RFP 24-24806 Camera Software Update FINAL.pdf

RFP # 24-24806

Camera Software Upgrade – Jail

REQUEST FOR PROPOSALS

CAMERA SOFTWARE UPGRADE - JAIL

Dated: October 22, 2024

SUBMISSION DEADLINE

Wednesday, November 6, 2024, at 2:00 p.m.

Proposals shall be submitted electronically to the Botetourt County Vendor portal before the given deadline, Include one version with redacted proprietary information, if applicable.

The portal requires a quick registration, and may be accessed at this link:

BOCO VENDOR PORTAL

All comments and questions concerning this solicitation should be addressed to the Purchasing Office, at email: purchasing@botetourtva.gov

The County reserves the right to cancel this RFP and/or reject any proposals and waive any informalities or irregularities in any proposal.

Individuals with disabilities who require assistance or special accommodations to participate in this process should call (540) 928-2105. We request that you provide at least 48 hours' notice so that reasonable efforts may be made to provide the proper assistance.

https://botetourtva.bonfirehub.com/portal/?tab=pastOpportunities mailto:purchasing@botetourtva.gov

PURPOSE

Botetourt County is seeking proposals from offerors to provide a camera software upgrade at the Botetourt County Jail in accordance with all terms, conditions, and specifications as set out in this Request for Proposals (RFP). Botetourt County is requesting formal, sealed proposals from qualified Offerors. The Botetourt County Jail is housed in the Botetourt County Public Safety Building, which is located at 205 North Roanoke Street, Fincastle, VA 24090. The facility houses 100 inmates on average. The following specification is submitted as a minimum requirement.

BACKGROUND

Botetourt County is located in the Roanoke region of Virginia.

SCOPE OF SERVICES

The scope of services proposed must include:

• Undertaking a site assessment to determine the facility’s needs and prepare for the software installation. This visit can be scheduled with the Purchasing Office.

• Furnishing, installing, and configuring the upgrade of the existing Ocularis Video Surveillance System to Avigilon Control Center (version to be determined).

• Integrating the Avigilon software fluidly with our current PLC and call-up system.

• Uninstalling existing VMS software (Ocularis by Qognify) and installing Avigilon on the existing video servers (total of 4) and any existing workstations that are currently being used for surveillance monitoring (approximately 12).

• Providing and installing a total of 160 camera licenses, which are currently being used with existing Ocularis software.

• Installing the server or client versions of the software, as appropriate, on each workstation and/or server currently being used for video surveillance.

• During the new software installation, all servers will need to be reassigned to a new IP address.

• All cameras and any other devices that communicate with these servers will need to be re-pointed to the new IP address. Botetourt County Technology Services will be responsible for managing the IP address. They will need the list of current IP addresses and will need to be contacted if a new IP address needs to be made available. The Offeror will be responsible for the day-to-day management of the cameras, software, server hardware, and server software.

• To prevent loss of video and recorded data, the Offeror will provide an additional video server temporarily to transport all information during the exchange.

• Offeror will provide and install Enterprise camera licenses for approximately 220 cameras, to match one-for-one with the quantity of existing licenses on our current Ocularis software. We request that there still be room for any future upgrades of analog cameras that may still exist in the facility. The existing static IP addresses for all cameras will remain the same as part of the conversion. The current camera views will remain as is, and the recording parameters will be set for 90 days.

• Once the project has been completed, the Offeror will provide no less than 8 hours of on-site training to appropriate Botetourt County employees.

PROPOSAL REQUIREMENTS

A. Proposals must be submitted in accordance with the instructions and requirements contained in this RFP. Failure to do so may result in the proposal being considered non-responsive and it may be rejected. An Offeror must promptly notify the Purchasing Department of any ambiguity, inconsistency, or error that may be discovered upon examination of the RFP.

B. Each Offeror should provide the names, addresses, and telephone numbers of at least three (3) references in connection with supplying the services or items requested in this RFP. Each reference should include organizational name, official address, contact person, title of contact, and phone number.

C. The proposal should be no more than 25 sheets (printing on the back and front is acceptable) in length. Also, include any other materials you may want to submit as part of your proposal response. Offeror shall also provide one redacted copy of its proposal to remove all confidential and proprietary material, fit for public dissemination; in the event the County must respond to a Freedom of Information Act request. Offeror shall not mark its entire proposal as confidential and/or redact the entire proposal; doing so may result in the disqualification of Offeror’s proposal.

D. The County may request additional information, clarification, or presentations from any of the Offerors after review of the proposals received.

E. The County has the right to use any or all ideas presented in reply to this RFP, subject only to the limitations regarding proprietary/confidential data of the Offeror.

F. The County is not liable for any costs incurred by any Offeror in connection with this

RFP or any response by any Offeror to this RFP. The expenses incurred by the Offeror in the preparation, submission, and presentation of the proposal are the sole responsibility of the Offeror and may not be charged to the County.

G. Each Offeror is required to state if it has ever been debarred, fined, had a contract terminated, or found not to be a responsible bidder or Offeror by any federal, state, or local government, and/or private entity. If so, please give the details of each such matter and include this information with the proposal response.

EVALUATION CRITERIA

Offerors will be evaluated for selection based on the best value for the Sheriff’s Office and the County. The best value proposal means the overall combination of quality, price, and various elements of required services that in total are optimal relative to the Sheriff’s and County’s needs. The criteria for determining the best value proposal are as follows:

A. The background and experience of the Offeror in providing similar services or items elsewhere

B. The Offeror's responsiveness and compliance with the RFP requirements and conditions.

C. The Offeror’s ability, capacity, and skill to fully and satisfactorily provide the services and/or items required in this RFP.

D. The quality of the Offeror’s performance in comparable and/or similar projects.

E. Whether the Offeror can provide the services and/or deliver the items in a prompt and timely manner.

F. Cost-effectiveness of the proposed services.

Award of Contract

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitted proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposals. Negotiations shall be conducted with each of the offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the County shall select the offeror who, in its opinion, has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the Request for Proposal, awards may be made to more than one offeror. Should the County determine in writing and its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

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. Similarly, any materials provided by the offeror for the purpose of the County to evaluate the proposal might be referenced to become part of the purchase agreement between the County of Botetourt and the offeror.

COOPERATIVE PROCUREMENT

To the extent permitted by law. the procurement of goods and/or services provided for in this solicitation is being conducted pursuant to Virginia Code, section 2.2-4304.

Therefore, the Offeror or Bidder is advised, and by submitting a response to this procurement, such Offeror or Bidder agrees that any resulting contract from this procurement may in addition to the County of Botetourt, also be extended to other public agencies or bodies in the Commonwealth of Virginia to permit those public agencies or bodies to purchase such goods and/ or services at contract prices, in accordance with the terms, conditions, and specifications of this procurement. The successful Offeror or Bidder shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to any contract that may result from this procurement and in accordance with Virginia Code 2.2- 4304.

The County of Botetourt shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the successful Offeror or Bidder or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

GENERAL TERMS AND CONDITIONS

The general conditions set forth herein apply to all contractual services rendered to Botetourt County. All Offerors are bound by these conditions. Further, these conditions and requirements become part of any contract awarded between Botetourt County and the successful Offeror.

Any changes in the general conditions after the proposal is advertised will be official only when submitted in writing and signed by the Purchasing Office. Any and all changes will be made by addendum and all Offerors notified. All addenda issued will become a part of the proposal.

Should an Offeror find discrepancies, or ambiguities and require clarification, he/she should notify the Purchasing Office at least five days prior to the date set for opening of proposals.

Pursuant to section 23-216 of the Botetourt County Code and section 58.1-3703 of the Virginia Code, offerors located in Botetourt County are required to have a business license.

Offerors located outside Botetourt County who work in the County are required to purchase a Botetourt business license when gross receipts from work inside the County exceed $25,000 annually. Contact the Office of the Commissioner of Revenue for additional information on business licenses.

Every bidder (or offeror) shall include in its bid (or proposal) the identification number issued to it by the State Corporation Commission confirming that it is organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50. If the bidder (or offeror) is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, the bidder or (offeror) shall include in its bid (or proposal) a statement describing why the bidder (or offeror) is not required to be so authorized. Any bidder (or offeror) that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the County Administrator.

A. Proposal Procedures

1. The Offeror's proposal must be received at the Vendor Portal, prior to the deadline, following the requirements herein. It is the Offeror's responsibility to work out any user or technology issues in advance of the deadline to ensure its ability to submit. Any issues or questions regarding “how to” use the portal shall be directed to Bonfire Help, or to the Purchasing Manager.

2. In submitting a proposal, the Offeror signifies that he/she is fully informed as to the extent and character of the supplies, materials, equipment, and services necessary to perform this proposal in accordance with all documents constituting the proposal and will comply satisfactorily with the proposal documents.

3. All information required by the solicitation must be supplied to constitute a responsive proposal. All information submitted must be legible, and the proposal must be signed by an authorized representative of the vendor to be considered.

4. The Offeror expressly warrants that the services proposed herein are not the result of an agreement or understanding expressed or implied with any other Offeror or Offerors.

5. In the case of a tie, preference shall be given to goods, services, and construction products in Virginia or provided by Virginia persons, firms, or corporations, if such a choice is available; otherwise, the tie shall be decided by lot.

6. Any proposal submitted with corrections must have the corrections initialed by the person who signed the original proposal. No proposal changes will be permitted after the opening. The unit price will prevail in the event an error is made in computing totals.

7. Botetourt County requires that the proposal remain firm 90 days after the date of the closing. At the end of the 90 days, the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

8. The County is exempt from the payment of any federal excise or any Virginia sales tax. The price bid, if applicable, must be net, exclusive of taxes. Contractors located outside the Commonwealth of Virginia are advised that when materials are picked up by the County at their place of business, they may charge and collect their own local/state sales tax.

Materials used in the performance of construction contracts are subject to Virginia Sales/Use Tax as described in Section 630-10-27J of the Virginia Retail Sales and Use Tax Regulations.

9. The right is reserved to waive any and all informalities and to cancel or reject any and all proposals.

10. The successful Offeror shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute without the written consent of Botetourt County.

11. Proposals will be received up to the appointed hour, but County officials reserve the right to take sufficient time to study the various proposals and then make the awards.

Contracts will be awarded as promptly as possible after the closing date.

12. Offerors may be required under Title 54.1 Code of Virginia, if applicable, to show evidence of a certificate of registration.

13. Failure to comply with conditions set forth herein may result in the removal of an item(s) or total proposal from consideration.

B. Anti-Discrimination

By submitting their proposals, offerors certify to the County of Botetourt that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit. (Code of Virginia, sec. 2.2- 4343.1).

In every contract over $10,000, the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, natural origin, or disabilities, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

C. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

C. Payments

1. Billing will be directed to the Botetourt County Purchasing Office, 57 S. Center Drive, Daleville, VA 24083. Payment will be made after the receipt of a proper invoice.

2. Payment shall not preclude Botetourt County from making a claim for adjustment on any item later found not to have been in accordance with General Conditions and Specifications.

D. Disputes

Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60 days after final payment; however, written notice of the contractor’s intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amounts agreed due in the final payments.

E. Protest of Award or Decision to Award

Any bidder or Offeror who desires to protest the award or decision to award a contract shall submit such protest in writing to the Purchasing Office not later than ten days after the award or the announcement of the decision to award, whichever occurs first. No protest shall lie for a claim that the selected bidder or Offeror is not a responsible bidder or Offeror.

The written protest shall include the basis for the protest and the relief sought.

F. Proprietary Information

Ownership of all proposal documentation submitted to Botetourt County shall belong exclusively to the County. Proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or material is submitted. The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers, as well as, stating the reasons why protection is necessary. The proprietary or trade secret material within the proposal must be identified by some distinct method such as highlighting or underlining, and must indicate only the specific words, figures, or paragraphs that constitute proprietary information. In addition, a summary of proprietary information submitted shall be submitted on a separate form. The classification of an entire proposal document as proprietary is not acceptable and will be rejected.

G. Indemnification

Contractor agrees to indemnify, defend, and hold harmless the County, its officers, agents, and employees from any claims, damages, and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by Contractor and/or arising from or caused by any services of any kind or nature furnished by Contractor.

H. Insurance

By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with sec. 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

INSURANCE COVERAGES AND LIMITS REQUIRED:

A. Worker’s Compensation – Statutory requirements and benefits.

B. Employers Liability - $500,000 C. Commercial General Liability - $1,000,000 per Occurrence/$2,000,000 General

Aggregate. Commercial General Liability is to include Premises/Operations Liability, Products and Completed Operations Coverage, and Independent Contractor’s Liability or Owner’s and Contractor’s Protective Liability.

D. Automobile Liability - $1,000,000 – Combined single limit. (Only if the motor vehicle is to be used in the contract.)

E. The County of Botetourt must be named as an additional insured with respect to General Liability and Automobile Liability when requiring a Contractor to obtain Commercial General Liability coverage.

I. Nondiscrimination of Contractors

An offeror or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, or disability or against faith-based organizations. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the County shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

J. Drug-Free Workplace

In every contract over $10,000, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) 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 contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

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 contractor, 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 contract.

K. Immigration Reform and Control Act of 1986

By submitting their proposal, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

L. Authorized to Transact Business

Pursuant to Virginia Code Section 2.2-4311.2 (effective July 1, 2010) each bidder or offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, (1950), as amended, or as otherwise required by law, is required to include in its bid or proposal its Virginia State Corporation Commission (SCC) Identification Number. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.

Please complete the following:

A._____ Bidder/Offeror is a Virginia business entity organized and authorized to transact business in Virginia and such bidder’s/offeror’s SCC Identification Number is ________________________.

B._____ Bidder/Offeror is an out-of-state (foreign) business entity authorized to transact business in Virginia and such bidder’s/offeror’s SCC Identification Number is ________________________.

C._____ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need more space to explain why such a bidder/offeror is not required to be authorized to transact business in Virginia.

BOTETOURT COUNTY PURCHASING OFFICE

PROPOSAL REQUIREMENTS AND NON-COLLUSION STATEMENT

Terms and Conditions: ALL enclosed General and Special Terms and Conditions shall apply to this Request for Proposals. Offerors are reminded to read and comply with all requirements of this solicitation.

My signature certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under the Virginia Governmental Frauds Act, sections 18.2-

498.1 et seq. of the Code of Virginia, 1950, as amended. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the laws against bid rigging (sections 59.1-68.6 et seq.), and the Virginia Antitrust Act (sections 59.1-9.1 et seq.), and Federal Laws regarding the same, and can result in fines, prison sentences, and civil damage awards.

I hereby certify that I am authorized to sign, personally or as a Representative for the Firm:

Name of Firm or Individual: ________________________________________

Address: _______________________________________________________

Signature Date

(Printed Name and Title)

Telephone: ____________________ Email: ______________________

FEI/FIN No.____________________