RFP 2024-070 Wastewater CCTV Inspection Software Solution.pdf

May 2, 2024

2:00 PM EDT

Union County Government Center Procurement Department 500 N. Main Street, Suite 709 Monroe, NC 28112 (Note: Follow the submittal instructions listed in this document to electronically upload a proposal package)

Request for Proposals No. 2024-070

Wastewater CCTV Inspection Software Solution

Due Date:

Time:

Receipt Location:

Procurement Representative

Erick Perjuste Procurement Specialist 704.283.3658 erick.perjuste@unioncountync.gov mailto:erick.perjuste@unioncountync.gov

Union County, North Carolina RFP 2024-070 Wastewater CCTV Inspection Software Solution

Contents 1 Notice of Advertisement 2 Submittal Details

2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS

2.2 PROPOSAL SUBMISSION REQUIREMENTS

2.3 PROPOSAL QUESTIONS

2.4 PROPOSAL ADDENDUM

2.5 COMMUNICATION

3 Introduction

3.1 COUNTY

4 objective and scope of work

4.1 SCOPE OF WORK

4.2 IMPLEMENTATION PLANNING

4.3 PROJECT MANAGEMENT AND WORK PLAN

4.4 PROJECT IMPLEMENTATION PLAN AND EXPECTATIONS

5 Detailed Submittal Requirements and Instructions

5.1 TERMS OF SUBMISSION

5.2 PROPOSAL FORMAT

5.2.1 Section A – Cover Letter

5.2.2 Section B – Company Background and Experience

5.2.3 Section C – Proposed System/Solution

5.2.4 Section D – Project Team and Implementation Plan

5.2.5 Section E – Maintenance and Support Program

5.2.6 Section F – References

5.2.7 Section G – Cost Proposal

5.2.8 Section H – Required Forms

5.3 SELECTION PARTICIPANTS

5.4 EVALUATION SELECTION PROCESS

5.5 AWARD PROCEDURE

5.6 CONFLICT CERTIFICATION

6 General Conditions and Requirements

6.1 TERMS AND CONDITIONS

6.2 CONTRACTUAL OBLIGATIONS

6.3 SUB-CONTRACTOR/PARTNER DISCLOSURE

6.4 EXCEPTION TO THE PROPOSAL

6.5 MODIFICATION OR WITHDRAWAL OF PROPOSAL

6.6 EQUAL EMPLOYMENT OPPORTUNITY

6.7 MINORITY BUSINESSES (MBE) OR DISADVANTAGED BUSINESSES (DBE)

6.8 LICENSES

6.9 E-VERIFY

6.10 DRUG-FREE WORKPLACE

6.11 INSURANCE

6.12 INDEMNIFICATION

7 Appendix A – Cost Proposal 8 Appendix B – Proposal Submission 9 Appendix C – Addendum and Anti-Collusion 10 Appendix D – Sample Vendor Payment Notification

1 NOTICE OF ADVERTISEMENT

Request for Proposals No. 2024-070

Wastewater CCTV Inspection Software Solution

Electronic proposals will be received by the Union County’s Procurement Department at the Union County Government Center, 500 North Main Street, Monroe, NC 28112 until 2:00 PM EDT on May 2, 2024. Late submittals will not be accepted.

Union County, is soliciting proposals from experienced and qualified firms to provide Closed Circuit Television Video (CCTV) Inspection Software for sanitary sewer inspections.

Copies of the solicitation may be obtained from the locations listed below:

1. Download the Proposal Documents from the Union County website:

https://www.unioncountync.gov/departments/bids-procurement/current-bids

2. Download the Solicitation Documents from the State of North Carolina IPS website:

www.ips.state.nc.us (Bid by Departments, search County of Union).

All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the Procurement Representative listed on the cover page (erick.perjuste@unioncountync.gov) no later than April 11, 2024 at 11:00

AM EDT.

Union County reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest.

Union County reserves the right to award to multiple vendors.

Offerors are required to comply with the non-collusion requirements set forth in the Solicitation Documents.

Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and Small Businesses.

End of Notice of Advertisement https://www.unioncountync.gov/departments/bids-procurement/current-bids http://www.ips.state.nc.us/ mailto:erick.perjuste@unioncountync.gov

2 SUBMITTAL DETAILS

2.1 PROPOSAL SUBMISSION DEADLINE AND DELIVERY ADDRESS

All Proposal Submittals are to be received by the Union County Procurement Department no later than 2:00 PM EDT on May 2, 2024 per the instructions below. Any submittals received after this date and time shall be rejected without exception.

2.2 PROPOSAL SUBMISSION REQUIREMENTS

The proposal must be submitted electronically using the following link:

https://lfportal.unioncountync.gov/Forms/procurementsubmit. Select the Solicitation drop down arrow and choose this RFP from the list. Complete the form, upload your proposal, and select submit. An email will be sent to the address listed on the form as your confirmation of receipt.

The proposal package must be signed by a person who is authorized to bind the proposing Company.

Instructions for preparing the proposal are provided herein.

Paper submissions will not be accepted.

There is no expressed or implied obligation for Union County to reimburse Offerors for any expenses incurred in preparing proposals in response to this request.

Union County reserves the right to:

• Reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest;

• Cancel this solicitation; and

• Award to multiple vendors.

2.3 PROPOSAL QUESTIONS

Proposal questions will be due on or before April 11, 2024 at 11:00 AM EDT. The primary purpose is to provide participating Offerors with the opportunity to ask questions, in writing, related to the RFP.

Submit questions by email to Erick Perjuste at erick.perjuste@unioncountync.gov by the deadline shown above. The email subject line should identify the proposal number and project title. All questions and answers may be posted as addenda on www.unioncountync.gov and www.ips.state.nc.us.

2.4 PROPOSAL ADDENDUM

Union County may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum.

Should an Offeror find discrepancies or omissions in this RFP or any other documents provided by Union County, the Offeror should immediately notify the County of such potential discrepancy in writing via email as noted above.

Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in the written addenda. Receipt of Addenda shall be acknowledged by the Offeror on Appendix C – Addendum and Anti-Collusion form.

https://lfportal.unioncountync.gov/Forms/procurementsubmit mailto:erick.perjuste@unioncountync.gov http://www.unioncountync.gov/

2.5 COMMUNICATION

All communications, any modifications, clarifications, amendments, questions, responses or any other matters related to this Request for Proposals must be made only through the Procurement Contact noted on the cover of this RFP. A violation of this provision is cause for the County to reject a Company’s proposal. No contact regarding this document with other County employees is permitted and may be grounds for disqualification.

3 INTRODUCTION

3.1 COUNTY

The County (estimated population 239,859) is located in the central, southern piedmont. The County provides its residents with a full array of services that include public safety, water/wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration.

Union County Water owns and operates a wastewater collection system which includes approximately 700 miles of sewer gravity main and 18,800 manholes. The collection system also includes two primary Water Reclamation Facilities and three wastewater package plants.

4 OBJECTIVE AND SCOPE OF WORK

A. Objectives

Union County Water is requesting Proposals from qualified vendors to provide a CCTV Inspection Software Solution for sanitary sewer inspections. Software solution should include, but is not limited to Software, data storage, workflow capabilities, and 3rd party integration capabilities.

4.1 SCOPE OF WORK

1. Inspection Software

a. Application to facilitate planning, management, collection, and visualization of CCTV

Inspections for wastewater collection system

b. Facilitate NASCO PACP (National Association of Sewer Service Companies Pipeline

Assessment Certification Program) inspections for:

i. Sewer Gravity Mains

ii. Manholes

iii. Laterals

2. Data and Storage

a. Vendor to propose standard and/or optional CCTV Data Storage solutions, including Cloud

Hosting environments.

b. Structured data is required to be in SQL relational format, and if hosted in vendor-owned cloud, must include the ability to connect to and acquire data with unlimited access, frequency, or time constraints

c. Vendor to provide proposed backup and data storage options

3. Project Workflow

a. Provide an inspection/project viewer (browser preferred) for office staff to view and review inspection CCTV data and projects

b. Ability for 3rd party import of project inspections for staff review

c. Provide optional intelligent inspection review such as machine learning and/or AI capabilities for inspection review and capturing of defects and observations

4. Integrations

a. Provide a readily available and functional integration (to and from) with CentralSquare EAM (Lucity) for Work Order Management

i. Move CCTV Inspection Projects (Work Order) FROM Lucity to CCTV Software

ii. Move completed CCTV Inspections FROM CCTV Software to Lucity

iii. Maintain audit log of data exchange between integrated systems

iv. Ability to send notifications for integration data transmission errors

b. Provide GIS integration for assets, map views, and data connections

i. ESRI compatible

ii. Integration through ESRI Enterprise REST services

Additional deliverables for this project are outlined below:

1. Working Prototypes – Contracted vendor should be able to provide working prototypes and demonstration of functionality at various stages, including prior to contract negotiations, and during the implementation phase. These prototypes shall be approved by Union County internal project team for acceptance of this deliverable.

2. System Design/Configuration Document – The contracted vendor will be expected to facilitate discovery sessions with the project team where current requirements are reviewed and clarified; gaps between customer expectations and proposed design are addressed; and final design/configuration specifications are flushed out. An approved design/configuration document(s) constitutes acceptance of this deliverable.

3. User Access – The contracted vendor will be expected to provide system access for internal and external users including system administrators, program staff, and program manager.

4. Training and Training Materials – The contracted vendor shall provide administrator and end-user training for County staff as well as knowledge transfer for future train the trainer approach during implementation. The vendor shall also provide planning and facilitation for the initial training of external users. Additionally, the vendor is expected to provide training materials in the form of user manuals, training videos, knowledge bases or other relevant documentation that can be used for future training.

5. Data Accessibility and Reporting – The system must permit data accessibility. System should also be robust in its ability to create and generate reports from the data captured within the application. Vendor shall demonstrate functionality for this deliverable to be approved by the Union County project team.

6. Warranty – The vendor will be expected to provide on-going support to troubleshoot issues that arise in the first 6 month to 1 year after delivery. This warranty does not include change requests.

4.2 IMPLEMENTATION PLANNING

The implementation planning task should focus on gathering information required to configure the software solution to meet the County’s needs. Through a series of meetings facilitated by the vendor, it is envisioned that the vendor will gather information related to user profiles, work activities, inspections, asset inventory, reports and other items needed for proper configuration of the system.

The vendor will develop an Implementation Plan that shows a comprehensive understanding of the needs and a roadmap for configuration

4.3 PROJECT MANAGEMENT AND WORK PLAN

The vendor will also be required to develop and maintain a Work Plan of activities for initial set-up and ongoing delivery of software and services as described in the Scope of Work. At a minimum, the Work Plan must include:

• All work to be performed, organized by task.

• Task dependencies.

• Project schedule inclusive of deliverables, milestones and deadlines.

• List of information and / or data required from Union County at the start of the project.

• Desired information required from the County to support each task.

• Participation / expectation of time required from City staff.

4.4 PROJECT IMPLEMENTATION PLAN AND EXPECTATIONS

This section provides a brief description of the expectations Union County anticipates during project implementation. This section is not intended to be exhaustive and Union County is relying on vendors who submit proposals to incorporate the highest levels of service and expertise during the implementation phase(s) of this project.

The goals for this project were outlined above. Here Union County will attempt to describe briefly its expectations while working with vendors during not only the proposal process, but also during implementation.

The following list represents the core expectations of Union County:

• The County expects vendors to represent their products and services in an accurate and complete way.

• Union County seeks to work with a vendor that provides the best product and services described in thisRFP and fits with our culture and approach to establishing good customer service and productive business relationships.

• By implementing the selected software and services listed in this RFP, Union County fully expects to achieve its goals as listed under Scope of Work.

Responding offerors may include additional information that aligns with and supports the scope of work listed in the RFP for consideration. The additional information must be labeled accordingly in the submission package.

5 DETAILED SUBMITTAL REQUIREMENTS AND INSTRUCTIONS

5.1 TERMS OF SUBMISSION

All material received from a person or company (“Respondent”) in response to this solicitation shall become the property of Union County and will not be returned to the Respondent. Any and all costs incurred by a Respondent in preparing, submitting, or presenting submissions are the Respondent’s sole responsibility and Union County shall not reimburse the Respondent. All responses to this solicitation will be considered a public record and subject to disclosure under applicable public records law.

Any material in a response which the Respondent considers a trade secret and exempt from disclosure as a public record under applicable law, including N.C.G.S. §§ 132-1.2 and 66-152, must be properly designated as a trade secret. In order to properly designate such material, the Respondent must: (i) submit any trade secret materials in a separate envelope, or file, from all other submitted material, being clearly marked as “Trade Secret – Confidential and Proprietary Information,” and (ii) stamp the same trade secret/confidentiality designation on each page of the materials therein which contain trade secrets.

To the extent consistent with public records law, Union County will make reasonable efforts to maintain the confidential nature of trade secrets, as determined by Union County and subject to the conditions set forth herein. Respondent understands and agrees by submitting a response to this solicitation, that if a request is made to review or produce a copy of any information in the Respondent’s materials which was properly labeled by the Respondent as a trade secret, Union County will notify the Respondent of the request and the date that such materials will be released to the requestor unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure prior to that date, Respondent understands and agrees that Union County will release the requested information to the requestor on that date.

Furthermore, the Respondent also agrees to indemnify and hold harmless Union County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that has been designated as a trade secret by Respondent.

5.2 PROPOSAL FORMAT

The County desires all responses to be identical in format. While the County’s format may represent a departure from the vendor’s preference, the County requests adherence to the format. All responses are to be in the format described below.

Offerors should prepare their proposals in accordance with the instructions outlined in this section. Each Offeror is required to submit the proposal electronically – Refer to page 3, 2.2. Each section should be identified as described below. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP.

The County may award a contract based on initial offers received without discussion of such offers. A proposer’s initial offer should, therefore, be based on the most favorable terms available. The County reserves the right to contact proposers regarding cost and scope clarification at any time throughout the selection process.

The successful Offeror’s proposal must include all responses to the requirements contained within this RFP and all appendices (if applicable) must be completed in their entirety.

By submitting a proposal, the successful Offeror agrees to all applicable provisions, terms and conditions associated with this RFP. This solicitation, the successful Offeror’s submitted proposal, all appendices and attachments (if applicable), and stated terms and conditions may become part of the resulting contract.

The total length of the proposal should be no more than 30 pages, 8½ x 11 size paper with an 11 point minimum text size. Charts and graphs may be 10 point. All required forms are exempt from the page limit and must be submitted under the section identified below. Only one (1) complete proposal should be electronically submitted. The maximum document upload size is 20 MB. For any questions, contact the project representative on the front cover.

Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included.

Omissions and incomplete answers may be deemed unresponsive. Please initial any corrections.

Respond to each item and provide supporting documentation and/or exhibits as requested or desired.

The proposal should be organized and identified by section as follows:

• Section A – Cover Letter

• Section B – Company Background and Experience

• Section C – Proposed System/ Solution

• Section D – Project Team and Implementation Plan

• Section E – Maintenance and Support Program

• Section F – References

• Section G – Cost Proposal

• Section H – Required Forms

• Appendix B – Proposal Submission (signed)

• Appendix C – Receipt and Anti-Collusion (signed)

5.2.1 SECTION A – COVER LETTER

In your cover letter, include the following information about your company.

1. Legal Company Name and DBA (if applicable)

Corporate Headquarters:

Address Telephone Number Website Address

Location Providing Service (if different from headquarters):

Address Telephone Number

2. Name of Single Point of Contact Title

Direct Telephone Number and/or extension Direct Email Address

3. Name of Person with Binding Authority

Title Address

Direct Telephone Number and/or extension Email Address

4. Describe your interest in this project and the unique advantage your firm and team bring.

5. Confirm that your company is financially solvent and able to operate for the next five (5) years without hindrance to the project or system operations.

6. Stipulate that the proposal price will be valid for a period of 180 days.

7. Make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its proposal: “The information contained in this proposal or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to the County, is true, accurate, and complete. This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the County as to any material facts.”

5.2.2 SECTION B – COMPANY BACKGROUND AND EXPERIENCE

This section provides each vendor with the opportunity to demonstrate how its history, organization, and partnerships differentiate it from other vendors. Careful attention should be paid to providing information relevant to Union County needs. Provide a concise profile of the Offeror’s organization to include the following:

• Provide corporate history, and number of years in business under the current organizational name and structure and services offered;

• Track record of successful implementation and satisfied customers.

• What is the firm’s industry rating?

• What is the Vendor’s service commitment to customers and measurements used?

• Are audited or otherwise verifiable financial statements available upon request?

• Is your company licensed to do business in the State of North Carolina? If not licensed, provide written intent to become licensed in North Carolina whithin thirty (30) calendar days of being selected as the apparent selected offeror?

• Does your company have experience with intergrating Wastewater CCTV Inspection Software Solutions with County? If yes, list three (3) governmental organization where your firm provided CCTV Software or similar software (include the date).

• Briefly describe your firms history of working with other clients located in North Carolina.

• Is the vendor’s organization involved in any pending litigation and/or pending debarments from federal or state agencies that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services?

5.2.3 SECTION C – PROPOSED SYSTEM/SOLUTION

Based on the information provided in this RFP, please provide a detailed description of the Wastewater CCTV Inspection Software Solution being proposed. Also briefly explain the ability to support the application once in production. Proposals for software that is in concept stage or needs to be built, will not be considered.

5.2.4 SECTION D – PROJECT TEAM AND IMPLEMENTATION PLAN

This section covers various aspects of the successful Offeror’s approach to the proposed Project Team and implementation plan for this project. Please respond with as much relevant detail as possible given the information you’ve been provided in this RFP.

• Project Team: Provide names, roles, involvement levels and durations, and relevant experience for each person on the team.

• Explain how your organization ensures that personnel performing the services are qualified and proficient.

• Experience with the implementation and configuration of other comparable systems.

• Provide a summary project delivery schedule that aligns with this project scope.

5.2.5 SECTION E – MAINTENANCE AND SUPPORT PROGRAM

Describe your company’s maintenance and support program and include the following:

Maintenance o Describe the details and duration of any manufacturer's warranty on proposed software system.

o How often do you provide product updates? Include the firm’s willingness and plan for keeping its products up-to-date.

o What is included in the annual maintenance contract?

Support o Offeror shall describe the extent and nature of software support services, including web-based and cloud-based support.

o Do you have a telephone access number, email address, or web portal for technical phone support?

o What are the hours of support?

o What is the guaranteed response time for telephone support? Email support? Web

Support?

o Do you have the ability to provide direct remote support? Please describe.

o What is the Offeror’s policy for the provision of on-site support?

o Do you maintain a client accessible Internet Knowledge Base of known issues and frequently asked questions?

5.2.6 SECTION F – REFERENCES

Provide, at a minimum, three (3) comparable clients with whom your firm has an established relationship similar to the Scope of Work outlined in this RFP and include the information below.

• Name of Client/Firm

• Contact Name and Title

• Address

• Direct Phone Number

• Email Address

• Length of Relationship

• Summary of Software System Provided

5.2.7 SECTION G – COST PROPOSAL

• Offeror’s must provide a detailed, line item, fixed price proposal that complies with the requirements listed in this RFP for the requested Wastewater CCTV Inspection Software Solution. Along with other applicable items, the price shall include all administrative, travel and other cost that the firm expects to charge.

• Provide fee information for subscription and continuing services that apply to this project.

Include multi-year subscription options.

• Provide a fee schedule that includes Milestones that align with the Scope of Work listed in

RFP.

5.2.8 SECTION H – REQUIRED FORMS

Offerors must complete and include signed copies of the following documents:

• Appendix B – Proposal Submission (signed)

• Appendix C – Addenda Receipt and Anti-Collusion (signed)

5.3 SELECTION PARTICIPANTS

1. Maintaining the integrity of the RFP process is of paramount importance for the County. To this end, please do not contact any members of Union County or its staff regarding the subject matter of this RFP until a selection has been made, other than the County’s designated contact person identified in the introduction to this RFP.

2. Representatives of Union County will read, review, and evaluate the RFP independently based on the evaluation criteria. Failure to abide by this requirement shall be grounds for disqualification from this selection process.

3. The County will establish an RFP Evaluation Team to review and evaluate the RFPs. The RFP Evaluation Team will assess the RFPs independently in accordance with the published evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected respondents.

4. At its sole discretion, the Owner may ask written questions of Offerors, seek written clarification, and conduct discussions with Offerors on the RFPs.

5. The County reserves the right to determine the suitability of proposals on the basis of a proposal meeting scope and submittal criteria listed in the RFP. Evaluation criteria and other relevant RFP information will be used to assist in determining the finalist Vendor.

5.4 EVALUATION SELECTION PROCESS

A weighted analysis of the evaluation criteria will be utilized to determine the Vendor that represents the best value solution for the County.

In the evaluation and scoring/ranking of Offerors, the County will consider the information submitted in the RFP as well as the meetings (if applicable) with respect to the evaluation criteria set forth in the RFP.

The initial evaluation criteria/factors and relative weights listed below will be used to recommend selection of the Proposed Offeror or for the purpose of selecting Short-Listed Offerors. The County may choose to award without engaging in interview discussions.

RFP Criteria Weights Company Background and Experience 20% Proposed System/Solution, Project Team and Implementation Plan 40% Maintenance and Support Program 20% Cost Proposal & Compliance with Submittal Requirements 20%

Vendors may be invited to give a demonstration of the capabilities of the proposed solution to the Union County evaluation team. The successful Offeror’s demonstration (if requested), along with questions and answers, will be a critical component of the overall vendor evaluation.

After identification of Short-Listed Offerors, the County may or may not decide to invite Short-Listed Offerors to vendor demonstration/interviews. If interviews are scheduled with the Short-Listed Offerors, previous evaluation and rankings are not carried forward. For the purpose of selecting a Preferred Offeror, the evaluation criteria will be given the following relative weights:

Interview Criteria Weights Proposed CCTV Software Solution, Approach and Project Team (Staff) 65% Quality and Relevance of Interview as it Relates to the Scope of the RFP and Cost 35%

Additional meetings may be held to clarify issues or to address comments, as deemed appropriate.

Proposers will be notified in advance of the time and format of such meetings.

5.5 AWARD PROCEDURE

Union County has the right to reject any or all proposals, to engage in further negotiations with any Company submitting a proposal, and/or to request additional information or clarification. The County is not obligated to accept the lowest cost proposal. The County may accept the proposal that best serves its needs, as determined by County officials in their sole discretion.

The County reserves the right to make an award without further discussion of the proposals received.

Therefore, it is important that the proposal be submitted initially on the most favorable terms.

A proposal may be rejected if it is incomplete. Union County may reject any or all proposals and may waive any immaterial deviation in a proposal.

More than one proposal from an individual, Offeror, partnership, corporation or association under the same or different names, will not be considered.

The County reserves the right to enter into negotiations with the top ranked Offeror. However, negotiations with the top ranked Offeror does not signify a commitment by Union County to execute a contract or to continue discussions.

The County reserves the right to terminate negotiations at any time and for any reason.

The County may select and enter into negotiations with the next most advantageous Proposer if negotiations with the initially chosen Proposer are not successful.

The award shall be made in the best interest of the County. This Request for Proposal is not subject to any competitive bidding requirements of North Carolina law. The County reserves the right to accept other than the most financially advantageous proposal.

The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.

5.6 CONFLICT CERTIFICATION

The Offeror must certify that it does not have any actual or potential conflicts of interest with, or adversarial litigation against the County or any of its officers or employees. During the course of the contractual relationship formed pursuant to this solicitation, any such conflict of interest, whether newly arising or newly discovered, must be disclosed to the County in writing.

6 GENERAL CONDITIONS AND REQUIREMENTS

6.1 TERMS AND CONDITIONS

The contract award will have an initial term of two (2) years with three (3) one-year renewal options at the County’s discretion, pending annual budget approval.

Union County has the right to reject any or all proposals, to engage in further negotiations with any Company submitting a proposal, and/or to request additional information or clarification. The County is not obligated to accept the lowest cost proposal. The County may accept that proposal that best serves its needs, as determined by County officials in their sole discretion.

All payroll taxes, liability and worker’s compensation are the sole responsibility of the Offeror. The Offeror understands that an employer/employee relationship does not exist under this contract.

All proposals submitted in response to this request shall become the property of Union County and as such, may be subject to public review.

6.2 CONTRACTUAL OBLIGATIONS

The contents of this Proposal and the commitments set forth in the selected Proposal(s) shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract agreements with the selected Service Provider(s).

6.3 SUB-CONTRACTOR/PARTNER DISCLOSURE

If the proposal by any Company requires the use of sub-contractors, partners, and/or third-party products or services, this must be clearly stated in the proposal. The Company submitting the proposal shall remain solely responsible for the performance of all work, including work that is done by sub-contractors.

6.4 EXCEPTION TO THE PROPOSAL

An “exception” is defined as the Service Provider’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the Proposal. All exceptions taken must be identified and explained in writing in the proposal and must specifically reference the relevant section(s) of this Proposal. Other than exceptions that are stated in compliance with this Section, each proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this

Proposal. If the Service Provider provides an alternate solution when taking an exception to a requirement, the benefits of this alternate solution and impact, if any, on any part of the remainder of the Service Provider’s solution, must be described in detail.

6.5 MODIFICATION OR WITHDRAWAL OF PROPOSAL

Prior to the scheduled closing time for receiving proposals, any Vendor may withdraw their proposal.

After the scheduled closing time for receiving proposals, no proposal may be withdrawn for 120 days.

Only written requests for the modification or correction of a previously submitted proposal that are addressed in the same manner as proposals and are received by the County prior to the closing time for receiving proposals will be accepted. The proposal will be corrected in accordance with such written requests, provided that any such written request is in a sealed envelope that is plainly marked “Modification of Proposal” – with solicitation number and name on the front of the envelope. Oral, telephone, or fax modifications or corrections will not be recognized or considered.

6.6 EQUAL EMPLOYMENT OPPORTUNITY

All Offerors will be required to follow Federal Equal Employment Opportunity (EEO) policies. Union County will affirmatively assure that on any project constructed pursuant to this advertisement, equal employment opportunity will be offered to all persons without regard to race, color, creed, religion, national origin, sex, and marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age.

6.7 MINORITY BUSINESSES (MBE) OR DISADVANTAGED BUSINESSES (DBE)

It is the policy of Union County that Minority Businesses (MBEs), Disadvantaged Business Enterprises (DBEs) and other small businesses shall have the opportunity to compete fairly in contracts financed in whole or in part with public funds. Consistent with this policy, Union County will not allow any person or business to be excluded from participation in, denied the benefits of, or otherwise be discriminated against in connection with the award and performance of any contract because of sex, race, religion, or national origin.

6.8 LICENSES

The successful Offeror(s) shall have and maintain a valid and appropriate business license (if applicable), meet all local, state, and federal codes, and have current all required local, state, and federal licenses.

6.9 E-VERIFY

E-Verify is the federal program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program, used to verify the work authorization of newly hired employees pursuant to federal law. Vendor/Offeror shall ensure that Offeror and any Sub- Contractor performing work under this contract: (i) uses E-Verify if required to do so; and (ii) otherwise complies with applicable law.

6.10 DRUG-FREE WORKPLACE

During the performance of this Request, the Offeror agrees to provide a drug-free workplace for their employees; post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specify the actions that will be taken against employees for violations of such prohibition; and state in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Offeror/Offerors in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Request.

6.11 INSURANCE

One or more of the following insurance limits may be required if it is applicable to the project. The County reserves the right to require additional insurance depending on the nature of the agreement.

At Contractor’s sole expense, Contractor shall procure and maintain the following minimum insurances with insurers authorized to do business in North Carolina and rated A-VII or better by A.M. Best, or as otherwise authorized by the Union County Risk Manager.

A. WORKERS’ COMPENSATION

Statutory (coverage for three or more employees) limits covering all employees, including Employer’s Liability with limits of:

$500,000 Each Accident $500,000 Disease - Each Employee $500,000 Disease - Policy Limit

B. COMMERCIAL GENERAL LIABILITY

(for any agreement unless otherwise waived by the Risk Manager)

Covering Ongoing and Completed Operations involved in this Agreement.

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $1,000,000 Each Occurrence $1,000,000 Personal and Advertising Injury Limit

C. COMMERCIAL AUTOMOBILE LIABILITY

(for any agreement involving the use of a contractor vehicle while conducting services associated with the agreement)

$1,000,000 Combined Single Limit - Any Auto

D. PROFESSIONAL LIABILITY

(only for any agreement providing professional service such as engineering, architecture, surveying, consulting services, etc.)

$1,000,000 Claims Made

Contractor shall provide evidence of continuation or renewal of Professional Liability Insurance for a period of two (2) years following termination of the Agreement.

E. NETWORK SECURITY & PRIVACY LIABILITY (CYBER)

(for any agreement involving software applications)

$1,000,000 Claims Made

Contractor shall provide evidence of continuation or renewal of Network Security & Privacy Liability Insurance for a period of two (2) years following termination of the Agreement.

ADDITIONAL INSURANCE REQUIREMENTS

A. The Contractor’s General Liability policy shall be endorsed, specifically or generally, to include the following as Additional Insured:

UNION COUNTY, ITS OFFICERS, AGENTS AND EMPLOYEES ARE INCLUDED AS

ADDITIONAL INSURED WITH RESPECTS TO THE GENERAL LIABILITY INSURANCE

POLICY.

Additional Insured status for Completed Operations shall extend for a period of not less than three

(3) years from the date of final payment.

B. Before commencement of any work or event, Contractor shall provide a Certificate of Insurance in satisfactory form as evidence of the insurances required above.

C. Contractor shall have no right of recovery or subrogation against Union County (including its officers, agents and employees).

D. It is the intention of the parties that the insurance policies afforded by contractor shall protect both parties and be primary and non-contributory coverage for any and all losses covered by the above-described insurance.

E. Union County shall have no liability with respect to Contractor’s personal property whether insured or not insured. Any deductible or self-insured retention is the sole responsibility of Contractor.

F. Notwithstanding the notification requirements of the Insurer, Contractor hereby agrees to notify County’s Risk Manager at 500 N. Main Street # 130, Monroe, NC 28112, within two (2) days of the cancellation or substantive change of any insurance policy set out herein. Union, in its sole discretion, may deem failure to provide such notice as a breach of this Agreement.

G. The Certificate of Insurance should note in the Description of Operations the following:

Department: _____________________ Contract #: _____________________

H. Insurance procured by Contractor shall not reduce nor limit Contractor’s contractual obligation to indemnify, save harmless and defend Union County for claims made or suits brought which result from or are in connection with the performance of this Agreement.

I. Certificate Holder shall be listed as follows:

Union County Attention: Keith A. Richards, Risk Manager 500 N. Main Street, Suite #130 Monroe, NC 28112

J. If Contractor is authorized to assign or subcontract any of its rights or duties hereunder and in fact does so, Contractor shall ensure that the assignee or subcontractor satisfies all requirements of this Agreement, including, but not limited to, maintenance of the required insurances coverage and provision of certificate(s) of insurance and additional insured endorsement(s), in proper form prior to commencement of services.

6.12 INDEMNIFICATION

Contractor agrees to protect, defend, indemnify and hold Union County, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings, or causes of action of every kind in connection with or arising out of this agreement and/or the performance hereof that are due, in whole or in part, to the negligence of the Contractor, its officers, employees, subcontractors or agents.

Contractor further agrees to investigate, handle, respond to, provide defense for, and defend the same at its sole expense and agrees to bear all other costs and expenses related thereto.

--Intentionally Left Blank--

7 APPENDIX A – COST PROPOSAL

SUBMIT WITH PROPOSAL

1. Offeror’s must provide a detailed, line item, fixed price proposal that complies with the requirements listed in this RFP for the requested web-based and cloud based Wastewater CCTV Inspection Software Solution. Along with other applicable items, the price shall include all administrative, travel and other cost that the firm expects to charge.

2. Provide fee information for subscription and continuing services that apply to this project.

Include multi-year subscription options.

3. Provide a fee schedule that includes Milestones that align with the Scope of Work listed in

RFP.

8 APPENDIX B – PROPOSAL SUBMISSION

This Proposal is submitted by:

Company Legal Name:

Representative Name:

Representative Signature:

Representative Title:

Address:

County/State/Zip:

Email Address:

Phone Number:

Website Address:

It is understood that Union County reserves the right to reject any and all proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and re-advertise this project. Proposal is valid for 180 days. Proposal is submitted by an executive of the company that has authority to contract with Union County, NC.

Name:

Title:

Signature:

Date:

9 APPENDIX C – ADDENDUM AND ANTI-COLLUSION

Please acknowledge receipt of all addenda by including this form with your Proposal. Any questions or changes received will be posted as an addendum on www.co.union.nc.us and/or www.ips.state.nc.us. It is your responsibility to check for this information.

Addendum No. Date Downloaded

I certify that this proposal is made in good faith and without collusion with any other offeror or officer or employee of Union County.

Company Name:

Name:

Title:

Email Address:

Signature:

Date:

http://www.co.union.nc.us/

10 APPENDIX D – SAMPLE VENDOR PAYMENT NOTIFICATION

Informational Purposes Only - Do not submit with proposal.

Finance Department 500 North Main Street Suite #714 Monroe, NC 28112 T. 704-283-3813 www.unioncountync.gov

ATTENTION: ACCOUNTS PAYABLE VENDORS

As part of our Fraud Prevention Program, Union County now prefers two methods for payments to vendor accounts. These methods allow for faster and easier payments to vendors.

The first and preferred method available is to accept a VISA card payment from the County. If you accept payment via VISA, payment is made at the time of the transaction or upon receipt and approval of the invoice.

The second method is an Electronic Funds Transfer. (EFT) This means that you will receive payment of invoices due directly into your bank account. With this method, you will get an email confirmation giving you the date, invoice numbers, and total amount paid. Your payment will be available to you on Monday (or the first banking day if Monday is a bank holiday) following receipt of an approved invoice from the County department invoiced.

An EFT Enrollment Form to enroll in the program is attached for your convenience. You can also visit the Union County website at www.unioncountync.gov at any time to get a new form if your banking information changes. If the banking information changes and you do not notify us, it will delay receipt of payment for invoices.

If you wish to receive payment via the County’s VISA card, please contact Heather Howey at 704-283-3539, or send an email to ap@unioncountync.gov and you will be added to the list of vendors accepting the VISA card method of payment.

Union County prefers all vendors participate in one of the two methods described above.

Thank you in advance for your participation.

http://www.unioncountync.gov/

Union County -Finance Office

Authorization for payment via Electronic Funds Transfer (EFT)

Today's Date

Company Name

Street Address

City, State, Zip

By signing below, I hereby authorize Union County to electronically deposit funds into the account indicated below. I understand that if my banking information changes and Union County is not made aware of this change, then payment may be delayed.

Address

City, State, Zip

Bank Name

Routing/ABA # Bank Acct No.

Payment Notification: I hereby authorize the following individual to receive an email notification of payment details for all funds deposited to the above account by Union County.

Phone Number

Email Address

Name & Title

Officer Name & Title

Signature:

FOR ACCOUNT VERIFICATION, PLEASE ATTACH A VOIDED CHECK.

This authorization will remain in effect until Union County has received written notice to discontinue.

Initial Enrollment

Change Information

Phone Number

Please return this completed form and supporting documents to:

Suite 714, 7th Floor, 500 N. Main Street, Monroe NC 28112

Phone: (704) 283-3886 Fax: (704) 225-0664 Email: ap@unioncountync.gov