Pines_Point_Axis_Camera_Equipment.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

PINES POINT AXIS CAMERA

EQUIPMENT

QUICK QUOTE # TS-26-QQ-08

Issuance of Solicitation: Monday, July 13, 2026

Questions Due Date: Friday, July 17, 2026

Bid Submission Deadline: Thursday, July 23, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. INSURANCE REQUIREMENTS

Attachments:

A - Purchase Order Terms and Conditions (Rev. 2026-06-30)

B - Sample Insurance Certificate

QQ # TS-26-QQ-08 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City of Pembroke Pines is seeking quotes for:

QQ # TS-26-QQ-08

Pines Point Axis Camera Equipment

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Thursday, July 23, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/281975.

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/281975

QQ # TS-26-QQ-08SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 4

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

Products shall be delivered within 45 calendar days of the City's issuance of a Purchase Order.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): July 13, 2026

Question Due Date: July 17, 2026, 11:55pm

Issuance of Final Answers to Questions: July 21, 2026

Bid Submission Deadline: July 23, 2026, 2:00pm

2.3 Pre-Bid Meeting

This project will not have a pre-bid meeting.

2.4 Grant/Federal Funding

Not applicable for this project.

2.5 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.6 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

QQ # TS-26-QQ-08 SECTION 3 - PURPOSE AND BACKGROUND Page 5

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking quotes for the purchase of Axis camera equipment for the

Pines Point Camera Project. This request is for equipment only. The City will be responsible for all configuration, programming, installation, mounting, cabling, licensing, and system integration.

Requested equipment includes 22 white Axis P4707 cameras and 45 white Axis M2036 cameras. All equipment must be new, unused, factory sealed, white in color, and eligible for standard manufacturer warranty and support in the United States.

No installation labor, configuration services, programming, cabling, mounting, network setup, or system integration services are requested as part of this quote.

3.2 Background

The City of Pembroke Pines is expanding camera coverage at Pines Point as part of an ongoing security improvement project. The additional cameras will improve visibility in common areas, hallways, stairwells, and other designated areas within the facility.

This solicitation is limited to the purchase of camera equipment only. The City will use internal resources to configure, install, mount, connect, and integrate the cameras into the City’s existing video management system.

The requested equipment consists of Axis camera models that the City has already identified for this project. Vendors shall provide pricing only for the specified camera models, in white, with no installation or professional services included.

QQ # TS-26-QQ-08 SECTION 4 - SCOPE OF WORK Page 6

SECTION 4 - SCOPE OF WORK

4.1 Pines Point Axis Camera Equipment Purchase

1. Project Overview

The City of Pembroke Pines is requesting quotes for the purchase of Axis network cameras for the

Pines Point Camera Project. This purchase is for camera equipment only. The City will be responsible for all configuration, programming, installation, mounting, cabling, licensing, and system integration.

No labor, installation, configuration, programming, or professional services are requested as part of this quote.

2. Scope of Purchase

The vendor shall provide the following new Axis camera equipment:

Item Description Quantity Color

Axis P4707 Network

Camera

Axis P4707 camera, white 22 White

Axis M2036 Network

Camera

Axis M2036 camera, white 45 White

3. Vendor Responsibilities

The awarded vendor shall:

A. Provide all cameras listed in the scope of purchase.

B. Ensure all cameras are new, unused, and factory sealed.

C. Provide cameras in the specified white color.

D. Ensure all equipment is compatible with standard Axis network camera deployments.

E. Include manufacturer documentation and standard manufacturer warranty information.

F. Provide an estimated delivery timeline with the quote.

G. Identify any items that are backordered or have an extended lead time.

H. Deliver all equipment to the City-designated location.

4. City Responsibilities

The City of Pembroke Pines will be responsible for:

QQ # TS-26-QQ-08 SECTION 4 - SCOPE OF WORK Page 7

A. Installation of all cameras.

B. Configuration and programming of all cameras.

C. Mounting, cabling, network connectivity, and any required infrastructure.

D. Integration into the City’s video management system.

E. Any licensing or system configuration required after receipt of equipment.

5. Exclusions

The following are not included in this request:

A. Installation labor.

B. Configuration or programming services.

C. Cabling or infrastructure work.

D. Mounting services.

E. Network setup or system integration.

F. Camera licenses, unless specifically included as a separate line item and clearly identified.

G. Substitutions or alternate camera models, unless approved by the City in writing prior to award.

6. Substitution Requirements

Vendors shall quote only the specified Axis camera models. Any proposed substitutions, alternative models, refurbished equipment, or gray-market equipment will not be accepted unless specifically approved in writing by the City.

7. Warranty

All cameras shall include the standard manufacturer's warranty. The vendor shall provide warranty details with the quote and confirm that the equipment is eligible for manufacturer support in the

United States.

8. Delivery Requirements

The vendor shall provide the estimated delivery date or lead time with the quote. All equipment shall be delivered to the location designated by the City of Pembroke Pines after award.

9. Quote Requirements

The vendor’s quote shall include:

A. Unit price for each camera model.

B. Extended price for each camera model.

QQ # TS-26-QQ-08 SECTION 4 - SCOPE OF WORK Page 8

C. Total quote price.

D. Estimated delivery timeline.

E. Warranty information.

F. Confirmation that all equipment is new, factory-sealed, and white.

G. Any shipping or freight costs, if applicable.

H. Any applicable taxes or fees, if applicable.

10. Award

The City intends to award based on the lowest responsive and responsible quote that meets the specified requirements. The City reserves the right to reject any quote that includes substitutions, incomplete information, installation labor, or items not requested in this scope.

11. Summary of Requested Equipment

The City is requesting the purchase of:

• Quantity: 22 white Axis P4707 cameras

• Quantity: 45 white Axis M2036 cameras

This request is for equipment only. The City will configure and install all cameras.

QQ # TS-26-QQ-08 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 9

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

1 AXIS M2036-LE

Bullet Camera (White) 45 each

2 AXIS P4707-PLVE

Panoramic Camera

(White)

22 each

TOTAL

QQ # TS-26-QQ-08 SECTION 6 - SUBMITTAL DOCUMENTS Page 10

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Thursday, July 23, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 VENDOR REGISTRATION

1.1 Price Proposal/Quote*

Upload your price proposal/quote here

1. Please include an official quote with your submission. Also, please include any relevant documentation regarding the proposed product.

*Response required

1.2 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active consideration for award. Please be aware that not all vendors who submit proposals https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/281975/document?section=2720490

QQ # TS-26-QQ-08 SECTION 6 - SUBMITTAL DOCUMENTS Page 11 will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes

☐ No

*Response required

When equals "Yes"

1.2.1 What is your Vendor Number?*

*Response required

2 OPTIONAL DOCUMENTATION

2.1 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

2.2 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.

QQ # TS-26-QQ-08 SECTION 7 - INSURANCE REQUIREMENTS Page 12

SECTION 7 - INSURANCE REQUIREMENTS

7.1 General Indemnification

The Vendor shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Vendor or its employees, agents, servants, partners, principals or subcontractors. The Vendor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The Vendor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the

Vendor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the

CITY or its officers, employees, agents and instrumentalities as herein provided.

7.2 Insurance Coverage

A. Vendor shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk Manager of the CITY nor shall the Vendor allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

B. Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the

CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class

VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

C. Certificates of Insurance shall provide for thirty (30) days’ prior written notice to the CITY in case of cancellation or material changes in the policy limits or coverage states. If the carrier cannot provide thirty (30) days’ notice of cancellation, either the Vendor or their

Insurance Broker must agree to provide notice.

D. Insurance shall be in force until all obligations required to be fulfilled under the terms of the

Agreement are satisfactorily completed as evidenced by the formal acceptance by the

CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the Vendor shall furnish, at least forty-five (45) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of the

QQ # TS-26-QQ-08 SECTION 7 - INSURANCE REQUIREMENTS Page 13

Agreement and extension thereunder is in effect. The Vendor shall neither commence nor continue to provide any services pursuant to this Agreement unless all required insurance remains in full force and effect. Vendor shall be liable to CITY for any lapses in service resulting from a gap in insurance coverage.

E. Vendor shall be required to obtain all applicable insurance coverage, as indicated in the sections below, prior to commencing any work pursuant to this Agreement.

7.3 Comprehensive General Liability Insurance

Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

A. Each Occurrence Limit - $1,000,000

B. Fire Damage Limit (Damage to rented premises) - $100,000

C. Personal & Advertising Injury Limit - $1,000,000

D. General Aggregate Limit - $2,000,000

E. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects:

Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate

Limit)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.4 Workers’ Compensation and Employers’ Liability Insurance

Workers’ Compensation and Employers’ Liability Insurance covering all employees, and/or volunteers of the Vendor engaged in the performance of the scope of work associated with this

Agreement. In the case any work is sublet, the Vendor shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Vendor Coverage for the Vendor and all subcontractors shall be in accordance with applicable state and/or federal laws that may apply to Workers’

Compensation Insurance with limits of liability no less than:

A. Workers’ Compensation: Coverage A – Statutory

B. Employers Liability: Coverage B

$500,000 Each Accident

QQ # TS-26-QQ-08 SECTION 7 - INSURANCE REQUIREMENTS Page 14

$500,000 Disease – Policy Limit

$500,000 Disease – Each Employee

If Vendor claims to be exempt from this requirement, Vendor shall provide CITY proof of such exemption along with a written request for CITY to exempt Vendor, written on Vendor letterhead.

7.5 Comprehensive Auto Liability Insurance

Comprehensive Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the performance of work under this Agreement, with a combined single limit of liability for bodily injury and property damage no less than:

A. Any Auto (Symbol 1)

Combined Single Limit (Each Accident) - $1,000,000

B. Hired Autos (Symbol 8)

Combined Single Limit (Each Accident) - $1,000,000

C. Non-Owned Autos (Symbol 9)

Combined Single Limit (Each Accident) - $1,000,000

If work under this Agreement includes transportation of hazardous materials, policy shall include pollution liability coverage equivalent to that provided by the latest version of the ISO pollution liability broadened endorsement for auto and the latest version of the ISO Motor Carrier Act endorsement, equivalents or broader language.

If Vendor requests reduced limits under a Personal Auto Liability Policy and it is agreed to by the

CITY, coverage shall include Bodily Injury limits of $100,000 per person/$300,000 per occurrence and Property Damage limits of $300,000 per occurrence.

7.6 Umbrella/Excess Liability Insurance

Umbrella/Excess Liability Insurance in the amount of $2,000,000 as determined appropriate by the

CITY depending on the type of job and exposures contemplated. Coverage must be follow form of the General Liability, Auto Liability and Employer’s Liability. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this Agreement.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.7 Professional Liability/Errors & Omissions Insurance

Professional Liability/Errors & Omissions Insurance with a limit of liability no less than $1,000,000 per wrongful or negligent act. This coverage shall be maintained for a period of no less than three (3) years after the delivery of goods/services final payment pursuant to this Agreement. Retroactive

QQ # TS-26-QQ-08 SECTION 7 - INSURANCE REQUIREMENTS Page 15 date, if any, to be no later than the first day of service to the CITY. (Limit to align with size and scope of the Agreement and exposure inherent with operation/services being performed. For

Construction projects: Increase to ten (10) years.)

7.8 Cyber Liability including Network Security and Privacy Liability

Cyber Liability including Network Security and Privacy Liability with a limit of liability no less than

$1,000,000 per loss. Coverage shall include liability arising from: theft, dissemination and/or use of confidential information stored or transmitted in electronic form, unauthorized access to, use of, or tampering with computer systems, including hacker attacks or inability of an authorized third party to gain access to your services, including denial of service, and the introduction of a computer virus into, or otherwise causing damage to, a customer’s or third person’s computer, computer system, network, or similar computer-related property and the data, software and programs thereon. If

Vendor is collecting credit card information, it shall cover all PCI breach expenses. Coverage is to include the various state monitoring and state required remediation as well as meet the various state notification requirements. This coverage shall be maintained for a period of no less than the later of three (3) years after delivery of goods/services or final payment of the Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.9 Required Endorsements

A. The City of Pembroke Pines shall be named as an Additional Insured on each of the Liability

Policies required herein.

B. Waiver of all Rights of Subrogation against the CITY.

C. Thirty (30) Day Notice of Cancellation or Non-Renewal to the CITY.

D. Vendor’s policies shall be Primary & Non-Contributory.

E. All policies shall contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY.

F. The City of Pembroke Pines shall be named as a Loss Payee on all Property and/or Inland

Marine Policies as their interest may appear.

7.10 Additional Requirements

A. Any and all insurance required of the Vendor pursuant to this Agreement must also be required by any subcontractor in the same limits and with all requirements as provided herein, including naming the CITY as an additional insured, in any work that is subcontracted unless such subcontractor is covered by the protection afforded by the Vendor

QQ # TS-26-QQ-08 SECTION 7 - INSURANCE REQUIREMENTS Page 16 and provided proof of such coverage is provided to CITY. The Vendor and any subcontractors shall maintain such policies during the term of this Agreement.

B. The CITY reserves the right to require any other additional types of insurance coverage and/or higher limits of liability it deems necessary based on the nature of work being performed under this Agreement.

C. The insurance requirements specified in this Agreement are minimum requirements and in no way reduce any liability the Vendor has assumed in the indemnification/hold harmless section(s) of this Agreement.