ITB 23-042 Facilities Camera Project - Instructions For Bidders - Part 1-4 With Exhibits - Final.pdf

SALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Facilities Camera Project ITB No. 23-042

SALEM AREA MASS TRANSIT DISTRICT

INVITATION TO BID

ITB 23-042

FACILITIES CAMERA PROJECT

Date Issued: September 18, 2023 Pre-Bid Conference: (Non-Mandatory) October 2, 2023 10:00AM PDT (Mill Creek Conf. Rm) Requests for Question Deadline: October 4, 2023 4:00PM PDT Response to Questions: October 9, 2023 5:00PM PDT Bid Closes & Responses Due: October 20, 2023 4:00PM PDT

Project Manager: Karen Garcia, Security & Emergency Management Manager

Procurement Contact Daniel M. Knauss, Procurement & Contracts Manager

Submit Bid: Salem Area Mass Transit District Procurement & Contracts Department 555 Court Street NE, Suite 5230 Salem, Oregon 97301 Email: procurement@cherriots.org mailto:procurement@cherriots.org

TABLE OF CONTENTS

ITB 23-042

SECTION NO OF PAGES

1. RFP COVER PAGE……………………………………………………………………… 1

2. TABLE OF CONTENTS……………………………………………………………………1

3. PART 1 - INSTRUCTIONS FOR BIDDERS … .……………………………………… 10

4. PART 2 – SCOPE AND SPECIFICATIONS …………………………….…..….…..…..5

5. PART 3 - EXHIBITS #1-14 – BID FORMS .……………………...………………...…. 21

6. PART 4 – EVALUATION OF BIDS ………... ……………………………………………1

7. EXHIBIT A – FTA CONTRACT CLAUSES ….………………………. ………………..31

8. EXHIBIT B – SAMPLE CONTRACT…………..……………………..………………… 20

9. EXHIBIT C – SITE MAPS ………………………………………………………………. 11

10. EXHIBIT D – CAMERA MAP LEGEND ………………………………………………

11. EXHIBIT E – CHERRIOTS FLOOR PLANS ………………………………………….. 29

PART 1

INSTRUCTIONS FOR BIDDERS

ITB No. 23-042

Issue Date: September 18, 2023 Bids Due: October 20, 2023 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 Regional 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 (Courthouse Square) General Manager, Community Relations, Finance, Transportation Development, Human Resource, and part of the Operations departments are located at:

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

Downtown Transit Center (DTC) 220 High St. NE Salem, OR 97301

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

Fuel Island: 3150 Del Webb Ave.

Maintenance Shop: 3170 Del Webb Ave.

Salem, OR, 97301

• The Del Webb facility also includes the parking area for buses not in service.

Keizer Transit Center (KTC) 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

SECTION 1: INTRODUCTION

SAMTD is soliciting Bids to provide a cloud-based camera system for the SAMTD Facilities Cameras Project, including but not limited to hardware, software, licensing, technical support, infrastructure, installation services, system set-up, as-built drawings, and SAMTD staff training. It is anticipated that the resulting Contract will have a seven (7) year contract term.

The Successful Bidder shall be licensed by the State of Oregon to do the work and provide the systems required under this solicitation and resultant contract.

All items or services to be furnished hereunder shall meet all applicable state and federal requirements of the Occupational Safety and Health Standards.

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

For Specifications for this project, please see PART 2 of this ITB.

SECTION 2: PROJECT MILESTONES

• Notice to Proceed to successful contractor – December 22, 2023 (estimate)

• Delivery to SAMTD – June 30, 2024 (estimate)

• Final Acceptance – June 30, 2024 (estimate)

SECTION 3: INSTRUCTIONS TO BIDDERS

1. A. Bid Submission Requirements

Responses shall be submitted in a sealed envelope / container to the following address and clearly marked “ITB 23-042 FACILITIES CAMERA PROJECT”.

Bids must be submitted as follows:

1. One (1) original and one (1) copy of the response and bid documents. One (1) copy must be unbound for ease of photocopy reproduction. (See alternate delivery methods below)

2. One (1) electronic PDF format version of the response and bid documents on a USB flash drive.

3. Digital signatures on forms are permitted.

4. Submit with a cover letter to:

Daniel M. Knauss Procurement & Contracts Manager Salem Area Mass Transit District 555 Court St., NE Suite 5230 Salem, Oregon 97301 procurement@cherriots.org

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

6. Alternate Bid Delivery Methods:

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

SAMTD will also accept an electronic formatted version (thumb drive preferred) of the bid documents, which are received at the SAMTD office on or before the bid 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 bids that are received on or before the bid close date, however an electronic formatted version is also required. Bids delivered via US Mail can continue to be sent to the address identified in the solicitation.

mailto:procurement@cherriots.org

Bids must be received by SAMTD by 4:00 p.m., Pacific Time, October 20, 2023. Late submittals will not be considered.

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 bid opening.

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

D. Right of Rejection / Cancellation and Irregularities - SAMTD reserves the right to reject any or all bids, or part thereof, to accept one or more items of a bid without obligation as to other items.

SAMTD reserves the right to cancel this ITB / 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 and is not liable for any costs the firm incurs while preparing or presenting the bid. All bids 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 Bids - Bids submitted or received after the date and time indicated herein will not be accepted.

Requests for extensions of the bid closing date or time may be requested prior to the deadline for receipt of Bidder 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 Bid; Partial Bids – A Bidder may not submit more than one (1) bid in response to this solicitation. No partially completed bids will be accepted and will be rejected if not properly completed based on the solicitation guidelines.

G. Single-Bidder Responsibility - Single- Bidder responsibility is required under this ITB. Each

Bidder responding to this ITB must bid 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 Bids – Bids shall not be modified after the due date and time for bid submittal. Bids may be withdrawn by Bidder before bid due date and time as specified within this solicitation.

I. Requests for Clarification or Modification - All requests for clarification or modification of the ITB shall be made in accordance with Section 3, subsection 13 of this ITB.

J. Required Forms: If a form does not apply to your business or bid, please mark the form “Not Applicable.” Sign and date each form. Some forms may require notarization. Failure to complete all forms will result in the Bid being ruled nonresponsive. Nonresponsive Bids will not be evaluated or awarded a contract.

K. Addenda - Modifications to this ITB shall be made only by addenda posted to the OregonBuys site.

Verbal, faxed, or e-mailed 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 Bidders and included in their bids. All addenda issued by SAMTD (posted to the OregonBuys site) shall be acknowledged by Bidder on the Acknowledgement of Addenda form.

L. Experience and Qualifications (Requirement)– Bidder 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 Bidder, and/or an introduction of all members who may be involved in the contract resulting from this ITB.

Describe primary business experience of the Bidder, length of time in business, organizational structure, size, capabilities, financial ability of bidder 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 bidder deems pertinent and introductory in nature.

2. Qualifications of Bidder: The Bidder 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 ITB, including the Bidder’s direct experience on projects of similar size, scope and complexity.

M. Ambiguity in Specifications - Bidders shall promptly notify the SAMTD Procurement Manager at the address listed in Section 3, 1.A of this ITB, of any ambiguity, inconsistency, or error that they may discover upon examination of the bid documents within the time limits for Requests for Clarifications in Section 13.

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 Bidders to pursue subcontracting, mentoring, joint venturing, teaming, and partnering opportunities with DBE firms in the ordinary course of its business/teaming strategies.

Bidders 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 BID 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 Bid 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: Bidder 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.

• Bidder 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 bid package.

Q. Solicitation and Attachments – The Solicitation and any attachment or exhibit to this ITB 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 ITB, the solicitation, and any attachment or exhibit, the terms in the body of the resulting Contract will control.

R. Waiver of Liens: The Bidder 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 http://www.cherriots.org/en/about-us/procurement 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 bid, the Bidder hereby agrees, if awarded a Contract, to enter into and execute SAMTD’s standard form of contract agreement.

T. Value Engineering: Base bid MUST be based upon specified materials. However, bidders are encouraged to submit value engineering cost bids for SAMTD’s review. These items can be submitted on the Bid 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 bidders 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 bid, bidder 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 bid, bidder 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 BIDS:

A. Bids must be:

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

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

iii. The address of the Bidder shall be typed or printed on the Bid in the space provided.

B. The bid may require bidders to submit prices for one or more items, including: (1) lump sum bid; (2) lump sum bid alternate prices; (3) unit prices; or (4) any combination of items (1) through (3) above.

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

D. Bidders MUST comply with the requirements in the Bid Documents. Modifying the bid forms, conditioning or limiting the bid, or offering to perform work not requested by the Bid Documents may disqualify the bid.

E. Bidder must submit the most recent two (2) years of audited financial statements for public companies, or the most recent two (2) years of internal or C.P.A. generated financial statements for a private company. This information, along with the proposal documents, will be utilized to provide SAMTD information that will lead to a financial ability determination. Financial statements may include P&L Statements, Income Statements, Balance Sheets, Tax Returns, and other company information that may help SAMTD make a financial ability to perform a resultant contract determination.

3. BASE BID

The Bidder agrees to hold all pricing for a period of one-hundred twenty (120) days from the date of the bid close.

4. ADDITIVE OR DEDUCTIVE BID ITEMS

The bidder agrees to hold all alternate and unit prices for a period of one-hundred twenty (120) days from the date of the bid close.

5. SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

By submitting this bid, the Bidder 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:

a) Conditions bearing upon transportation, and disposal, handling, and storage of materials;

b) The availability of labor, material, equipment, water, electric power, and roadways;

c) Uncertainties of weather, river stages, tides, ground water, or similar climatic and/or physical conditions that may have impact on the site;

d) The conformation and conditions of the ground;

e) The character of equipment and facilities needed preliminary to and during the work;

f) Compliance with the project quality control program;

g) Compliance with the Bidder’s safety plan as approved by SAMTD, and all applicable

Occupational Safety and Health Administration (OSHA) regulations;

h) Submittal, inspection, and traffic management requirements of each of the jurisdictions where work under this request will be performed; and

i) Coordination with SAMTD bus operations, security, and customer service under this request.

The Bidder also acknowledges that it has satisfied itself as to character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as the information is reasonably ascertainable from an inspection of the site, as well as from the drawings, specifications and reports issued with this bid package and to be made a part of this contract.

Any failure of the Bidder to take the actions described and acknowledged in this paragraph will not relieve the Bidder from responsibility for estimating properly the difficulty and cost of successfully performing the work.

6. BID AMOUNT

The Bidder acknowledges that the details of the specifications accurately reflect the Scope of the Work on which the Bidder is submitting its bid. Bidders should base their bid 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 Bid Documents at the time of bid.

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

7. BID RESULTS

Bids will be opened at the date and time identified in this ITB. Following the resulting Contract award, SAMTD may inform unsuccessful bidders of:

A. The number of bids SAMTD received;

B. The name of the successful Bidder; 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 BIDS

A bid 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 bid form.

3. Exhibits #1 - #14 are completed and returned with the bid.

4. The Contractor is licensed/registered within the State of Oregon at the time of bid opening and is not banned from bidding by the Bureau of Labor and Industries.

5. The bid is accompanied by a bid guarantee, if required.

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

7. Demonstrated ability to comply with schedule.

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

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

B. APPARENT LOW BIDDER

The apparent low bidder, for purpose of award shall be the lowest responsive and responsible Bidder inclusive of additive or deductive proposal alternates, meets the minimum specifications identified in the scope, and within the funds available for the project.

C. BID SELECTION PROCESS

The successful Bidder shall be selected on the basis of having submitted the lowest responsive and responsible bid for this bid package and other requirements established in the bid documents.

D. EFFECTIVE DATE OF THE CONTRACT

SAMTD will notify the successful bidder and provide the successful bidder with a written Notice of Contract Award. The successful bidder 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 Bidder 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 bidder.

E. PAYMENT AND PERFORMANCE BONDS

Bidders must provide bid, payment and performance bonds in their base price (if applicable). Where indicated on the Bid Form and according to the Bonding Requirements attached hereto provide a Deduct for removing requirements from Contract.

1. Bid Bond Requirements (Construction)

Bid Security: A Bid Bond must be issued by a fully qualified surety company acceptable to SAMTD and listed as a company currently authorized under 31 C.F.R.

Part 223 as possessing a Certificate of Authority as described thereunder.

The penal amount of the bid bond shall be ten (10) percent of the resulting contract price in accordance with ORS 279C.365, unless SAMTD determines that a lesser amount would be adequate for the protection of SAMTD.

2. Performance and Payment Bonding Requirements The successful Bidder shall be required to obtain performance and payment bonds as follows:

a. Performance bonds

(1) The penal amount of performance bonds shall be 100 percent of the resulting contract price, unless SAMTD determines that a lesser amount would be adequate for the protection of SAMTD.

(2) SAMTD may require additional performance bond protection when a contract price is increased. The increase in protection shall generally equal 100 percent of the increase in contract price. SAMTD may secure additional protection by directing the Contractor to increase the penal amount of the existing bond or to obtain an additional bond.

b. Payment bonds

(1) The penal amount of the payment bonds shall equal:

i. Fifty percent of the contract price if the contract price is not more than $1 million.

ii. Forty percent of the contract price if the contract price is more than $1 million but not more than $5 million; or

iii. Two and one half million if the contract price is more than $5 million.

(2) If the original contract price is $5 million or less, SAMTD may require additional protection as required by subparagraph 1 if the contract price is increased.

F. PROMPT PAY ACT

All bidders 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

Compliance with requirements of the prevailing wage law in ORS 279C.800 through ORS 279C.870 is required.

The Davis Bacon Wage Act and the Oregon BOLI January 1, 2023 for Region 3 – Marion, Polk, and Yamhill Counties rates apply.

The higher of either the Federal or State applicable rate as of that date prevails and these shall be the wage rates to be paid for the duration of the Project.

10. APPLICABILITY OF RESULTING 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. BID DOCUMENTS

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

A. Bid Solicitation Documents Complete.

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

C. Project Schedule Milestone Dates.

12. SCHEDULE OF BID PROCEDURES

The anticipated project procurement timetable is as follows for Bid Solicitation ITB 23-042

FACILITIES CAMERA PROJECT:

Date Issued: September 18, 2023 Pre-Bid Conference: (Non-Mandatory) October 2, 2023 10:00AM PDT (Mill Creek Conf. Rm) Requests for Question Deadline: October 4, 2023 4:00PM PDT Response to Questions: October 9, 2023 5:00PM PDT Bid Closes & Responses Due: October 20, 2023 4:00PM PDT

13. QUESTIONS, CLARIFICATIONS AND CHANGES TO ITB

SAMTD reserves the right to make changes to the ITB. All changes to the ITB, prior to the receipt of bids shall be electronically posted to the State of Oregon Procurement Network (OregonBuys.gov). Failure to acknowledge receipt of an addendum may cause a bid to be rejected as non-responsive. Following receipt of bids, any changes to SAMTD’s ITB will be conveyed in writing by SAMTD to those bidders determined to be in the competitive range.

Bidders may submit questions, request clarification, or request a change to the ITB by submitting a written request to the address set forth above in Section 3, 1.A.(4). The request shall specify the provision of the ITB in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Bidders 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, and /or ITB change requests must be received by October 4, 2023 at 4:00 PM Pacific Time.

SAMTD will evaluate any question or request submitted, but reserves the right to determine whether to respond or accept the requested change.

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

14. PRE-BID CONFERENCE

A Pre-Bid Conference will be held on October 2, 2023 at 10:00 AM. Contractors may attend in person or via Teleconference. Those who elect to participate via teleconference will be unable to participate in the site walk through to be held following the conference. Contractors who are considering bidding for this solicitation are strongly encouraged to attend. The on-site meeting location and Teleconference instructions are as follows:

On-Site Conference Location:

Salem Area Mass Transit District 555 Court Street NE, Suite 5230 Salem, Oregon 97301 Location: Mill Creek Conference Room

To participate via Teleconference:

https://meet.google.com/xyp-hwmt-twv

To access via telephone:

(US)+1 316-746-4297

PIN: 299 699 823#

15. PUBLIC BID OPENING

(Reserved)

16. SITE VISITATION & VIEWING

Bidders may view the site areas where work is to be performed. An opportunity will be provided on October 2nd, 2023 to view the areas following the non-mandatory Pre-Bid Conference that begins at 10:00 AM PDT. Bidders are strongly encouraged to attend. Site visitation and viewing tour times are scheduled as follows:

• Downtown Transit Center (DTC) and Courthouse Square: Immediately following the Pre-Bid Conference.

• Keizer Transit Center (KTC): 1:00 PM – 2:00 PM PDT.

• Del Webb Facilities (all): 2:30 PM – 4:00 PM PDT.

If Bidder is unable to attend the site walkthroughs identified above, SAMTD may be able to accommodate alternate requests, but does not guarantee availability of staff to accommodate alternate requests. In order to schedule an alternate time please contact:

• Karen Garcia, Security & Emergency Management Manager …………… 503-361-7511

END OF PART 1

PART 2

SCOPE OF SERVICES AND SPECIFICATIONS

BACKGROUND:

SAMTD intends to update its Public Safety Surveillance Camera System. Currently, the District owns cameras from multiple different manufacturers, primarily operating on one Video Management Software (VMS). Many cameras are non-functional, and most are at the end of useful life. There are currently three Verkada cameras in place. SAMTD intends to replace all existing cameras, with the exception of three Verkada cameras, with a new Verkada, or equivalent, cloud-based camera system, as well as expand the coverage with additional camera locations. The current system is locally stored, managed, and operated, and lacks common VMS features such as reporting, notifications, alarms, security updates, and firmware updates.

It is vital to the safety and security of our operation that we have an easily accessible, user-friendly, and reliable camera system for all of our facilities. Additionally, the ease of system maintenance is of high importance. The Verkada, or equivalent, storage onboard camera system would allow for new high resolution cameras, and eliminate the use of Digital Video Recorders (DVR) and other expensive network equipment.

PROJECT:

SAMTD has collaborated manufacturer’s representatives to design a comprehensive surveillance camera system that will enhance the current configuration dramatically. This system design will be used as the foundation for the work to be completed under this contract. Bidders who offer an equivalent solution are encouraged to propose cameras with similar specifications to the Verkada camera model for each locations in the drawings provided.

SAMTD and the manufacturer’s representative have estimated 131 desired security camera locations, 61 of which are existing with three of those already having Verkada cameras in place.

The majority of cameras are outdoor. Six multi-sensor/multi-lens cameras are included in the design. Additionally, we intend to install three viewing stations, one at each locations.

These cameras should be power-over-ethernet (PoE) and able to connect to a central cloud-based management system solely via an internet connection. This new camera system should include both onboard camera and offsite cloud-storage and should not require cameras to offload videos to a locally stored NAS, NVR, or DVR.

As mentioned above, SAMTD has cameras at four facilities to include:

1. The Downtown Transit Center, which includes interior cameras within the customer service area on the first floor of the Courthouse Square building.

2. Courthouse Square, where the Administrative Offices are located on the fifth floor.

3. Keizer Transit Center

4. Del Webb Facility, which includes multiple buildings

All current locations, except one, will be re-used either in its existing location, a slightly modified location, or a lower mounting height.

The table below shows existing and new:

Location Existing New

Downtown Transit Center 29

(3 are Verkada)

(1 location will be eliminated)

Courthouse Square 4 3

Keizer Transit Center 19 9

Del Webb Facility 11 26

Project Total 59 69

As a result of this ITB, SAMTD intends to award one contract. The term of the Contract will be from contract execution to an end date TBD by SAMTD.

SCOPE OF WORK:

The Contractor will support SAMTD through all phases of the Facilities Camera Project, including any remaining design work, hardware and software delivery and configuration, installation and deployment, creation of as-built drawings, testing of all desired camera locations, and staff training. The Contractor will work in collaboration with SAMTD staff from award of contract through completion of the project and contract close out.

Cloud-Based Camera System and VMS Specifications

• The camera system and VMS must be cloud-based o NOT on-premises (non-locally hosted server, nor stored on traditional NVR/DVR) o The system/server instance must be available via basic internet connection o Android/iOS phone application for remotely accessible viewing and management

• Capable of point-to-point camera deployments, solely with a basic internet connection o Must be able to deploy cameras and other required hardware with only internet connection and limited power o Must not require a direct network connection (ethernet or fiber) or virtual connection (firewall tunnel, VPN, etc.) routed back to the SAMTD domain and network

• Granular control over user logins for various departments o Different departments should be able to view their own cameras o Ability to control the grant/revoke access to nearly every feature the system offers o Some users may view video contents, some may download/extract videos, others may have higher level administrative controls access like assigning users

• Web-based user interface (UI) must include the following:

o Simple view of all available cameras, zones, and templates o Simple and intuitive for novice users to navigate through cameras, scrub video, and extract, download, and share clips of recordings o Person identification or facial recognition, and vehicle recognition

• Ability to configure granular schedules, rules, alerts, notifications, and alarms for motion detection, broken or disconnected cameras

• If system has a recurring license fee, year 1 licensing will be part of the initial contract cost. Subsequent licensing will be identified in option years.

• The system must log metadata and timestamp information with video that ensures its evidentiary value

Camera Hardware Specifications

• Ability to store recorded footage locally onto camera hardware, and upload interesting footage to cloud when connection/schedule allows

• Minimum footage retention onboard the camera of 30 days

• At a minimum, proposed hardware options must include the following models and quantities:

o (102) Outdoor-Rated Dome Cameras o (5) Mini-Dome Cameras o (4) Outdoor-Rated Bullet Cameras o (11) Outdoor-Rated Fisheye Cameras o (6) Outdoor-Rated Multi-Sensor Cameras

• At a minimum, proposed hardware must include the following features:

o Powered via PoE o Network/IP-based configuration and management o Option to statically assign IP address, or assign IP via DHCP o All data is encrypted in-transit and at-rest o User and device authentication o Encrypted traffic between cameras and system/server must be CJIS compliant o Physically resilient chassis to tampering, weather, general wear-and-tear, and other outside sources of damage

Additional Specifications

• Frequent security and firmware updates, bug fixes, and general quality-of-life updates

• Fast and responsible internal technical support and engineering support. Please describe your plan for this.

• 10-year warranty on camera hardware

• One-time purchase of all hardware; we intend to own outright hardware (no leasing)

• Contractor to provide all new hardware. No used, refurbished, or repurposed equipment.

• Hardware delivery within 6 months of purchase

• Contractor to provide any and all hardware/software documentation, including user manuals for basic VMS operations, ongoing support, and basic/advanced management, construction, configuration, and installation specifications, and technical manufacturer documentation.

Infrastructure

Contractor shall provide all interior and exterior raceways, cabling, electrical, cameras, mounting hardware, camera poles, networking devices, and other necessary accessories to provide SAMTD with a fully functional, robust, and maintainable VMS as described in the specifications provided. Work shall be done in a professional and skillful like manner and meet any requirements stated in the Oregon Electrical Specialty Code (OESC) that pertain to this solicitation.

Downtown Transit Center:

• Mounting height of most current cameras is approximately 10 feet. New locations will be at that same general height.

Courthouse Square:

• All cameras are interior and shall remain at current height.

Keizer Transit Center:

• Mounting height of current cameras is approximately 15 feet. This height is ineffective for viewing. The height of pole mounted cameras shall be lowered to 10 to 12 feet. New locations will be at that same general height.

• 11 locations at this site need new cable pulled to the existing location.

Del Webb Operations Facility:

• Cameras on the exterior of the maintenance shop are mounted at approximately 15 feet.

Those locations may remain at that height; however, new locations added to the exterior of that maintenance shop shall be positioned at 10-12 feet high.

• 8 locations in the maintenance shop need new cable pulled to the existing location.

• Cameras in the bus yard shall be mounted approximately 18-20 feet high.

• Cameras in the fueling island shall be terminated at a new, more convenient location.

• Cameras for the Administrative building shall be mounted approximately 10-12 feet high.

Additional requirements

• Contractor shall be responsible to develop a detailed construction phasing schedule that will identify all phases of work, including existing VMS (Video Management System) outages, and duration of outages during the project. At the completion of the project the contractor is responsible for submitting as–built documentation for both existing and new locations. Responses to this solicitation shall include a total cost to complete the project.

• The successful Contractor will be licensed in Oregon and will conform to all county, state, and local building codes.

• Contractor is responsible for all site safety requirements, site cleanup, and disposal of materials.

The following documents are included as supplemental information to this solicitation:

1. EXHIBIT C - Site maps showing location of existing cameras

2. EXHIBIT D - Legend to site maps outlining current infrastructure

3. EXHIBIT E - Project design packet from Verkada manufacturer’s representative as a guide

END OF PART 2

PART 3

BID FORMS

EXHIBITS #1 – 14

SALEM AREA MASS TRANSIT DISTRICT EXHIBITS

The following items must be included in your bid in order to receive consideration. Failure to complete all forms included in this package may result in your bid being ruled nonresponsive. Nonresponsive bids will not be considered for a contract award. Please sign and date each form and/or certification.

Bidder Sample Invoice (Please Provide)

Bidder Financial Statements (Please Provide)

Exhibit #1 – Bid Form

Exhibit #2 – Acknowledgement of Addenda to ITB

Exhibit #3 – Non-Collusion Affidavit

Exhibit #4 – Organizational Conflict of Interest

Exhibit #5 - DBE Participation Commitment Statement

Exhibit #6 - DBE Letter of Intent

Exhibit #7 - DBE Affidavit

Exhibit #8 - DBE Unavailable Certification

Exhibit #9 - Contractor’s Representations & Warranties Certification

Exhibit #10 - Federal Debarment & Suspension Certificate

Exhibit #11 - Certification Regarding Lobbying

Exhibit #12 – Buy America Certification

Exhibit #13 – Price Bid Form

Exhibit #14 – References

EXHIBIT #1

BID FORM

The undersigned (“Bidder”), upon acceptance by SAMTD, agrees to furnish all labor, freight, transportation, materials, equipment, services, supplies, and other work in accordance with the Invitation for Bid (ITB) No. 23-042, entitled ”FACILITIES CAMERA PROJECT,” as issued on September 18, 2023.

BIDDER: The undersigned certifies as follows:

1. That he/she has read and understands all requirements and specifications of the Invitation To Bid (including any exhibits also posted); and

2. That he/she agrees to all requirements, specifications, terms, and conditions of the bid referenced above; and

3. That he/she will furnish the designated item(s) and/or service(s) as quoted in the Bid; and

4. That he/she certifies under penalty of perjury that Bidder is, to the best of his/her knowledge, not in violation of any Oregon tax law; and

5. That his/her company has been certified as one of the following registered business classifications:

DBE ______ MBE _______ WBE _______ ESB _______ Veteran-Owned _______

Corporation ______ Other, identify:

Resident Bidder (Oregon): _____ Yes _____ No

6. Federal Tax I.D. Number:

Firm's Name:

Firm's Address:

Contact Person E-mail

Authorized Signature Date

Telephone Number Fax Number

Name of Project Manager and Title

7. Accounts Receivable Address, if different from above:

Bidder understands and agrees that, by his/her signature, if awarded the contract for the project, he/she is entering into a contract with SAMTD that incorporates the terms and conditions of the entire Request for Bid package.

Bidder understands that this bid constitutes a firm offer to SAMTD that cannot be withdrawn for ninety (90) calendar days from the date of the deadline for receipt of bids. If awarded the contract, Bidder agrees to deliver to SAMTD the required insurance certificates within ten (10) calendar days of the Notice of Award.

IMPORTANT: This form must be signed below by an authorized representative of the proposing firm, to authenticate the bid.

Authorized Signature: Date:

Printed Name:

Title:

EXHIBIT #2

ACKNOWLEDGMENT OF ADDENDA

The following form shall be completed and included in the Bid.

Failure to acknowledge receipt of all addenda may cause the Bidder to be considered nonresponsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Bid.

The undersigned acknowledges receipt of the following addenda to the documents:

Addendum No. Dated

Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated

Contractor Name:____________________________________________________

Signature of Authorized Representative:______________________________ ____

Printed Name:__________________________________Date:________________

Title/Position:_______________________ _______________

EXHIBIT #3

NON-COLLUSION AFFIDAVIT

I state that I am (the sole owner) (a partner) (an officer) (an agent) of ________________________, and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this offer.

I state that:

1. The price(s) and amount of this offer have been arrived at independently and without consultation, communication, or agreement with any other contractor, Bidder, or potential Bidder.

2. That neither the price(s) nor the amount of this Bid, and neither the approximate prices(s) nor approximate amount of this Bid, have been disclosed to any other firm or person who is a Bidder or potential Bidder, and they will not be disclosed before the Bid opening/closing.

3. No attempt has been made or will be made to induce any firm or person to refrain from Proposing on this contract, or to submit a Bid higher than this Bid, or to submit any intentionally high or competitive Bid or other form of complementary Bid.

4. The Bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other form of competitive Bid.

5. , its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to Proposing on any public contract.

I state that understands and acknowledges that the above representations are material and important, and will be relied on by Salem Area Mass Transit District in awarding the contract(s) for which this Bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from Salem Area Mass Transit District of the true facts relating to the submission of Bids for this contract.

Signed Date _____________________________

Printed Name and Title ____________________________________________________________

EXHIBIT #4

ORGANIZATIONAL CONFLICT OF INTEREST

AND AVOIDANCE / MITIGATION PLAN

This disclosure statement outlines potential organizational conflicts of interest, either real or apparent, which as a result of activities or relationships with other persons or entities, such person or entity:

1. Is unable or potentially unable to render impartial assistance or advice to Salem Area Mass Transit District;

or

2. Is or might be otherwise impaired in its objectivity in performing the contract work; or

3. Has an unfair competitive advantage.

SECTION I. List potential organizational conflicts of interest. An organizational conflict of interest exists where other activities, relationships, or contracts of a contractor inhibit, affect, or prevent the contractor from rendering impartial assistance or advice to SAMTD; a contractor's objectivity in performing the contract work is or might be otherwise impaired (e.g., a contractor assisting with a design might have a financial interest in a product or system that could be utilized in implementing that design); or a contractor has an unfair competitive advantage which might be gained through its involvement in writing, or reviewing the solicitation and contract documents, including the scope or specification except as part of a general industry review.

SECTION II of this disclosure statement describes the management plan for avoiding or neutralizing the potential Organizational Conflicts of Interest as described in SECTION I of this disclosure statement. I acknowledge that Salem Area Mass Transit District may require revisions to the management plan described in SECTION II of this disclosure statement prior to approving it, and that Salem Area Mass Transit District has the right, in its sole discretion, to limit or prohibit my involvement in the Project as a result of the potential conflicts of interest described in SECTION I of this disclosure statement.

SECTION Ia – Name of Person or Firm Potentially Conflicted SECTION Ib – Current Project Name and Scope of Work SECTION Ic – Future Project Name and Description of Potential Conflict of Interest SECTION II - Plan for Managing Potential Conflicts of Interest

Signed Date _____________________________

Printed Name and Title ____________________________________________________________

EXHIBIT #5

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION

COMMITMENT STATEMENT

AGENCY GOAL: 2.49%

SAMTD hereby notifies all Bidders that it is the policy of SAMTD to ensure nondiscrimination on the basis of race, color, sex, or national origin in the award and administration of contracts. Bidders are urged to obtain Disadvantaged Business Enterprise (DBE) participation on this project, although there is no specific DBE contract goal for this project. Bidders are encouraged to attend any pre-Proposal conferences held to better understand the project and better obtain participation of DBE contractors, as applicable.

DBE GOAL: Proposal documents for all Federal Transit Administration-funded projects must contain a DBE policy statement advising Bidders that, as required by the Federal Transit Administration, SAMTD has established an overall DBE goal, and that SAMTD is required to report its DBE participation to FTA each year. As such, SAMTD is required to request information from contractors in order to fulfill its reporting responsibilities.

The Bidder's total DBE goal is the sum of the Bidder's proposed commitment to the goals for disadvantaged and women-owned firms. Bidders will calculate single goal percentages using the Bidder's proposed total dollar amount commitment to each single goal, divided by the Bidder's total amount of Proposal dollars.

Goals will be calculated to the nearest one-one hundredth (0.01) of a percent.

Bidders must indicate the total DBE goal they propose to achieve. Even if the assigned contract goals are zero (0) percent, Bidders must fill in all blanks related to the Bidder's contract goals. FAILURE TO DO SO

MAY RENDER THE PROPOSAL NONRESPONSIVE.

PROPOSER`S CONTRACT GOALS:

TOTAL DBE GOAL %

The Bidders shall list all DBE subcontractors and their intended function for each phase of this contract.

Monetary amounts shall be included beside each subcontractor that is identified to perform work on this contract. If there is no DBE participation, please note so in the space above.

By signing this statement, the Bidder assures that Good Faith Efforts have been made to meet the goal(s) for the DBE participation specified for this contract, and accepts the DBE Policy Statement on the next page.

Contractor Name:____________________________

Signature of Authorized Representative:____________

Printed Name:_______ Date:

Title/Position:

DISADVANTAGED BUSINESS ENTERPRISE POLICY STATEMENT

DBE POLICY: It is the policy of the United States Department of Transportation (DOT) and Salem Area Mass Transit District (SAMTD) that minority business enterprises, as defined in 49 CFR 26, shall have an equal opportunity to participate in the performance of contracts financed in whole or part with federal funds under this agreement. Consequently, the DBE requirements of 49 CFR 26 and FTA 4220.1F, as amended, apply to this agreement.

DBE OBLIGATION: SAMTD or its Contractor agrees to ensure that minority business enterprises, as defined in 49 CFR 26, have an equal opportunity to participate in the performance of contracts and sub-contracts financed in whole or in part with Federal funds provided under this agreement. SAMTD and its Contractor shall take all necessary and reasonable steps in accordance with 49 CFR 26 to ensure that disadvantaged business enterprises (DBE) have an equal opportunity to compete for and perform contracts. SAMTD and its Contractor shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts.

DBE APPLICABILITY: This applies to all projects and contracts financed by the Federal Transit Administration (FTA) or through the Oregon Department of Transportation (ODOT) without regard to the funding source. Recipients and Contractors shall conform to all applicable civil rights laws, orders, and regulations, including Section 504 of the Rehabilitation Act of 1973. Recipients and their Contractors shall not discriminate on the basis of race, age, sex, color, religion, national origin, mental or physical handicap, political affiliation, or marital status in the award and performance of ODOT contracts.

DBE CERTIFICATION: SAMTD will accept current certifications by the State of Oregon Office of Minority,…