RFP-Byron Center PS- Security Camera System.pdf

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Request for Proposals

For

Security Camera System

Issue Date: 12-20-2018

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Byron Center Public Schools (the “School District”) is seeking proposals for Security Camera System. The purpose of this Request for Proposals for Security Camera System (the “RFP”) is to obtain sealed proposals from professional and qualified vendors who can provide Security Camera Systems in accordance with the terms and conditions of this RFP. The School District expects to have the work completed by August 9th, 2019. The School District will select one experienced and qualified vendor to proceed with the negotiation process from those submitting Proposals. Past experience will also be judged through the references of each entity.

SCHOOL DISTRICT PROFILE

The School District operates seven educational building including: One High School Building, One Middle School Building, One Intermediate Building, Three Elementary Buildings and One Early Childhoods Center.

BID BOND AND PERFORMANCE BONDS

Each bid shall be accompanied by good and sufficient bid security or bid bond in an amount not less than 5% of the Bid amount and shall secure the Owner from loss or damage by reason of the withdrawal of the Bid by a Bidder or by failure of the successful Bidder to enter into a Contract with the Owner if his Bid is accepted by the Owner.

The successful Bidder will be required to secure Performance, Labor, and Material bonds for all contracts exceeding $50,000, from a surety company having a rating of A- or better, for the full amount of the Contract.

PROPOSAL SUBMISSION DEADLINE AND REQUIREMENTS

The Due Date for submission of Proposals in response to this RFP is: January 21st, 2019 at 1:00 p.m. Local Time (the “Due Date”)

All Proposals must be delivered to the School District’s Administration Office on or before the Due Date as follows:

Byron Center Public Schools Attn: Tamera Powers, Chief Financial Officer 8542 Byron Center Ave. SW Byron Center, MI 49315

All Proposals must be marked “Security Camera System” in the lower left-hand corner of the Proposal package.

Oral, E-Mail or Facsimile Proposals will not be accepted. Any Proposals received after the Due Date listed above will not be accepted or considered and will be made available to the respective vendor, unopened, for pick-up at the vendor’s sole expense.

At the specified location and Due Date stated above, all timely submitted Proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be

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Proposals must be presented in the format requested. Proposals not submitted in the prescribed form may be rejected at the sole discretion of the School District. Vendors are to provide three (3) hardcopies of any Proposal within the sealed package as well as one electronic Proposal.

The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the contract to other than the lowest bidder. The School District reserves the right to request additional information from any or all bidders. All Proposals shall be considered firm for ninety (90) days after Due Date for Proposals.

Requests for clarification or questions on bidding procedures or specifications may be directed to Russ Gerbers Technology Director by e-mail at rgerbers@bcpsk12.net by January 10th, 2019 1:00 p.m.

There will be one mandatory pre-bid meeting on Thursday January 3rd, 2019 at 1:00pm.

The pre-bid meeting will take place at Byron Center Administration Building: 8542 Byron Center Ave SW, Byron Center, MI 49315.

From the issue date of this RFP until a vendor is selected and the selection announced, a prospective vendor shall not communicate about the subject of this RFP or a vendor’s Proposal with the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees, except for Russ Gerbers, Technology Director.

The School District intends that all vendors shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a vendor shall be effective unless confirmed by written communication contained in an addendum to this RFP, a request for clarification/question or other written response thereto, or in the Proposal.

A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP.

Each vendor certifies that their Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same subject matter and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

The following outlines the information that must be provided by each vendor and the required format for its Proposal. Any Proposal not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Proposals must: (i) demonstrate an understanding of the scope of services desired under this RFP; (ii) services, including the features of each, proposed by the vendor; and (iii) include all necessary information to enable

- 4 -the School District to thoroughly evaluate each vendor’s overall experience, expertise, qualifications and ability to deliver the services in accordance with the requirements and obligations of this RFP. Each Proposal shall also include any other information or explanations that the vendor feels is/are significant with respect to the School District making an informed decision relative to its Proposal.

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Tab Contents Section

General Vendor Information I

Organizational Structure and Philosophy II

Staffing III

Security Camera System IV

Other Financial Considerations V

References VI

Attachments VII

Appendix A: Familial Relationship Disclosure Form Appendix B: Affidavit of Compliance-Iran Sanctions Appendix C: Certificate of Liability Insurance Appendix D: Organization Charts Appendix E: Sample Contract Appendix F: Bid Form

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I. General Vendor Information

The following items are of interest to the School District concerning each vendor. As a quality business relationship is important, each vendor should include anything else it feels the School District should understand about its company and/or Proposal. Please answer the following questions if they are applicable. If not, please indicate with a "N/A" response.

1. What is the legal name of your company?

2. Please state the number of years your company has been in business.

3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company?

4. What are the headquarters’ location address and relevant phone numbers?

5. What is the company ownership structure?

6. How many employees do you have locally?

7. Outline the insurance coverage you carry.

8. Provide Federal tax identification number.

9. Describe all past and present lawsuits or legal actions that your company has had in the past three years. Also, please state whether these actions have had a material effect on the financial condition of your company.

10. Explain your ability to provide and install security camera systems?

11. Has your company filed for “Chapter 11” within the past five years? If yes, how will this affect your ability to provide service?

12. What kind of geographical classification applies to your company?

a. Local: (i.e., operates only one city)

b. Regional: (i.e., operates only in one geographical location)

c. Multi-Regional: (i.e., in more than one region but not national)

d. National: (i.e., provide services across the U.S. only)

II. Organizational Structure and Philosophy

1. How is your organization structured locally and how does this structure support your ability to provide the services you are proposing?

2. What differentiates your organization from your competition?

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3. Describe your customer satisfaction guarantees of the services in your Proposal.

III. Staffing

1. How many Service Staff do you have in the local area?

2. Please attach an organizational chart of your support teams for the School District, locations, indicate their names, titles, telephone numbers, areas of responsibility, years of experience in the industry, current organizations each team member is providing service to and years with your company.

3. Outline your training programs for your Service Staff.

IV. Security Camera Systems

Byron Center Public Schools is looking to add 162 additional cameras to the district security camera system. These cameras will be placed in all schools as well as other district buildings. The additional cameras will be added to the District current fleet of 179 cameras. Building maps of camera locations will be provided at the mandatory pre-bid meeting.

A mandatory alternate bid for a four-camera system Axis F44 Dual Audio Input to be installed by vendor on 32 district buses.

Servers

The current servers are at end of life and are set to be replaced. As part of the camera replacement, the vendor is also to responsible for replacing the servers and storage. The storage solution must meet the following specifications:

• Total of a Minimum 200TB of Storage

• Intel Xeon Processor

• Windows Server 2016 Data Center

• A SAN Solution or Multiple Server Solution

• Minimum 16GB of RAM

Software

Byron Center Public Schools currently is using the Milestone software to manage the current fleet of security cameras. The bid should include the latest version of the Milestone XProtect Corporate software with licensing for the current 179 cameras as well as the additional 162 cameras being added to the system. The licensing should

- 8 -cover the district for the next 3 Years.

The vendor is responsible for system setup and camera integration. The District also requires that the map functionality of Milestone XProtect Corporate is programed as well.

In the Alternate bid please plan on including licensing for accessing the four cameras on each of the 32 buses. The image files can live on the SD cards in the cameras as long as the system can access them when they are in district Wi-Fi coverage. In the end this needs to be a turnkey system for the District at time of completion.

Cameras

Byron Center Public School is currently using Axis cameras and will continue to use them moving forward. The cameras the district is requesting pricing for are the following models.

• Axis P3717-PLE - 49

• Axis P3707-PE - 57

• Axis P3227-LV - 46

• Axis P3227-PLE - 10

• Alternate - Axis F44 Dual Audio Input - 32

Cable Requirement

• Purple Cat6 non-plenum

• Purple Keystone

• 15ft Service loop on Camera side

• 1ft Cat6 Purple Network Patch Cable

• 6ft Cat6 Purple Network Patch Cable

V. Other Financial Considerations:

1. What are your acceptable forms of payment?

2. All billing will need to be itemized by part and by building.

VII. References

1. Please provide four local references where you have provided similar services.

VIII. Required Attachments

A. Please provide the following:

1. Familial Relationship Disclosure Form (Appendix A)

2. Affidavit of Compliance – Iran Economic Sanctions Act (Appendix B)

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3. Certificate of Liability Insurance (Appendix C)

4. Organization Chart – (Appendix D)

5. Sample Contract – (Appendix E)

6. Bid Form (Appendix F)

7. Terms and Conditions

8. W-9 Form

9. Product Guarantee

10. Bib Bond

11. Certificate of Workers’ Compensation Insurance

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Appendix A: Familial Relationship Disclosure Form

All Bidders must complete the following familial disclosure and attach this information to the bid.

By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exist between the owner or any employee of the bidder and any member of the Byron Center Public Schools Board of Education, Superintendent, School Director or Principal. Byron Center Public Schools will not accept a Proposal that does not include this sworn and notarized disclosure statement.

Disclose any familial relationship and complete the form below in its entirety:

The following are familial relationships as described above (provide employee name, family contact name, family contact position and familial relationship or NONE.)

Signature(s): Title

Name of firm:

STATE OF MICHIGAN )

) SS

COUNTY OF )

On this , 20 , before me a Notary Public in and for said county, personally appeared , agent of the said firm and who acknowledged the same to be his free act and deed as such agent.

Notary Public

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Appendix B: AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANTIONS

ACT

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized office of the below-named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Byron Center Public Schools’ (the “School District”) Request for Proposals For Security Camera System(the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economics Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contactor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By: _________________________________

Its: _________________________________

Date: _________________________________

STATE OF _________________)

)ss.

COUNTY OF________________)

This instrument was acknowledged before me on the __________ day of ___________________, 20__, by ___________________________________.

,Notary Public

______________________County, ____________

My Commission Expires: ____________________

Acting in the County of: _____________________

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Appendix C: Certificate of Liability Insurance

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Appendix D: Organization Charts

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Appendix E: Sample Contract

The School District expects each vendor to include its appropriate purchase or leasing documents in its Proposal for consideration by the School District. Submitted contractual documents of the successful vendor may be subject to negotiation, and the following terms and conditions shall be included or incorporated into any purchase or leasing document between the School District and the selected vendor. For purposes of these provisions, “Contractor” means the successful vendor; and “Agreement” means the contractual document entered into between the School District and the successful vendor.

1. Insurance. Contractor agrees that it shall maintain commercial general liability and automobile liability coverage with minimum combined single limit, bodily injury and property damage liability of not less than One Million Dollars ($1,000,000.00) per occurrence/aggregate. Contractor further agrees that it shall maintain workers’ compensation coverage with statutory limits and will also maintain employers’ liability coverage with a limit of at least Five Hundred Thousand Dollars ($500,000.00) for each accident. School District is to be included as an additional insured on both the commercial general liability. The general liability is to be issued on an occurrence-made basis. Contractor agrees to provide School District with current, valid insurance certificates evidencing required coverages under the Agreement with required policies or certificates of insurance properly endorsed to give School District at least thirty (30) days’ notice of cancellation or material reduction of insurance coverage. Insurance provided by Contractor must be placed with insurers that meet a minimum Best financial rating of A:10.

2. General Indemnification. Contractor agrees to indemnify and hold harmless and defend the School District, its Board and its Board members in their official and individual capacities, its successors, assignees, employees, contractors and agents from and against any and all claims, costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of the (i) negligent act or willful misconduct of the Contractor, its officers, directors, employees and agents; (ii) any breach of the terms of the Agreement by Contractor; or (iii) any breach of any representation or warranty by Contractor under the Agreement.

3. Governing Law. The Agreement shall be construed in accordance with, and its performance governed by, the laws of the State of Michigan.

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Appendix F: Bid Form

All bids are due by 1:00 p.m. on January 21st, 2019.

Name of Company _________________________________________________________

Address __________________________________________________________________

Specification Sheet and Description to be provided: Security Camera System:

Project Total Cost: _______________

Required Alternates:

Bus Camera System _______________

I agree to abide by all of the provisions stated in the specifications if awarded the “Access Control Upgrades” contract by Byron Center Public Schools.

Date: ___________________ Company: __________________________

Signature: _______________________________

Title: ___________________________________