VERKADA EQUIPMENT AND SUPPLIES.pdf

VERKADA EQUIPMENT AND SUPPLIES

IFB #: CONTR-0000000025 Page 1

CONTRA COSTA COUNTY

INVITATION FOR BID (IFB)

FOR

IFB #: CONTR-0000000025

Release Date: August 14, 2025

Bid Due Date: September 25, 2025, no later than 3:00 P.M. PDT

CONTRA COSTA COUNTY

PURCHASING SERVICES

JAMES KASEY

SR. BUYER

40 MUIR ROAD

MARTINEZ, CALIFORNIA 94553

IFB #: CONTR-0000000025 Page 2

General Information

Contra Costa County is seeking to establish agreements with qualified vendors for the supply and delivery of Verkada equipment and supplies on an as needed basis.

This IFB is intended to secure competitive pricing and ensure availability of the full range of Verkada products through authorized dealers for the duration of the contract.

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The items listed in the pricing schedule and the photo below are representative examples of Verkada parts and equipment purchased previously by the County. These examples are provied soley for bid evaluation purposes and do not indicate or guarantee any future purchases, quantities, or order frequency. This solicitation does not include any services such as installation, configuration, programming or training.

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Table of Contents

Page

Section I: Introduction

Section II: Instruction to Proposers

Section III: Scope of Work

Section IV: Evaluation and Selection Process

Section V: Billing and Invoicing

Exhibits Attachments

• Exhibit A – Statement of Experience • Attachment A – Addenda

Acknowledgement

• Exhibit B – Bid Price • Attachment B – CCC General

Conditions

• Exhibit C – Customer References

• Exhibit D – Anti-Collusion Statement

• Exhibit E – CCC Business Opportunity

Registration

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Section I: Introduction

A. Purpose The purpose of this Invitation for Bid (IFB) is to establish and award to one or more authorized Verkada dealer(s) for the supply and delivery of Verkada parts and equipment on an as-needed basis. This solicitation is strictly limited to the procurement of parts and equipment only and expressly excludes the provision of any services, including, without limitation, installation, configuration, programming, maintenance or training.

The County makes no commitment, representation or guarantee regarding the purchase of any specific products, quantities, or dollar amounts under any resulting award. No minimum or maximum purchase is implied or shall be construed. Orders, if any, will be placed solely at the discretion of the County on an as-needed basis, during the contract term, with any awarded vendor(s).

The pricing schedule included in this IFB contains a list of sample items for pricing evaluation purposes only. These sample items are provided solely as representative examples of parts and equipment previously purchased by the County and shall not be interpreted as a commitment, promise, or guarantee of future purchases. The intent of this solicitation is to obtain a fixed percentage discount from the current manufacturer’s published list prices applicable to all Verkada products in the manufacturer’s catalog, including any new products released during the contract term, as updated by the manufacturer from time to time. The County reserves the right to award multiple vendors whose bids are determined to be in the best interest of the County.

B. Background Contra Costa County Public Works Building Maintenance provides maintenance and repair for buildings and facilities, both owned and leased; manages small construction and office landscape partitioning furniture (OLP) projects; designs, installs, and maintains security, fire, and life safety systems; manages locks and hardware security systems, paving and a variety of other facility improvements; and maintains traffic signals for the County and 12 contract cities.

C. Calendar of Events

IFB release date

August 14, 2025

Last day to submit written questions

September 8, 2025, no later than 3:00 P.M. PST

Bid due date

September 25, 2025, no later than 3:00 P.M. PST

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D. Registration

Firms must be registered with the County. See Exhibit E attached.

E. Questions

All questions regarding the proposal will be accepted through the BidNet site only. The deadline for submitting questions for this IFB is on or before September 6, 2025, no later than 3:00 P.M. PST. All questions will be answered and disseminated to those registered on the BidNet website. Contact customer service if you need technical assistance with any part of the bid process; support@bidnet.com or call (800) 835-4603.

F. Local Preference For supplies, materials or equipment in excess of $25,000 and solicited through a competitive bid process, the purchasing agent in evaluating the bid or price for such supplies, materials and/or equipment will determine if the lowest responsible vendor is a local vendor, as defined in this section and, if so, the contract will be awarded to the local vendor. If the low bid is not a local vendor, any responsive local vendor who submitted a bid which was within seven (7) percent of the lowest responsive bid as determined by the purchasing agent will have the option of submitting a new bid within forty-eight (48) hours (not including weekends or holidays) of the County’s delivery of notification. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If no new bids are received, the contract will be awarded to the original low bidder.

1. For the purpose of this procedure, a local vendor means any person or business which:

a. Has its principal place of business located in Contra Costa County for at least six (6) months immediately prior to the issuance of the request for competitive bids by the purchasing agent

b. Has a business license, if required, issued by Contra Costa County or located in Contra Costa County

c. Any vendor claiming to be a local vendor as defined above must submit with its bid, a statement containing relevant information which demonstrates its status as a local vendor

d. Any person or business falsely claiming to be a local vendor under this section will be ineligible to conduct business with Contra Costa County for a period of not less than three (3) months, and not more than twenty-four (24) months as determined by the purchasing agent

e. This section does not apply to contracts required by state or federal statues or regulations. Contracts funded in whole or in part by the Federal government are exempt from local preference

f. Ordinance Code reference: 1108-2.407 – Procedure – Local Bid Preference.

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Section II: Instructions to Bidders

A. Format All bidders are required to submit the following documents completed and signed where necessary.

a. Cover Letter – Signed by an authorized representative of the company

b. Statement of Experience – See Exhibit A

c. Bid Price – See Exhibit B

d. Customer References – See Exhibit C

e. Anti-Collusion Statement – See Exhibit D

f. Contra Costa County Business Opportunity Registration Form – See Exhibit E

g. Addenda Acknowledgement – See Attachment A

h. Federal, State, and local permits and licenses

i. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this IFB MUST be submitted electronically through the BidNet web site –

NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References

Respondents shall provide a minimum of three (3) references. Please see Exhibit C.

D. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date.

E. Proposal Expenses

Respondents shall be fully responsible for all costs incurred in the development and submission of this IFB.

F. Proposer Responsibility

The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this IFB. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this IFB.

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G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the IFB specifications or requirements, the Respondent shall notify the County in writing through the BidNet website. The County will send written instructions or addenda to all participants in the IFB process. The County shall not be responsible for oral interpretations.

H. Reservation

The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

• To reject any and all proposals without indicating any reasons for such rejection

• Terminate this IFB and issue a new Request for Proposals anytime thereafter

• Extend any or all deadlines specified in the IFB, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the IFB

• Procure any services specified in the IFB by other means

• Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County

• Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County

• Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible

I. Truth and Accuracy of Representation

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment

The Contract binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under the Contract, or before the Contractor may assign the Contract or monies due or to become due, by operation of law or otherwise.

K. Addenda

No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet website.

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L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A.

M. Non-Collusion

By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest.

Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

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Section III: Scope of Service

1. Contract Overview:

The County seeks to establish contracts with one or more authorized Verkada dealers for the supply and delivery of Verkada parts and equipment on an as-needed basis. Contracts resulting from this solicitation will cover a full range of Verkada products listed in the manufacturer’s current published catalog, including any new products introduced during the contract term.

2. Authorized Dealer Requirement:

Bidders must be an authorized Verkada dealer or reseller at the time of the bid submission and shall maintain authorized status for the duration of the contract. Proof of authorized dealer status must be submitted upon request.

3. Contract Term and Renewal

The term of the contract awarded as a result of this Invitation for Bid shall be for a period of five (5) years, commencing on the effective date of the agreement executed by the County.

The County reserves the right to terminate the contract, in whole or in part, at any time, with or without cause, upon thirty (30) calendar days’ written notice to the Contractor.

All renewals shall be contingent upon the Contractor’s satisfactory performance, continued authorization as a Verkada dealer, and the availability of funds.

4. Scope Limitation

This solicitation is strictly for the purchase of Verkada parts and equipment only. It expressly excludes the provision of any services, including but not limited to installation, configuration, programming, maintenance, troubleshooting, repair, or training.

5. Pricing Structure

Bidders shall provide a single fixed percentage discount from the current manufacturer’s published list price (MSRP) for all items in the Verkada catalog. The discount shall remain firm for the entire contract term and shall apply to all products, including newly released items, unless otherwise approved in writing by the County. If manufacturer pricing controls or policies limit the discount that can be offered, bidders shall provide the maximum discount allowable under their dealer agreement and shall clearly identify any such limitations in their bid response.

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6. Price Match / Most Favored Customer Clause

The awarded vendor(s) agrees that the County shall receive pricing that is at least equal to or better than the vendor’s lowest pricing offered to any other governmental or non-governmental customer for the same Verkada product(s) under comparable terms and conditions. The County’s determination of comparability shall be final.

If, during the term of the contract, the County obtains a bona fide written quotation or offer from any authorized Verkada dealer for an identical product at a lower delivered price, the awarded vendor(s) shall have the option to match or beat the lower price. Should the awarded vendor(s) decline to meet or beat the lower price, the County reserves the right to purchase the product from the alternative source without penalty, liability, or breach of contract.

This provision shall apply to all purchases under the resulting contract(s), regardless of quantity, for the duration of the contract term.

7. Ordering and Quantities

All orders will be placed on an as-needed basis, at the sole discretion of the County. No commitment, representation, or guarantee is made regarding the purchase of any specific products, quantities, or dollar amounts under the resulting contract(s). No minimum or maximum purchase is implied or shall be construed.

8. Sample Items for Evaluation

Exhibit B provided in this IFB contains a list of sample parts and equipment for evaluation purposes only. These items are solely representative of past purchases by the County and shall not be interpreted as a commitment, promise, or guarantee of future purchases.

9. Delivery Requirements

All items shall be new, in original manufacturer packaging, and delivered F.O.B. destination to County-designated facilities.

10. Right to Add or Remove Items

The County reserves the right to add or remove Verkada products or related accessories from the scope of the contract at any time during the contract term without penalty or adjustment to the awarded discount percentage.

11. Compliance with Laws and Policies

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All products delivered under the resulting contract(s) must comply with all applicable federal, state, and local laws, regulations, and codes, as well as any applicable County information security policies in effect at the time of purchase.

Section IV: Evaluation and Selection Criteria

A. Selection Process

Each bid will be independently evaluated for completeness by staff and will be reviewed and scored based on the following criteria:

• Percentage discount (or markup) from the manufacturer’s current published list price, applied to the full Verkada catalog, and verification of sample item pricing. This will be the primary factor in determining the lowest bid.

• Total bid amount for sample items, including tax, delivery, destination, and any other ancillary charges.

• Thoroughness of compliance with itemized bid specifications

• Evaluation of alternate submittals of equal to or better products

• Bidder qualifications

• The selection will be made to the lowest responsive and responsible bidder who meets the requirements of these specifications, terms, and conditions herein

• After evaluating all bid submittals, the lowest qualified bidder(s) will be determined

The County reserves the right to make multiple awards to the lowest responsive and responsible bidders meeting all requirements of these specifications, terms, and conditions.

Orders may be placed with any awarded vendor at the County’s discretion, including the use of the Price Match / Most Favored Customer provision contained in the Scope of Work.

B. Tie Bids

In the event that an identical price is received from two or more responsive and responsible bidders, the County may re-advertise for bids, or the successful bidder may be determined by the casting of lots with the tie bidders in public at a date and time set by County’s Purchasing Manager.

C. Proposals are Public Records

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California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County.

D. Protests

1. Protest Policy Any bidder or proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or designee. The protest shall be submitted in writing to the Purchasing Agent or designee, within five (5) business days after such an aggrieved person or company knows or should have known of the facts giving rise thereto.

Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the attention of:

Cindy Shehorn, Purchasing Services Manager Contra Costa County Public Works Department 40 Muir Road, 2nd Floor Martinez CA, 94553

E. Disposition of Bids

1. Upon bid opening, all documents submitted in response to this IFB becomes the property of the County and will be regarded as public records under the California Public Records Act (Government Code Section 6250) and subject to review by the public.

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Selection V: Billing and Payment

A. Payment Terms Contractor shall submit a correct and complete invoice(s) to the County after the County accepted the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice.

B. Bid Pricing

Bidders shall provide a fixed percentage discount from the manufacturer’s current published list price for all Verkada parts and equipment available in the manufacturer’s catalog. If manufacturer pricing controls or policies apply, bidders shall provide the maximum discount allowable under their authorized dealer agreement and clearly stat any such limitations in their bid.

C. Extension of Price In the case of error in the extension of process in the bid, the unit price will govern. In a lot bid, the lot price will govern.

D. Delivery

All shipments shall be FOB destination to the location provided upon award.

E. Sales Tax

Contra Costa County is not exempt from paying sales tax. Therefore, the bidder should itemize sales tax on Exhibit B.

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Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________

Business Name: __________________________________________ Phone #: _____________________

Address: _____________________________________________________________________________

City: __________________________________________________ State: ________ ZIP: _____________

Federal Tax ID #: ____________________________ Business License #: ___________________________

Business Status:

_____Non Profit Corporation

_____Corporation State of Incorporation:_____________________

_____General Partnership

_____Limited Partnership

_____Sole Proprietorship

Other: __________________________

Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________

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Number of years in business under present business name: ____________________________________

Other Business Name(s): ________________________________________________________________

Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________

Number of years of experience in providing required, equivalent, or related projects: _______________

SECTION D____________________________________________________________________________

Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name

1 - __________________________________________________________________________________

2 - __________________________________________________________________________________

3 - __________________________________________________________________________________

4 - __________________________________________________________________________________

5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________

Have you, or your agency failed or refused to complete a contract? _____ YES ______ No

If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________

Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________

Is your firm a State of California registered small business? ______Yes ______No

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SECTION H____________________________________________________________________________

Is your firm local Business? ______Yes ______No

SECTION I_____________________________________________________________________________

Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________

Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): _____________________

SECTION K____________________________________________________________________________

License Provisions

Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____

Reason ________________________________

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SECTION L____________________________________________________________________________

List the names and titles of the key personnel who would be assigned to the Project.

Name Classification

SECTION M____________________________________________________________________________

List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N____________________________________________________________________________

Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false

IFB #: CONTR-0000000025 Page 19 statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Bid Price

Bidders shall indicate the fixed percentage discount (or markup) applicable to the current manufacturer’s published list price for all Verkada parts and equipment in the manufacturer’s catalog. This discount (or markup) shall apply to all catalog items, including newly released products, for the duration of the contract.

Discount (-) /Markup (+) % ____________________________________

Applies to Full Manufacturer Catalog

Item # Description Quantity Cost per Unit Extended Cost

1 CD52 INDOOR 5MP DOME 60 DAYS

RETENTION

2 CD52-E OUTDOOR 5MP DOME 60 DAYS

RETENTION

3 CD63 INDOOR 4K DOME 60 DAYS

RETENTION

4 CD63-E OUTDOOR 4K DOME 60 DAYS

RETENTION

5 CB62-E OUTDOOR 4K BULLET 60 DAYS

RETENTION

6 CB52-E OUTDOOR 5MP BULLET 60 DAYS

RETENTION

7 CH52-E 4X MULTI-SENSOR 20MP

CAMERA 60 DAYS RETENTION

8 CY53-E 2X MULTI-SENSOR 10MP

CAMERA 60 DAYS RETENTION

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9 CP63-E 4K PTZ CAMERA 60 DAYS

RETENTION

10 CF83-E INDOOR/OUTDOOR FISHEYE

12.5 MP CAMERA 60 DAYS RETENTION

11 ACC-MNT-LBRAC-1 L-BRACKET MOUNT 1

12 ACC-MNT-ARM-1 ARM MOUNT 1

I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated.

SIGNATURE: _________________________________________________

Name:________________________________________________________

Company: _____________________________________________________

Address: ______________________________________________________

Telephone:_____________________________________________________

Date: _________________________________________________________

Email: ________________________________________________________

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Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

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Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE

REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING

SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE

AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

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TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Place Holder

See Attached

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Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Addendum #1: _________________ Addendum #3: _____________________

Addendum #2: _________________ Addendum #4: _____________________

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

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Attachment B: CCC General Conditions

Place Holder

See Attached

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The items listed in the pricing schedule and the photo below are representative examples of Verkada parts and equipment purchased previously by the County. These examples are provied soley for bid evaluation purposes and do not indicate or guarantee ...