Lucero_security_camera_RFP 2024.pdf

RFP# 03-2024 Lucero Security Camera System Page 1 of 12

REQUEST FOR PROPOSAL

Security Camera System for Lucero Library

REQUEST FOR PROPOSAL DATE: December 3rd, 2024

PROPOSALS DUE NLT: January 3rd, 2025

RFP # 03-2024

RFP# 03-2024 Lucero Security Camera System Page 2 of 12

1. General Information:

A. Overview: The Pueblo City-County Library District, herein after (“PCCLD”) is soliciting proposals from qualified vendors via this Request for Proposal

(RFP) for recommendations and installation of security cameras, wiring, warranties, and additional related services for our Verkada camera platform as described in section 8: Scope of Work/Specifications. The cameras are to be installed at the Lucero Library at 1315 E 7th St, Pueblo, CO 81001.

The Lucero Library building is currently undergoing significant renovation.

B. RFP Schedule:

RFP issued: December 3rd, 2024

Mandatory Pre-Bid meeting and building tour December 13th, 1:00 pm 2024

Questions Due by 3:00 pm: December 20th, 2024

Proposals due by 3:00 pm: January 3rd, 2025

Anticipated Contract Award Date January 24th, 2025

Anticipated installation TBD by construction schedule

C. Mandatory Site Visit: It is mandatory that vendors submitting a bid for this

RFP attend the scheduled pre-bid meeting and building tour. The Meeting and tour are vital for companies to conduct a site assessment and discuss specifications outlined in this RFP. Bids submitted without attendance from on authorized vendor representative will NOT be considered. The pre-bid meeting and building tour will be held on Monday, December 13th, at 1:00 pm at the Lucero Library at 1315 E 7th St, Pueblo, CO 81001. The meeting will begin with a review of the RFP followed by the tour of building. It is the responsibility of vendors to arrange for transportation to and from the library.

Every attendee will be required to wear personal protective equipment while on the active construction site.

D. RFP Submittal: Proposals are to be submitted via email, clearly identified with the RFP number and RFP title plus the word “Submittal” or "Proposal" in the email subject field, with all attachments, no later than 3:00 pm local time on January 3rd, 2025 to:

Bri Reyes, CFO

Pueblo City-County Library District

Email: Bri.Reyes@pueblolibrary.org mailto:Bri.Reyes@pueblolibrary.org

RFP# 03-2024 Lucero Security Camera System Page 3 of 12

Submittals without this subject identification may be considered routine emails and may not be properly addressed. Each complete proposal should include a scanned copy of the signed original with all required attachments. All proposals are to be created using a recent version of Microsoft Office Word and/or pdf file. Proposals received after the above required date and time will be received but will not be considered and will be rejected for lateness.

E. All proposals submitted will become property of the PCCLD and will be considered a public document under applicable Colorado State law.

F. Points of Contact: Questions and requests for clarification regarding this

RFP are to be submitted via email, clearly identified with the RFP number and RFP title plus the word “Questions” or "Clarifications" in the email subject field, with all attachments must be received no later than 3:00 pm local time on December 20th, 2024 to:

Pueblo City-County Library District

ATTN: Thomas Defrates, Director of IT

Email: Thomas.Defrates@pueblolibrary.org

Questions and requests for clarifications sent via email, must contain the RFP number, Title, and the words “question” and/or “clarification” in the subject area of the email. Questions and requests without this subject identification may be considered routine emails and may not get properly addressed.

All questions and requests for clarification will be responded to on PCCLD’s web site http://www.pueblolibrary.org/about/requests (click on request for bids) to all respondents by December 27th, 2024. Any responses by the

PCCLD that are considered to be a change in the terms, conditions, and specifications of this RFP will be posted on the web site as an addendum.

No communications of any kind may be considered a change to the terms, conditions, and specifications in this RFP unless posted as an official addendum on the web site.

Communication from any other source, other than the above, should be considered as invalid with regard to this RFP.

2. General Terms & Conditions:

A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein.

RFP# 03-2024 Lucero Security Camera System Page 4 of 12

B. Tax Exemption: PCCLD, as a local government entity, is exempt from sales and use taxes. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of PCCLD. Following the contract award, an exemption certificate will be furnished by PCCLD if the vendor requests.

C. Expenses: PCCLD assumes no liability for payment of expenses incurred by vendors in the preparation and submission of proposals in response to this invitation.

D. Non-Discrimination: The vendor agrees not to refuse to hire, discharge, promote, or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability.

E. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful vendor and PCCLD. Further, the place of performance and transaction of business shall be deemed to be in the

County of Pueblo, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be Pueblo County in the State of Colorado.

F. Confidentiality: Proposal submitted to PCCLD for consideration shall be subject to Colorado Open Record Law, Section 24-72-201, et seq., C.R.S., after award is made.

G. Termination of Contract: PCCLD may, by written notice to the successful vendor, terminate the contract if the vendor has failed to perform its service in a manner satisfactory to PCCLD per specifications defined in the contract and/or RFP. The date of termination shall be stated in the notice. PCCLD may cancel the contract upon thirty days written notice for any reason other than cause.

This may include, but is not limited to PCCLD’s inability to continue with the contract due to the elimination or reduction in funding.

H. Non-Appropriation: PCCLD presently intends to carry out and perform all of the terms and conditions of an awarded contract, and reasonably believes that funds in amounts sufficient to pay all amounts payable hereunder can legally be provided and made available for that purpose, and PCCLD shall include in its annual budget request amounts sufficient to pay all sums payable pursuant to an awarded contract. Notwithstanding the foregoing, the parties hereto recognize that it is possible that in any given fiscal year of the PCCLD funds might not be available. PCCLD shall have the right to

RFP# 03-2024 Lucero Security Camera System Page 5 of 12 cancel any awarded contract at the end of any calendar year during the term hereof that governmental funding from Pueblo County, Colorado is not granted for the subsequent calendar year. PCCLD shall advise vendor of its intention to cancel the awarded contract due to lack of funds on or before the end of any such calendar year and submit therewith to vendor satisfactory evidence showing PCCLD’s inability to obtain the required revenues for the coming calendar year. Upon such cancellation PCCLD shall be released from all further liability under any awarded contract. The right granted to

PCCLD by this provision may only be exercised for the express reason stated and for no other reason.

I. Confidentiality of Information: The vendor acknowledges that the vendor will, or may, be making use of, acquiring or adding to information about certain matters and things which are confidential to PCCLD and which information is the exclusive property of PCCLD, including, but not limited to:

Internal personnel and financial information, vendor names and other vendor information (including vendor characteristics, services and agreements), purchasing and internal cost information, internal services and operational manuals, and the manner and methods of conducting PCCLD’s business.

3. Proposal Preparation:

A. Exceptions and Deviations: Any exceptions to or deviations from these

Terms & Conditions must be identified, in writing, on an attachment to the proposal submission. PCCLD reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by the vendor.

B. Substantive Proposals: By submitting a proposal, the vendor guarantees that (1) its proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation; (2) it has not directly or indirectly induced or solicited any other respondent to put in a false or sham bid; (3) it has not solicited or induced any other person, firm, or corporation from proposing; and (d) it has not sought by collusion to obtain for itself any advantage over any other vendor or over PCCLD.

C. Minimum Qualifications: To be considered for selection, vendors must meet at least the following minimum qualifications:

(1) Established Business. Vendor must have been engaged for three years of business prior to the release date of this RFP.

(2) Customer Satisfaction, Financial Resources and Ability to Perform.

Vendor must be able to show proof that they have an established satisfactory record and have sufficient financial support, equipment, RFP# 03-2024 Lucero Security Camera System Page 6 of 12 and organization to ensure that they can satisfactorily execute the services to be performed per this RFP.

(3) Legal Compliance. Vendor must be in compliance with all applicable laws, rules, regulations, and ordinances of the City of Pueblo, the State of Colorado and the United States.

(4) Insurance:

The vendor shall not commence work until it has procured, maintains, and provides proof of the policies of insurances and liabilities listed below. The vendor will not be relieved of any liability, claims, or other obligations in conjunction with the signed agreement with the Library by reason of its failure to procure or maintain the necessary insurance and liabilities. Failure on the part of the vendor to obtain such insurance and liabilities prior to, and during the term of the contact, will constitute a breach of contract in which the Library has the right and may immediately terminate the signed agreement. The Library reserves the right to request and receive a copy of any policy related to services provided to the Library.

(a) Commercial General Liability: The vendor shall secure and maintain, during the term of agreed contract and for such additional time for service being performed, Commercial General

Liability Insurance issued to and covering the liability of the vendor with respect to all work performed by vendor and its third-party vendors under the contract, to be written on a comprehensive policy form. This insurance shall be written in amounts not less than $1 million for each occurrence and aggregate for personal injury including death and bodily injury and $1 million for each occurrence and aggregate for property damage. This policy of insurance shall name the Pueblo City-County Library District, its agents, officers and employees as additional insured. This policy shall have all necessary endorsements to provide coverage without exclusion for explosion and collapse hazards, underground property damage hazard, blanket contractual coverage’s, as well as Owners’ and vendors’ Protective Liability

(OCP) coverage. The policy shall also provide coverage for contractual liability assumed by vendor under the provisions of the contract and “Completed Operations and Projects Liability” coverage.

(b) Workers Compensation Insurance: The vendor shall procure and maintain Workers Compensation Insurance, fully complying with the provisions of the Worker’s Compensation Act of the State of

RFP# 03-2024 Lucero Security Camera System Page 7 of 12

Colorado, during the period of this contract and for such additional time as work on this project is being performed

D. Submission Information and Documents: The following information and documents shall be included in the proposal submission:

(1) Name of company, address, telephone number, email address, website

URL, and contact person’s name.

(2) Vendor awarded the contract must submit a completed and signed IRS

Form W9 to PCCLD before contract begins.

(3) Key Personnel: PCCLD prefers a single account relationship manager.

In the vendor’s proposal, list names, titles and locations of the primary and backup employees who will be assigned to PCCLD’s account. Also include certifications, education, experience and qualifications of personnel. The vendor must establish one person to serve as project manager and liaison to the PCCLD project manager. PCCLD looks to the vendor to inform the needs of the project, maintain a cohesive schedule, and coordinate, oversee and manage work produced.

Therefore, the vendor must establish a work schedule for all parties to ensure timely completion of the project. In addition to the start and completion of various construction stages, the schedule shall also show percentages of work to be completed at any given time, as well as significant dates that will serve as check points to determine compliance with approved schedule.

(4) Competitive Position: Describe what differentiates the vendor’s service from that of other competitors. Include in the discussion how the vendor keeps abreast of current and future trends. Discuss the vendor’s approach to communication.

(5) Customer References: Provide references from at least three (3) customers to which the vendor has provided the services required under this RFP. These should be recent customers with needs comparable to those of PCCLD. Select a mix of long-standing and new customers. Library or other governmental references are preferred.

References should include a contact name and phone number and address of reference.

(6) Describe your qualifications and experience in providing security camera solutions for similar institutions and similar circumstances.

RFP# 03-2024 Lucero Security Camera System Page 8 of 12

(7) Describe your firm’s approach to providing services to PCCLD as described in the “Scope of Work” and elsewhere in this RFP.

(8) Provide a sample engagement document to include costs to PCCLD for the services as proposed:

(a) Costs must be detailed by type of camera, installation, cabling, and support.

(9) Provide Implementation and training of Verkada platform and timeline:

(a) Must include dates for training.

(b) Must include type of training (administrator/user).

E. Signatures: The proposal must be submitted in ink, signed by an officer or person qualified to bind the proposing company.

F. Withdrawal of Proposal: A Vendor may withdraw its own proposal at any time prior to the proposal due date and time as identified herein. After that date and time, no vendor may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date.

4. Selection:

A. Vendor Selection: No proposal will be considered unless it is complete. All proposals submitted will be first screened to determine minimum vendor qualifications as outlined in this RFP. The proposals will be ranked, based on total cost and the ability of the proposing vendor to provide the required services effectively. The library will choose the lowest cost, best value proposal. The library reserves the right to choose a proposal that is not the lowest cost option if it deems a proposal to provide the best value for the library district. Proposals that do not meet these minimum requirements will automatically be rejected and shall not undergo further evaluation.

B. Right of Acceptance and Rejection: PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal, but will select the proposal that represents the best value for PCCLD.

C. Negotiation: Subsequent to the Proposal due date, PCCLD reserves the right to negotiate terms and conditions with vendors. PCCLD reserves the

RFP# 03-2024 Lucero Security Camera System Page 9 of 12 right to negotiate modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors.

5. Scope of Work/Specifications: Vendors submitting proposals for the Lucero Library camera system should use the placement schematic diagram listed under system configuration below. Bids should match the schematic diagram; however, vendors are encouraged to evaluate the Lucero library building and suggest alternate items in addition as they see fit (additional technical specifications below) along with a full-service, five-year service agreement that includes, but is not necessarily limited to: cost of cameras, installation of cameras, licensing, full-service website/cloud portal with both live, historical views available (minimum 30-day retention). Note that recommendations outside of the placement diagram should be provided as an alternate cost from the proposal. All camera upgrade(s) and maintenance should be included in the five-year agreement cost.

A. Support and Maintenance:

(1) PCCLD requires an initial minimum 5-year licensing and support with the option to continue annual support after the 5-year period has ended.

(2) The vendor shall provide a detailed description of support offered, and the average response time for a support request.

(3) The vendor shall provide firmware upgrades to camera hardware during the period of operation.

(4) 10-year hardware warranty on all hardware products offered by the vendor.

(5) Provider shall have experience managing significant scale

(100k+ devices) in the field.

(6) The vendor shall provide cabling cat 6 plenum shielded cabling drops from our network cabinet to each camera.

B. System Configuration:

(1) PCCLD is looking for Lucero’s Verkada cameras to be added to our current Verkada platform solution. The vendor will be responsible for all camera hardware, licensing, installation and mounting, and configuration of equipment.

(2) The vendor will be responsible for coordinating with the PCCLD Information Technology Director in configuring the networking equipment to work with the existing networks and existing Verkada Platform.

(3) Cameras will be placed in an appropriate VLAN at each site and will use DHCP for addressing.

(4) Ports for cables will be identified by the vendor and labeled accordingly with a list of all provided to the Director of IT for correct VLAN assignment.

RFP# 03-2024 Lucero Security Camera System Page 10 of 12

(5) Vendor shall supply camera specifications including:

Manufacturer, model, description, any special maintenance requirements and warranty.

(6) Vendor to configure the camera frame rate and compression rates to balance quality, storage, and bandwidth utilization.

(7) Vendor to configure the motion detection sensitivity as applicable.

(8) Vendor to configure each camera’s identification and description (using a naming scheme that incorporates building and location, scheme to be approved by staff before setup begins).

(9) Vendor is responsible for all mounting hardware, brackets, conduit, cabling, and accessories as required by manufacturer and/or site conditions to successfully place the cameras per proposal.

(10) The final specific camera locations will be determined via a site survey provided by vendor in consultation with PCCLD. A building floor plan and some, but not all, preliminary location recommendations is included as attachment Lucero Technology Diagram.

(11) The system must contain 2 SV23 Air Quality sensors in each bathroom listed on the diagram below.

(12) The main entrance camera is required to be a TD53 intercom camera and the ability to use intercom to this camera must be setup in Verkada portal.

(13) A field of view on all cameras is to be coordinated and confirmed with PCCLD. The recommendation of camera types and location are identified here:

RFP# 03-2024 Lucero Security Camera System Page 11 of 12

C. Required Camera Cabling and Specifications:

(1) Each proposed camera will need to be cabled by the vendor or subcontractor of the vendor to a specified switch closet on premise.

(2) Cameras must be compatible with Verkada platform and have the capability of being viewed form the command.verkada.com platform

(3) Analytic Capability: People analytics, Vehicle analytics, tamper alerts, live link sharing

(4) Integration: Native integration with Camera Management

Platform “Verkada”

(5) Image Resolution: 5MP

(6) Onboard storage: 126GB to 2TB

(7) Recording: 24/7

(8) Analytic Capability: LPR, Vehicle analytics, tamper alerts, live link sharing

(9) Integration: Native integration with access control, alarms, and visitor management system.

(10) Vendors must insure they have a permit issued under the

Pueblo Regional office for low voltage cabling to work in this active construction zone.

RFP# 03-2024 Lucero Security Camera System Page 12 of 12

D. Indoor and outdoor cameras specifications required:

(1) Up to 4k image resolution (3840 x 2160)

(2) IP67 rating to protect against dust and environmental elements for outdoor cameras

(3) IK8 vandal resistant rating or above

(4) Infrared illumination for night visibility

(5) Capability to produce video at minimum 24 FPS or more

(6) Image stabilizing to reduce blurring

(7) Day and Night viewing and recording capability

(8) Standard RJ45 connectivity including Power Over Ethernet

(9) (PoE) capability to receive power

(10) Capability to record audio

(11) Full range of camera models: bullet, fisheye, dome, mini-dome

E.

6. Evaluation and Selection:

PCCLD will review proposals submitted by the RFP deadline and selecting a winning firm. PCCLD reserves the right to interview a short list of proposing firms.

PCCLD will negotiate a contract with the selected firm. PCCLD will select the proposed services and terms that are most advantageous to it.

7. Right of Acceptance and Rejection:

PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal but will select the proposal that represents the best value for PCCLD.

If you are unable to meet minimum specifications, your proposal will not be considered.