ITB Event 251 Administrative Document Amended 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Information Technology Services (ITS)

Invitation to Bid (ITB) Event 251

Video Management System (VMS) with Design and Installation Services

Date of Issuance: 12/06/2023

TABLE OF CONTENTS

ITB Administrative Information

ITB Project Description:

A Video Management System (VMS) to provide surveillance throughout Idaho State Agencies. This includes Network Video Records, Storage servers, Cameras, Network Switches, door, etc.

ITB Lead:

Thayne Pearson, Buyer Idaho Division of Purchasing 650 W. State St. Room 100 Thayne.pearson@adm.idaho.gov 208-332-1605

Submit electronically via IPRO:

Electronic Submission

IPRO LOGIN

Pre-Bid Conference:

Pre-Bid Conference Location:

Wednesday December 13, 2023, at 9:00am Mountain Time

Virtual via Microsoft Teams

PURPOSE

The State Department of Information Technology Services (ITS), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the design, installation, and purchase of a Video Management System (VMS) to provide surveillance throughout Idaho State Agencies. This includes Network Video Records, Storage servers, Cameras, Network Switches, capabilities, etc. in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO LOGIN). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Thayne Pearson Phone: 208-332-1605 E-mail: thayne.pearson@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

PRE-BID CONFERENCE -

All parties interested may attend the optional pre-bid conference, at their expense. Parties interested in attending this conference must notify the ITB Lead, via email, no later than one (1) business day prior to the date of the pre-bid conference. The written request should specify the name and title of each person who will be attending. A maximum of three (3) persons for each party interested will be allowed to attend in-person.

Parties interested may also attend the pre-bid conference via teleconference by obtaining conference call-in details from the ITB Lead.

Failure to attend the optional pre-bid conference shall not relieve the Bidder of meeting the requirements of this ITB.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet or exceed in order for the State to consider your Bid for award.

Requirements: The contract must meet the following requirements:

Milestone Video management system: Xprotect Professional+ (Brand Name Only) Software must be able to connect to Active directory to ensure proper credentials.

Storage to accommodate thirty (30)to one hundred and 180 days (180) retention;

Open Platform flexibility (have the ability to change what the application can do without going through the vendor or manufacture. Example: adding and deleting cameras, IP address and AD users) Cameras Bullet, Dome, and Fisheye cameras can be used and must have an IP rating of sixty-four (64) or sixty five (65) and multi-sensor.

Minimum of thirty (30) Frames per Second (FPS) Cameras must have audio capabilities.

Storage of camera data must be on an NVR (Network Video Recorder Server, physical or virtual. ITS reserves the right to retain storage on camera or cloud storage.) Milestone Kite license pricing should be per camera for 60 days of storage at 30fps.

Camera power must be provided by the network switch via PoE+ or PoE++ (Power Over Ethernet) IEEE 802.3 Standard (IEEE) (Institute of Electrical and Electronics Engineering) which will be provided by ITS Network Engineers.

IK10 (Impact Protection Rating) vandal resistance required FIPS 140-2 (Federal Information Processing Standard);

National Defense Authorization Act (NDAA) Compliant;– See https://www.acquisition.gov/Section-889-Policies H 265 Video Codec support Open Network Video Interface Forum (ONVIF) Compatible;– Used to avoid proprietary equipment and help expand selection.

Software license version must allow enterprise or corporate management of a tiered organization such as a centralized IT provider to multiple state agencies.

Installation The contractor must meet the following Installation requirements:

Camera Installation:

Install cameras with appropriate mounting hardware, designed for the wall, ceiling, or pole that it’s mounted to. (Cameras must not be mounted to junction boxes) Proper mounting brackets required to be inspected and approved by ITS upon final walkthrough. Wall Mounting must have written approval by ITS.

Cameras must be configured with the following.

Proper configuration per ITS provided IP’s, SM, GW, DNS.

Proper Time Zone and Time set.

Proper location, focus, and view coverage once camera is online.

Cameras must be adjusted to maximize view of areas of interest and minimizing views of sky, ceiling, or otherwise low risk areas.

Rack Location of Devices and Installation:

Racking server(s) in an existing Rack mount cabinet. If rack space is limited, ITS will provide space by adjusting devices in the rack to make room or provide a different location. If rack is not available, then either ITS will determine the best four (4) post rack for the space needed at the time of walkthrough. Rack must be an open frame four (4)-Post: Floor Mounting, and at least twenty-eight (28) in high, twenty point two (20.2) in wide, and thirty-four point three (34.3) in deep and must be installed per the manufacturers specifications for access and heat distribution.

All patch panel installations must be well-organized, unobstructed, and easily accessible height. Vendors shall provide cabling down to patch panel. ITS has a preference for Panduit or Leviton All patch panels must have printed labels (not handwritten).

All wires must be run with clean service loops and labeled.

ITS may prepare the Operating System to host video system (user rights, format of drives in sixty-four (64) kilobytes (kb), windows updates, ITS-assigned IP addresses join to domain which ITS will do, etc.); VMS software to be installed AFTER MS updates and joined to Domain to avoid issues.

Install Management Software; Virtualization support needed. Services must be managed under the service AD account that ITS will assign.

Ensure cameras are mounted, IP Addressed, and cable back to com room in patch panel; ITS will prepare switch by assigning vlan ports and giving port information to vendor to patch cameras into.

Ensure network Power over Ethernet (PoE+) ITS provided switch is in place to plug cameras into;

After Management Software is installed, start searching for and applying cameras to the software;

Configure cameras, camera names using provided ITS standard naming convention, camera adjustment according to locations, etc.;

Install software management tool on user’s desktop and provide user training materials such as training knowledge center and/or video training that can be self-paced for the end user.

Vendor must provide one (1) training session to staff once the system is completely installed and up and running

Contractor must complete design within ten (10) business days of site visit and inspection. As soon as Contractor has all equipment and supplies available for installation, installation must occur within fifteen (15) business days or as otherwise agreed to by ITS. Installation must occur at any State Agency office throughout the State of Idaho as needed as funding becomes available.

Contacts.

Site administration person that ITS can contact through the whole project onsite.

Site contractor must submit regular updates of progress every two (2) days to ITS.

Site contractor acknowledges that ITS makes the final decisions on the installation and additions, along with site administration.

Wire Running Standards. Contractor must meet the following:

Cat 6 rated ethernet cable (Category 6) Pipe, hangers, wall penetration must be in accordance with NEC 300.21 Survivability. Joint Sealant are to be Aesthetic and Durable on any exterior penetration, junction box, and cover plates. RJ45 ends.

Good clean service loops. Service loops not less than 4 foot long.

Job Completion. Contractor must meet the following:

Accurate PDF and paper drawings with wire labels, camera locations, and server locations.

List of camera models and possibly MAC addresses.

Site cleaned up from any garbage, packaging after the installation. Vendor is responsible for reasonably site to original conditions.

All left over equipment bought with project funding such as, wiring, tools, cameras, brackets, or any other equipment that won’t be used must be returned to ITS.

Agency Responsibilities ITS representative will do final walkthrough with a punch list that covers each item of the project as agreed upon prior to start.

Holding the contractor to full completion before sign-off by ITS.

ITB Event 251 Video Management System Page 12

Ordering Orders must be on an as needed basis for design and installation services. Within fifteen (15) business days after design the contractor must submit a quote including equipment, design and installation to ITS for review. The contractor must not order any goods or perform any services until the quote is approved by ITS and a Purchase Order is issued. ITS reserves the right to request contractors’ consumables cost at any time. Contractor must only process orders approved and submitted by ITS. Orders placed by other agencies shall not be accepted.

QUANTITY

Quantities shall vary on an as needed basis. Quantities are for evaluation purposes only and actual quantities may vary due to the nature of the requirements; no minimum or maximum orders are guaranteed or implied for the life of this contract.

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

BILLING PROCEDURE

The Contractor must provide a signed invoice upon service completion. The invoice and respective reports must be submitted no later thirty (30) calendar days after services were provided. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: ITS Financial Services Agency Name: Information Technology Services Address: P.O. Box 83720, Boise, ID, 83720-0042 Email: ITSFinancialServices@its.idaho.gov

SUBMISSION REQUIREMENTS

9.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

Specification sheets for all equipment, hardware licenses, milestone licenses, and warranty information State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

10.2 Bid Submission Methods

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

10.2.1 Electronic Submission via IPRO

Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 9.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

All Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

10.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made to the responsive responsible Bidder in each Area (see Appendix A – Area Map) with the lowest fully burdened Total Cost in Attachment 2 – Bid Schedule, as provided on the Bid Schedule.

Acceptance Acceptance must occur fourteen (14) calendar days after completion of installation.

Training Contractor must provide technical/administrator training and end-user training upon completion of installation. Contractor must provide ITS with a training knowledge center or self-paced video tutorials that can be accessed by the end user.

Warranty, Service and Support, Maintenance, etc.

Minimum Two (2) year warranty required on all physical hardware purchased from the time of install under this contract and post-warranty options for maintenance and technical support. Warranty service cost must also be covered. Warranty shall be held by vendor for 1 year after installation if installation is done prior to the termination of the contract. Maintenance agreements are only required for new equipment and not existing builds.

Contract Monitoring ITS will be responsible for managing and monitoring the contract. Contractor must work with ITS as the ordering agency and not the agency of which the installation is to occur. Any changes (such as pricing, timeline or alternative SKUs not agreed upon at the quoting stage must be accepted and approved in writing by ITS.

Delivery Delivery instructions will be included when issuing purchase order. Payment will be held until receipt of all parts are verified. Deliveries must be performed from 7:00 a.m. thru 4:30 p.m. Mondays thru Friday; with the exclusion of holidays as identified in Idaho Code 73-108, as amended, available at https://legislature.idaho.gov/statutesrules/idstat/Title73/T73CH1/SECT73-108/.

Subcontractors Contractor must comply with all agency specific requirements for visitors including but not limited to, covid-19 precautions, background checks, and restricted working hours. Such requirements must be communicated to Contractor at the time a date for site visit is agreed upon.

Price Adjustment Clause Contractor may submit an annual price adjustment based on the Standard Inflation Index based on (SII), subject to approval by ITS. Contractor must submit all required documentation to demonstrate the increase.

Insurance Requirements Within 5 days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the 5 business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

27.1 Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

27.1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

27.2 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

27.2.1 Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired, or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

27.3 Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability, as follows: $1,000,000 each accident for bodily injury by accident; $1,000,000 each employee for bodily injury by disease; $1,000,000 policy limit for bodily injury by disease.

If there is an exposure of injury to Contractor’s employees under the U.S. Longshore and Harbor Workers Compensation Act, the Jones Act, or under laws regulations or statutes applicable to maritime employees, coverage shall be included for such injuries or claims. Coverage shall include a waiver of subrogation in favor of the State, its officers, employees, agents, and volunteers.

27.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

27.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

27.4.1 The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

27.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

27.5 Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

27.6 Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

27.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

27.8 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB Event 251 Video Management System (VMS) with Design and Installation Services

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB Event 251 Video Management System (VMS) with Design and Installation Services

Appendix A – Area Map ITB Event 251 Video Management System (VMS) with Design and Installation Services image1.png image2.png