a proposal without obligation as to other items. SAMTD reserves the right to cancel this RFP / solicitation at any time without liability prior to execution of a contract by SAMTD if it is in SAMTD’s or the public's best interest. Under no circumstances will SAMTD be liable for any costs the firm incurs while preparing or presenting the proposal. All Proposals will become part of the public file without obligation to SAMTD. SAMTD enforces the right to wave irregularities anytime through the solicitation process.

E. Late Proposals - Proposals submitted or received after the date and time indicated herein may not be accepted. Requests for extensions of the proposal closing date or time may be requested prior to the deadline for receipt of Proposer questions noted above. Timely requests will be considered, but SAMTD reserves the right to extend the due date or decline to extend the due date at its sole discretion.

F. One Proposal; Partial Proposals – A Proposer may not submit more than one (1) Proposal in response to this solicitation. No partially completed Proposals will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Proposer Responsibility - Single-Proposer responsibility is required under this RFP. Each

Proposer responding to this RFP must propose all professional services/goods and provide all materials, equipment, supplies, transportation, freight, special services, and other work described or otherwise required herein for each project task.

H. Withdrawal or Modification of Proposals – Proposals shall not be modified after the due date and time for Proposal submittal. Proposals may be withdrawn by Proposer before Proposal due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the RFP shall be made in accordance with PART 1, Section 3, subsection 13 of this RFP. All requests submitted prior to the deadline for receipt of questions shall be responded to and made available to all interested Proposer. Where applicable, Proposer is required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

J. Required Forms: If a form does not apply to your business or Proposal, please mark the form “Not

Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in your Proposal being ruled nonresponsive. Nonresponsive Proposals will not be evaluated or awarded a contract.

K. Addenda - Modifications to this RFP shall be made only by addenda to the solicitation. Verbal or faxed instructions, interpretations, and changes shall not serve as official expressions of SAMTD and shall not be binding. All cost adjustments or other changes resulting from said addenda shall be taken into consideration by Proposer and included in their Proposals. All addenda issued by SAMTD shall be acknowledged by Proposer on the Acknowledgement of Addenda form.

L. Experience and Qualifications (REQUIRED) – Proposer must demonstrate to the satisfaction of SAMTD that they possess the qualifications, experience, skill, licenses, necessary facilities, and financial resources required to perform the contract services in a satisfactory manner and within the required time.

1. Introduction or Cover Letter: Provide a brief introduction of the Proposer, and/or an introduction of all members who may be involved in the contract resulting from this RFP.

Describe primary business experience of the Proposer, length of time in business, organizational structure, size, capabilities, financial ability of Proposer to fulfill obligations of resultant contract award, ownership, the location of office(s), telephone number, email address, web-address, and any other information that the Proposer deems pertinent and introductory in nature.

2. Qualifications of Proposer: The Proposer shall describe its knowledge and past project experience relevant to SAMTD’s needs as listed in the Scope and Specifications in PART 2 of this RFP, including the Proposer’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Proposer shall promptly notify the SAMTD Procurement Manager at the address listed in PART 1, Section 3, subsection 1.A of this RFP, of any ambiguity, inconsistency, or error that they may discover upon examination of the Proposal documents.

N. DBE (Disadvantaged Business Enterprise): SAMTD has an overall agency goal of 2.49 percent for the utilization of DBEs using race neutral means. SAMTD strongly encourages and expects Proposer to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies. Proposer are encouraged and expected to create a level playing field to the maximum practical extent, consistent with the objectives and requirements of the SAMTD DBE Program, which is based on federal regulations codified at 49 CFR Part 26. The DBE participation goal applies to the total value of the contract including the results of all pre-award negotiations and post-award change orders/modifications. SAMTD’s DBE Program and Policy may be accessed at www.cherriots.org/en/about-us/procurement.

O. Substitution of Materials: BASE PROPOSAL MUST BE BASED UPON SPECIFIED MATERIALS.

Substitution of materials from those specified must be requested in accordance with the detailed requirements found in the Project Specifications. For the substitutions to be considered the Proposal Form must be accompanied by an alternate price and a detailed description, with drawings and manufacturer’s written specifications as may be necessary, on a separate form which fully describes the proposed alternate methods and materials.

P. Contractor’s License Law & Bond Requirements: Proposer shall comply with, and require all of their subcontractors to comply with Federal, State, County, and City contractor’s licensing laws, and be duly registered and licensed thereunder. Proposer shall provide a performance bond and a labor and material payment bond, each in the amount of (100%) of the subcontract price unless otherwise noted in the individual Proposal package.

http://www.cherriots.org/en/about-us/procurement

Note: A Performance Bond and a Payment Bond is not required for this solicitation.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this RFP will be incorporated into and made a part of the resulting Contract. In the event of a conflict between the provisions contained in the body of this RFP, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Proposer is responsible for the payment of all bills for labor and materials furnished by, or to, their subcontractors and itself. Upon presentation of the billing, subcontractor shall certify that they are submitting such lien waivers for all of their lower tier subcontractors and material suppliers that have furnished services or materials for the previous billing period. A Bond in lieu of Waivers will not be satisfactory.

S. Subcontractor’s Agreement: In submitting this Proposal, the Proposer hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base Proposal MUST be based upon specified materials. However, Proposer are encouraged to submit value engineering cost Proposals for Owner/Engineer review. These items can be submitted on the Proposal Form and clearly marked “Value Engineering Ideas”.

U. Protest: Duty to Exhaust Local Procedures. Once the Contractor exhausts SAMTD’s protest procedures, as described in applicable SAMTD Procurement Policy, the Contractor may request review from the FTA. Protests shall only be accepted from participating Proposer and must be submitted in writing and in a timely fashion, in accordance with SAMTD’s formal protest procedures. SAMTD’s formal protest procedures may be requested by contacting SAMTD Procurement by telephone at 503-588- 2424.

V. Certification: By submitting its Proposal, Proposer certifies that it is in compliance with the State of

Oregon statutory requirements governing registration of corporations and/or assumed business names.

Further, by submitting its Proposal, Proposer certifies that it is, and that its subcontractors are, in compliance with the State of Oregon statutory requirements governing registration of with the Oregon Construction Contractors Board.

2. PREPARATION OF PROPOSAL

A. Proposals must be:

i. Submitted on the Proposal forms, or copies of forms, furnished by SAMTD, and

ii. Signed. If the Proposal is made by a corporation, it shall be signed by the corporation’s authorized designee.

iii. The address of the Proposer shall be typed or printed on the Proposal in the space provided.

B. Organization & Format. Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. See PART 1, Section 3, subsection 1.A.6 for alternate methods for submitting electronic files.

C. The Proposal may require Proposer to submit prices for one or more items, including:

(1) lump sum proposal; (2) lump sum Proposal alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

D. SAMTD requires proposing on all items (including alternates and unit prices). Failure to do so may disqualify the proposal. If proposing on all items is not required by the specific proposal package documents, Proposer should insert the words “NO PROPOSAL” in the space provided for any item on which no price is to be submitted.

E. Proposer MUST comply with the requirements in the Proposal Documents. Modifying the proposal forms, conditioning or limiting the proposal, or offering to perform work not requested by the Proposal Documents may disqualify the proposal.

3. BASE PROPOSAL

The Proposer agrees to hold all pricing for period of one-hundred twenty (120) days from the date of the proposal opening.

4. ADDITIVE OR DEDUCTIVE PROPOSAL ITEMS

The Proposer agrees to hold all alternate and unit prices for one-hundred twenty (120) days from the date of the proposal opening.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this proposal, the Proposer acknowledges that it has taken steps necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to: (1) conditions bearing upon transportation, handling, and storage of materials; (2) the availability of labor, material, equipment, and roadways; (3) uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact; (4) the conformation and conditions of the ground; (5) the character of equipment and facilities needed preliminary to and during the work; (6) compliance with the project quality control program; and (7) compliance with the Proposer’s safety plan as approved by SAMTD, and all applicable Occupational Safety and Health Administration (OSHA) regulations for work performed on site.

The Proposer also acknowledges that it has satisfied itself as to character, quality, and quantity of materials or obstacles to be encountered. Any failure of the Proposer to take the actions described and acknowledged in this paragraph will not relieve the Proposer from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. PROPOSAL AMOUNT

The Proposer acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Proposer is submitting its proposal. Proposer should base their proposal pricing amounts on the following elements:

A. All labor, material, equipment, overhead, and compensation to complete all of the work under each particular heading as shown in the Proposal Documents at the time of proposal.

B. Travel Costs. Any travel costs associated with the Proposal shall be incorporated into the Price

Proposal. This includes lodging, meals, transportation, and tips. SAMTD shall not pay travel costs.

SAMTD is not subject to taxation; no federal or other taxes (excise, luxury, transportation, sales, etc.) shall be added to proposal amount.

7. PROPOSAL RESULTS

Following any resulting Contract award, SAMTD may provide the following information to interested parties:

A. The number of Proposals SAMTD received;

B. The name of the successful Proposer; and C. The total resulting contract price, including descriptions of items, quantities, and unit prices, if practical.

SAMTD will attempt to give notice under this paragraph promptly after contract award. SAMTD’s failure to give such notice shall not be deemed to affect the validity of the resulting contract.

8. CONTRACT AWARD

A. RESPONSIVENESS OF PROPOSAL

A proposal will be considered responsive if it meets the following requirements:

1. Is received at the proper date and time.

2. Meets the stated requirements of the proposal form.

3. Exhibits #1 - #14 under this solicitation are all completed and returned with the proposal.

4. Proposal is prepared and submitted in accordance with PART 1, Section 3, subsection 2

“Preparation of Proposal”.

5. The Contractor is licensed/registered within the State of Oregon at the time of proposal due date and is not banned from proposing by the Bureau of Labor and Industries.

6. The proposal is accompanied by a proposal guarantee, if required. Note: not required.

7. Complies with the State of Oregon and Federal requirements as applicable.

8. Demonstrated ability to comply with schedule.

9. Demonstrates performance of similar projects relative to size, schedule, etc.

10. Demonstrates the management resources and financial capacity to effect performance of the work.

B. APPARENT SUCCESSFUL PROPOSER

The apparent successful Proposer, for purpose of award, shall be the highest scoring responsive and responsible Proposer inclusive of additive or deductive proposal alternates and within the funds available for the project.

C. PROPOSAL SELECTION PROCESS

The successful Proposer shall be selected on the basis of having submitted a responsive and responsible proposal for this proposal package, and meeting the other requirements established in PART 4 and the other requirements of the proposal documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful Proposer and provide the successful Proposer with a written Notice of Contract Award. The successful Proposer shall return a signed copy of the Contract as well as all other documents required to be signed or provided such as bonds, insurance certificates, etc. The Contract will only become effective when all parties sign the contract and the Proposer provides all other documents required to be signed or provided such as bonds, insurance certificates, etc. Work performed and all costs incurred prior to SAMTD signature shall be the sole responsibility of the Proposer.

E. PAYMENT AND PERFORMANCE BONDS

Proposer must provide proposal, payment and performance bonds in their base price. Where indicated on the Proposal Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Proposal Bond Requirements (Construction)

Not required for this solicitation

2. Performance and Payment Bonding Requirements

The successful Proposer shall be required to obtain performance and payment bonds as follows:

a. Performance bonds (Not required for this solicitation)

b. Payment bonds (Not required for this solicitation)

F. PROMPT PAY ACT

All Proposer must comply with the Prompt Payment Act, if selected. Failure to do so will be considered a material breach of contract.

9. MINIMUM WAGE AND PREVAILING WAGE REQUIREMENTS

Reserved

10. APPLICABILITY OF RESULTING CONTRACT

The Oregon Standard Specifications for Construction General Conditions, will be incorporated by refer-ence into the successful bidder’s contract. All bidders represent that they are familiar with the terms of this document and that they will cooperate with SAMTD in all respects to achieve compliance with the resulting Contract.

11. PROPOSAL DOCUMENTS

The following documents form a part of and are included in the Proposal Documents:

A. Proposal Solicitation Documents Complete.

B. Scope, Drawings, and Specifications for the Project.

C. Project Schedule Milestone Dates.

12. SCHEDULE OF PROPOSAL PROCEDURES

The anticipated project procurement timetable is as follows for Proposal Solicitation RFP 22-014

VEHICLE DASH CAMERAS:

Date Issued: May 6, 2022 Pre-Proposal Conference: May 18, 2022 1:00 PM PDT Del Webb Conf. Rm (Pre-Proposal Conference is *Non-Mandatory) Requests for Question Deadline: May 23, 2022 4:00 PM PDT Response to Questions: May 26, 2022 4:00 PM PDT Proposal Closes: June 16,2022 4:00 PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO RFP

SAMTD reserves the right to make changes to the RFP. All changes to the RFP, prior to the receipt of Proposals, shall be electronically distributed through addendum. Failure to acknowledge receipt of an addendum may cause a proposal to be rejected as non-responsive. Following receipt of proposal, any changes to SAMTD’s RFP will be conveyed in writing by SAMTD to the Proposers determined to be Responsive to solicitation requirements.

Proposer may submit questions, request clarification, or request a change to the RFP and contract documents by submitting a written request to Charleen McCurdy, Procurement/Contracts Analyst at the address set forth above in PART 1, Section 3, subsection 1.A.(4) or via email charleen.mccurdy@cherriots.org. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposer mailto:charleen.mccurdy@cherriots.org are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. Value shall be defined as any cost or savings to SAMTD and the advantage to SAMTD of the proposed change.

Questions, clarification requests, RFP and /or Contract change requests must be received by May 23 2022 at 4:00 PM Pacific Daylight Time. SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

Proposer shall not rely on oral or written representations regarding this RFP unless issued in writing as an addendum by the SAMTD Procurement & Contracts Department.

14. PRE-PROPOSAL CONFERENCE – NON-MANDATORY

A Pre-Proposal Conference will be held on May 18, 2022 at 1:00 PM in person and via Teleconference.

Suppliers who are considering proposing for this solicitation are strongly encouraged to attend.

Statements made by SAMTD at the Pre-Proposal conference are not binding upon SAMTD unless confirmed by written Addendum.

• To attend in person:

Salem Area Mass Transit District Location: Del Webb Conference Room 3140 Del Webb Avenue NE Salem, Oregon 97301

• To participate via teleconference:

To access via video:

meet.google.com/usb-dbsm-hqv

To access via telephone:

(US)+1 617-675-4444

PIN: 745 072 922 9568#

15. SITE VISITATION & VIEWING

“Reserved” for this solicitation.

END OF PART 1

https://meet.google.com/zco-pxcm-vvm?hs=122&authuser=0

PART 2

SCOPE AND SPECIFICATIONS

2.1 PURPOSE

SAMTD is requesting responses for the purchase and delivery of thirty (30) vehicle cameras.

Additionally 8 of the units should be capable of adding an additional interior camera. Memory Storage Cards are also required.

2.2 SCOPE OF SERVICES

The specifications provided herein are intended to facilitate the communications of the requirements of SAMTD and are to be considered as the minimum requirements. These system details do not relive the vendor of any responsibility for providing a technically and operationally workable system.

2.3 SPECIFICATIONS

• Standalone system that does not require recurring fees

• Compact and light weight design

• Minimum Front (windshield outward facing) and rear (interior facing) cameras, with the option to add additional interior camera as needed

• Continuous recording when the vehicle is powered on. (Optional continued recording for a des-ignated timeframe after ignition is turned off preferred)

• Must be GPS location data capable

• Must include Date and Time data on recorded video

• Low lighting infrared illuminators for interior cameras

• ONVIF complaint

• Nonproprietary viewing software.

• Exported Video needs to be able to be viewed by third party partners without the purchase of additional viewing software license. For instance, the video can be exported with a proprietary video player included.

• Cameras to have high resolution, minimum of 720p

• H.264 video encoding (or equivalent) or mp4 video format

• Power: +12VDC required

• Status LED to indicate proper operation

• Memory storage capacity of a minimum of 50 hours of vehicle operation.

The Responses should include:

1. A description of the proposed camera system. Describe the capabilities of the system to record real time occurrences both inside and outside the vehicle and how this will enhance driver and passenger safety.

2. Provide a description of system components and any applicable enhanced features.

3. Explain the process for downloading or exporting of video from the system.

4. Field of view data for both the outward and inward facing cameras with sample images of each.

5. Size of onboard storage media in each unit and estimated recording time capacity

6. Expected lead time between order and delivery of product.

7. Product warranty information.

PART 4

EVALUATION OF PROPOSALS

Evaluation Criteria and Procedure

It is intended that one contract be awarded to the responsible, responsive Proposer whose proposal SAMTD determines in writing is the most advantageous proposal to SAMTD. Only those Proposals determined to be responsive will be considered for award.

It is anticipated that SAMTD will select a Contractor and award a contract for VEHICLE DASH CAMERAS.

The selection will be made based on the proposals submitted and the evaluation criteria listed below.

However, SAMTD reserves the right to contact proposers to obtain information for clarification purposes during the evaluation phase.

The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet mandatory requirements will result in rejection of the proposal.

In the event that all Proposers do not meet one or more of the mandatory requirements, SAMTD reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

A Source Evaluation Committee (SEC) will be appointed to evaluate the proposals received. Each of the criteria listed below will be reviewed by the committee for the purpose of scoring proposals, based on how fully each proposal meets the requirements identified in this RFP 22-014.

SAMTD may utilize a multi-step approach in the initial selection / evaluation process.

• During the first step of the evaluation process, proposal submissions will be evaluated based on the qualifications & experience, project organization & staffing plan, project management plan, technical approach, compliance with technical & functional requirements in the evaluation criteria to set and establish a competitive range.

• All proposals selected for the competitive range will move to the next step of the evaluation process, which may include oral or written discussions, interviews or negotiations, or any combination, with Proposers identified to be within the competitive range.

• The Source Evaluation Committee reserves the right to make an award to the highest scored Proposer, based upon the initial rankings, and to bypass the interview process. The initial rankings will then become the final rankings.

• The Source Evaluation Committee reserves the right to choose to select the highest scored Proposers in a competitive range, and request an Interview / Presentation.

• After any interviews / Presentations, the SEC will Re-evaluate proposals based upon the information gained during the interviews / presentations, qualifications & experience, project organization & staffing plan, project management plan, and technical approach as listed below in the evaluation criteria.

• The Source Evaluation Committee will make a recommendation for award to the highest scoring proposer.

EVALUATION CRITERIA:

Evaluation of proposed camera system 25 Recording duration capacity and video quality 25 Ease of Use – Exporting, Saving and providing data to external partners

Price Proposal and Cost 35 Total Points 100

2.2 Evaluation Procedure

A. The Procurement & Contracts Department will review proposals received timely, by the deadline closing date and time, for conformance with the instructions and requirements of the RFP and Contract documents. Submissions that do not meet the requirements detailed within this RFP may be rejected as non-responsive.

B. The Procurement & Contracts Manager shall review and score responsive submissions for price using the following normalizing formula:

(Lowest Proposed Base Price ÷ Base Price Being Evaluated) × Total Points Possible = Score

SAMTD will consider price proposals from those Proposers deemed responsive and technically qualified to perform the work.

C. A Source Evaluation Committee (SEC) will be appointed to evaluate proposals. The SEC will review responsive and responsible submissions against the Evaluation Criteria set forth in PART 4 of this RFP or in subsequent Addenda that may be issued for this solicitation. An evaluation criterion is deemed to include any unstated "sub-criterion" that logically might be included within the scope of the stated criterion. The SEC shall evaluate and score technical proposals, and select those Proposers technically qualified to perform the work irrespective of price.

D. The Procurement & Contracts Manager will combine the Proposal Price Scores with the SEC’s initial scoring of technical proposals. Consistent with this PART 4, price will account for twenty percent (20%) of a proposer’s total score. The total points scored on both the technical and price will be considered in determining the competitive range. Competitive Range Proposers may have their references checked by a member of the SEC, the Procurement & Contracts Department, or a combination of both. Competitive Range Proposers may be invited for interviews and Best and Final Offer (BAFO).

E. SAMTD reserves the right to award based upon the most favorable initial proposal.

F. SAMTD reserves the right to make changes to the RFP during discussions / negotiations. Any changes to the RFP shall be distributed to all Proposers remaining within the competitive range at the time the change is made.

F. Demonstrations. Top scoring Proposers, based on an evaluation of the written proposal, will be required to participate in demonstrations and/or site visits to support and clarify their proposals. Not all Proposers may be invited for demonstrations. SAMTD will make every reasonable attempt to schedule each demonstration at a time and location that is agreeable to the Proposer. Failure of a Proposer to demonstrate or permit a site visit on the date scheduled may result in rejection of the submitted proposal.

The successful demonstration of the Proposers product(s) and/or service(s) does not constitute acceptance by SAMTD. Any product(s) and/or service(s) furnished by the Proposer for the purposes of this demonstration must be identical in every respect to those which will be furnished if a Contract results.

G. If the SEC elects to enter discussions with Proposers, each Proposer remaining within the competitive range at the close of discussions / negotiations will be allowed to submit a final supplement denominated the “Best and Final Offer (BAFO).” Any changes to the Proposer’s initial technical or price proposals, including any issues addressed in discussions, must be submitted in writing in the BAFO to be considered by the SEC. The SEC will evaluate the BAFOs utilizing the evaluation criteria at this PART 4 to arrival at a final evaluation score, and make a recommendation for award.

I. SAMTD reserves the right to investigate the qualifications of all Proposers under consideration and to confirm any part of the information furnished by a Proposer, or to require other evidence of managerial, financial or technical capabilities which are considered necessary for the successful performance of the work. SAMTD reserves the right to visit sites where work of a similar nature has been performed by the Proposer and/or visit the Proposer’s work facility during the evaluation period. Any information gained by SAMTD as a result of documentation / evidence provided, and / or obtained from site visits will all be considered during the final evaluation and final scoring.

J. SAMTD’s General Manager shall have full authority over SAMTD’s source selection and decision to award, subject to applicable Board policy.

2.3 Notice to Unsuccessful Proposers

Following a resultant contract award, SAMTD may inform unsuccessful Proposers of:

a) The number of proposals SAMTD received;

b) The name and address of the successful Proposer; and

c) The total contract price, including descriptions of items, quantities, and unit prices, if practical.

2.4 Cost / Price Analysis

SAMTD will perform a cost / price analysis on pricing submitted by the Most Qualified proposer. The Proposer must submit pricing data in a format acceptable to SAMTD in Proposal Price Form found in PART 3 of the RFP. Additionally, SAMTD reserves the right to require cost data associated with proposed pricing in order to perform a cost analysis. Allowability of costs will be determined in accordance with FTA and Federal Acquisition Regulations (FAR).

2.5 Compensation

SAMTD will not enter into a contract where compensation is based upon cost plus a percentage of cost or on a time and materials basis. Compensation will be fixed price at the prices set forth in the successful Proposer's initial proposal and / or Best And Final Offer.

END OF PART 4