RFP Cameras.pdf

Request For Proposal (RFP) Security Camera Upgrade Project

Issued by:

Edwardsburg Public Schools (EPS)

RFP Point of Contact

Larry Hanks Technology Director

Edwardsburg Public Schools 69410 Section Street

Edwardsburg, MI 49112 Ph: 269-663-3055

Email: lhanks@goeddies.com mailto:lhanks@goeddies.com

Edwardsburg Public Schools Request for Proposal

Security Camera Upgrade Project

Sealed bids for the Edwardsburg Public Schools – Security Camera Upgrade Project, as described in the attached specifications, will be accepted until 2:00 p.m. EDT Monday, June 10, 2019 when they will be opened publicly and read aloud. Proposal will only be accepted via hard copy (no faxes or email). Proposals will not be accepted after the time specified.

Bids must be submitted on the attached bid form and be signed by the bidder. Two (2) signed copies of the bid form should be mailed with the subject “Security Camera Upgrade RFP” and addressed to the attention of:

Larry Hanks Technology Director

Edwardsburg Public Schools 27145 U.S. 12

Edwardsburg, MI 49112

The Edwardsburg Public Schools Board of Education reserves the right to accept or reject any and/or all proposals or to accept the proposal that it finds, in its sole discretion, to be in the best interest of the school district.

A copy of the RFP will be available on the Edwardsburg Public Schools website at https://www.edwardsburgpublicschools.org/bids/ by May 20, 2019. There will be a mandatory Pre-Bid meeting on May 29, 2019 at 9am EDT starting at the Administration Building at 27145

U.S. 12, Edwardsburg, MI 49112.

PROJECT LOCATION: Edwardsburg Public Schools, 69410 Section Street, Edwardsburg, MI 49112 https://www.edwardsburgpublicschools.org/bids https://www.edwardsburgpublicschools.org/bids

Background/Introduction

Edwardsburg Public Schools is wanting to upgrade its security camera system spanning the district campus among 9 buildings (5 schools, Administration, Transportation, Performing Arts Center, and Football Press Box) in two physical campus locations. Edwardsburg Public Schools is located in Edwardsburg, MI, has 5 schools, 3 support-staff buildings, and serves approximately 2,700 students.

Project Goals and Scope of Services

The main goal of the project is to replace 8 analog DVRs and the approximately 100 cameras connected to them with updated digital NVR systems and IP-based, digital cameras. Each DVR is capable of holding 16 analog cameras, though most do not hold that many. Each building is networked with the majority of uplinks between closets being at a 10Gbps link. All other links are minimum of 1Gbps. All closets are already running Cisco PoE switches.

The scope of services EPS expects the awarded bidder to cover are installing the NVR/server, configuring frames per second and related rates for saving recorded videos and images, wiring and mounting of cameras (including proper seals in external locations for weather conditions), testing and certifying wiring runs, properly labeling all network runs at the network closet and wall plate, aiming cameras, setting up motion detection areas for each camera, and connecting the cameras to the NVR/Server.

The scope of services EPS will provide will be to create internal VLANs for necessary cameras, assigning VLANs to switch ports that the awarded bidder requests as a need for cameras, providing access to areas required for awarded bidder to install the system (this includes mutually agreed upon “after-hours” times, as well as typical “business hours”).

With the exception of the scope of services that EPS will provide, this project has the expectation that the awarded bidder will provide a “turn-key” solution.

Anticipated Selection Schedule

The anticipated selection schedule will be as follows:

● EPS posts this RFP on May 20, 2019

● The post will be publicly available on the EPS website

(www.edwardsburgpublicschools.org)

● Mandatory Pre-Bid Meeting on May 29, 2019 at 9am EDT at the EPS Administration

Building located at 27145 US 12, Edwardsburg, MI 49112 where maps and physical access to the locations will be provided

● Bidders will have until June 10, 2019 at 2pm EDT to submit proposals

● Proposals must be sealed when submitted http://www.edwardsburgpublicschools.org/

● EPS will award a bidder to the project on June 24, 2019 at the Board of Education Meeting

○ Should any unknown issues occur which could push back this selection date then all bidders will be notified via email

○ All bids will be opened at 2pm EDT on June 10, 2019 at the Admin Building of

EPS

Time and Place of Submission of Proposals

Proposals may be submitted any time after May 29, 2019 until a deadline of June 10, 2019 at 2pm EDT at the EPS Administration Building located at 27145 US 12, Edwardsburg, MI 49112.

Proposals will only be accepted in a sealed envelope delivered either in person, or certified delivery. All fees, licenses, warranties, shipping, labor, and all other necessary costs must be included in the proposal. Should any materials need to be submitted digitally then they must be enclosed in the sealed envelope in either a CD-ROM, DVD-ROM, or flash drive. All bidder proposals will be opened publicly and read aloud at the end of the bidding window. EPS will not respond to any questions before the walkthrough on May 29, 2019. Please bring all questions to the walkthrough to be answered. Any questions that may develop after the walkthrough must be emailed to lhanks@goeddies.com (Larry Hanks). All questions must be sent via email.

Phone calls, voicemails, or faxes will not be responded to. Any questions sent after the walkthrough will be responded by email with a copy of the question and answer sent to all attendees of the pre-bid meeting in order to maintain a fair working practice among all.

Proposals that differ slightly from the original need of the EPS RFP will be accepted but they must include detailed explanations of what has changed and why.

Timeline

The following timeline is the estimated and anticipated expectation for the installation of all cameras, servers, wiring, and all necessary components in order to make the system functional and cosmetically cleaned up. While EPS intends to have the project completed by September 1, 2019, we are open to negotiation to the right candidate:

● Awarded Bidder will be selected on June 24, 2019

● Installation of equipment may begin on June 25, 2019 after final Board of Education approval on June 24, 2019 (EPS understands that the awarded bidder may need time to order and ship necessary equipment for the project)

○ EHS, EMS, and EIS are the priority timeline locations- meaning these locations will have the hardest time getting access to during business hours as summer closes and will need to be cosmetically cleaned up by August 30, 2019

● Server needs to be powered on and located at EPS by July 22, 2019 in order to give the system 48 continuous hours on to check for any potential immediate hardware failures mailto:lhanks@goeddies.com

Elements of Proposal

● Completed forms:

○ Familial Relationship Disclosure

○ Iran Economic Sanctions Act

○ Bid Bond

● Proposals will only be accepted within a sealed envelope either in person or certified delivery

● All fees, licenses, warranties, shipping, labor, and all other necessary costs must be included in the proposal

● All components must show individual, item price with installation in the event that quantities of any material needs to be changed

● Should any materials need to be submitted digitally then they must be enclosed in the sealed envelope in either a CD-ROM, DVD-ROM, or flash drive

● Appliance-type Server System from ExacqVision

● Replacement of all cameras with digital, IP-based cameras- quantities and locations provided on maps (exterior vs. interior)

● Proposed installation timeline and explanation

● 3 Customer references from previous security camera installations within the last 5 years

● 1 year warranty and licensing of all components of installation

○ Optional 3 year warranty and licensing of all components of installation

● Optional: EPS is open to cloud-based storage or administration but this is not a requirement. If cloud-based storage or controlling is included then it must be detailed on how it will be utilized and why.

● Optional: Should bidders find any cameras are not recommended to be upgraded to new digital, IP cameras then an analog-to-IP converter should be listed and explained how and where it will be utilized in order to maintain all cameras being accessible from within the same system

Evaluation Criteria

● Gold or Platinum Partners for camera hardware is required and must be documented

● Exacq Certified (preferably Enterprise) is required and must be documented

● Cabling must be certified and able to provide warranty

● Results of wiring certification must be provided at end of project

● Cabling must be labeled at network rack and wall plate

● Bidder must be within 50 miles radius of Edwardsburg Public Schools in order to provide

“local” support

● Must attend district walk-through for viewing of cameras and network on May 29, 2019 at 9am EDT at the EPS Administration Building located at 27145 US 12, Edwardsburg, MI 49112

● Site must be returned to original condition after installation is completed

EPS will be the sole judge of the responsiveness, appropriateness, and completeness of any and all proposals. EPS reserves the right to;

● reject any or all proposals and discontinue this RFP process without obligation or liability to any potential contractor;

● accept other than the lowest-priced offer;

● award a contract on the basis of initial offers received, without discussion or requests for best and final offers;

● adjust quantities of items based on their single-unit price, installed;

● award to the Bidder whose proposal, in the sole judgment and discretion of EPS, best serves the needs and interests of EPS;

● retain all proposals submitted as property of EPS;

● Consider proposals valid for 180 days from the proposal submission deadline.

EPS expressly reserves the right to accept or reject any or all proposals.

Proposal Checklist

Having read the specifications for the project, and having inspected the project site and verified the field conditions affecting and governing construction conditions, the undersigned hereby proposes to furnish all labor and materials to perform the specified work.

BIDDERS NAME: _______________________________________________________

LEGAL ADDRESS: ______________________________________________________

TELEPHONE: (_______) __________________

FAX NUMBER: (_______) __________________

Contact Person: _____________________________________

Bid price (All required items) . . . $____________________

Bid price with all required items and OPTION of analog-to-IP converters. . .

Additional price for OPTIONAL 3 year warranty. . . $____________________

The following items are attached to this bid:

_____ Familial Relationship Disclosure _____ Iran Economic Sanctions Act Certification _____ 3 References _____ Bid Bond _____ All fees, licenses, warranties, shipping, labor, and all other necessary costs included _____ Itemized pricing for each individual unit, installed _____ Vender certification and/or partner documentation _____ Make and Model of Appliance-type Server System from ExacqVision _____ Make and Model of Digital, IP-based cameras- quantities and locations on provided maps (interior vs exterior) _____ Proposed installation timeline and explanation _____ 1 Year warranty and licensing _____ OPTIONAL: 3 year warranty and licensing _____ OPTIONAL: Cloud-based storage explanation and implementation details _____ OPTIONAL: Analog-to-IP converter explanation and implementation details

Signer below is an Officer or Director and is authorized to obligate the company in contractual agreements.

AUTHORIZED SIGNITURE______________________________________________________

PRINTED NAME AND TITLE____________________________________________________

DATE____________________________________

Familial Relationship Disclosure

I/We, the undersigned, HAVE NO FAMILIAL RELATIONSHIP with the Superintendent or any member of the Board of Education of the EDWARDSBURG PUBLIC SCHOOLS

OR

I/We have included the following list disclosing any familial relationships that exist between the owners or any employee of the vendor and any member of the school board and/or superintendent.

I/We understand that NOT completing this sworn, signed, and notarized statement and including it with our proposal will make our proposal incomplete and void.

Vendor By Title Date

Subscribed and sworn to before me this ___________ day of _______________________ Notary Public, _______________________________ County, ____________ State.

My commission expires: ______________________________________

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

I, __________________________ of ____________ ______________, am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid for the provision of providing safety and security film for Edwardsburg Public Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. ("Act"). I am fully aware that the school district will rely on my representations in evaluating bids. I certify that Bidder is not an Iran-linked business, as that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

_________________________________________ (signature) _________________________________________ (printed) _________________________________________ (date)

Bidder’s Name:

References List references for similar services provide for at least three (3) clients in the past five (5) years.

Organization Name:

Contact Name:

Phone:

Email:

Project/Description:

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