RFQ Facility Physical Security Assessment and Master Planning

expired opportunity(Expired)
From: Cary(Town)
354-CPF23-15

Basic Details

started - 28 Sep, 2022 (18 months ago)

Start Date

28 Sep, 2022 (18 months ago)
due - 03 Nov, 2022 (17 months ago)

Due Date

03 Nov, 2022 (17 months ago)
Bid Notification

Type

Bid Notification
354-CPF23-15

Identifier

354-CPF23-15
Town of Cary

Customer / Agency

Town of Cary
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Template revised February 2022 TOWN Of CARY North Carolina REQUEST FOR QUALIFICATIONS RFQ #354-CPF23-15 Project Title: Facility Physical Security Assessment and Master Planning Issue Date: September 28, 2022 Due Date: November 3, 2022, at 2:00p.m. ET Issuing Department: Capital Planning & Facilities Direct all inquiries concerning this RFQ to: Matt Wetherell, Project Manager Email: matt.wetherell@townofcary.org 2 Table of Contents 1 INTRODUCTION ................................................................................................................................ 1 1.1 Purpose ...................................................................................................................................................... 1 1.2 Background ............................................................................................................................................... 1 1.3 RFQ Timeline
........................................................................................................................................... 1 1.4 Questions ................................................................................................................................................... 2 1.5 Submittal Requirements and Contact Information ................................................................ 2 1.6 Rights to Submitted Material ............................................................................................................ 2 1.7 Communications .................................................................................................................................... 3 1.8 Lobbying ..................................................................................................................................................... 3 1.9 Gifts and Favors ..................................................................................................................................... 3 1.10 Proposer Expenses .............................................................................................................................. 3 1.11 Proposer Acceptance .......................................................................................................................... 3 2 QUALIFICATIONS PACKAGE .................................................................................................... 4 2.1 Request for Qualifications Required Document Format .................................................... 4 2.2 Hourly Rates ............................................................................................................................................ 6 2.3 Qualifications Package Documents .............................................................................................. 6 3 PROPOSAL EVALUATION .......................................................................................................... 7 3.1 Evaluation Criteria ................................................................................................................................. 7 3.2 Final Selection ......................................................................................................................................... 7 3.3 Notice to Proposers .............................................................................................................................. 7 4 SCOPE OF SERVICES ................................................................................................................... 8 5 EXECUTION OF PROPOSAL .................................................................................................... 10 APPENDIX I ................................................................................................................................................ 11 APPENDIX II ............................................................................................................................................... 13 1 1 INTRODUCTION 1.1 Purpose The Town of Cary is seeking one or more qualified firm(s) with which to contract for the following services: Complete an analysis of Cary-owned and leased facilities to identify security threats and develop a long-term strategic plan to design and implement appropriate levels of physical security protection consistent to current best practices. A strategic plan shall include equipment and platform recommendations, the development of security-related policies and procedures, and a prioritized schedule of recommended security improvements at facilities. A detailed scope of services is provided in Section 4 of this solicitation. Information related to this solicitation, including any addenda, will be posted to the North Carolina Interactive Purchasing System (NC IPS) at: https://www.ips.state.nc.us/IPS/ Given the sensitive nature of this project, the Contractor shall ensure that proper data security and confidentiality procedures are followed to protect all project communications and documents. 1.2 Background Cary is a thriving municipality in the Research Triangle region of North Carolina with a population of approximately 170,000. Cary has diverse portifolio of facilities that includes general government buildings, parks and recreational facilities, water and wastewater treatement facilites, public safety facilities, and special event facilities (ampitheaters, sports stadiums and complexes). These facilities have varying level of existing physical security systems in place. Cary looks to develop a physical security strategic plan for all facilities that will improve safety for citizens, staff, and other visitors. To achieve this goal, Cary identified the need to utilize a security consulting firm that specializes in risk assessment of physical assets and the development and implementation of a comprehensive security strategic plan. 1.3 RFQ Timeline Provided below is a list of the anticipated schedule of events related to this solicitation. The Town of Cary reserves the right to modify and/or adjust this schedule to meet the needs of the project. All times shown are Eastern Time (ET): RFQ Process Date and time RFQ Advertisement Date September 28, 2022 Deadline for written questions October 12, 2022 Town Response to Questions (anticipated) October 19, 2022 Submittal Due Date and Time November 3, 2:00 p.m. https://www.ips.state.nc.us/IPS/ 2 1.4 Questions Requests for clarification and questions to this RFQ must be received by the Town not later than the date shown above in Section 1.3, entitled RFQ Timeline, for the submittal of written inquires. The Town will not entertain any further questions after the due date. All questions related to this solicitation must be submitted in writing (via email) to the following individual: Contact Name Email Address Matt Wetherell matt.wetherell@townofcary.org Indicate RFQ #354-CPF23-15 Questions in the subject of the email. Questions submitted via telephone will not be answered. The Town shall issue addenda reflecting questions and answers to this RFQ, if any, which shall be posted to the NC IPS website. No information, instruction or advice provided orally or informally by any Town personnel, whether made in response to a question or otherwise in connection with this RFQ, shall be considered authoritative or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFQ. It is important that all Respondents submitting to this RFQ periodically check the NC IPS website for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required, signed and returned. 1.5 Submittal Requirements and Contact Information Electronic responses ONLY will be accepted using the eBid button displayed on the NC IPS website. In order to submit proposals electronically, interested parties must be logged into IPS. Registration information is available at NC Electronic Vendor Portal (eVP). Proposals must be clearly marked with name of the submitting company, the RFQ number and RFQ title (i.e., Company Name 354-CPF23-15 RFQ Name). Proposers must submit one (1) electronic version, submitted as a viewable and printable Adobe Portable Document File (PDF), on or before the submittal due date and time provided in Section 1.3. Submissions that do not comply with the stated submission method will be deemed non-responsive. Cary reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Any requirements in the RFQ that cannot be met must be indicated in the proposal. Proposers must respond to the entire Request for Qualifications (RFQ). Any incomplete proposal may be eliminated from competition at the discretion of Cary. It is the responsibility of the Firm to ensure that their response arrives at the designated location specified in this Section by the due date and time specified in Section 1.3 RFQ Timeline. 1.6 Rights to Submitted Material All proposals and supporting materials, as well as correspondence relating to this RFQ, shall become the property of the Town. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the https://www.ips.state.nc.us/IPS/deptbids.aspx https://www.ips.state.nc.us/Vendor/VendorPubMain.aspx 3 Evaluation Team, as well as other Town staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the Town may reveal any trade secret materials contained in such response to all Town staff and Town officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the Town to assist in the selection process. Proposals marked entirely as confidential, proprietary, or trade secret will be considered non- responsive and will be removed from the evaluation process. 1.7 Communications All communications of any nature regarding this RFQ with any Town staff, elected Town officials, evaluation committee members are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.5 prior to the deadline provided in Section 1.3. Violation of this provision may result in the Firms proposal being removed from consideration. 1.8 Lobbying By responding to this solicitation, the Firm certifies that it has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the Town or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFQ. 1.9 Gifts and Favors Contractor shall become aware of and comply with laws related to gifts and favors, conflicts of interest and the like, including N.C.G.S. 14-234, N.C.G.S. 133-1, and N.C.G.S. 133-32. 1.10 Proposer Expenses The Town of Cary will not be responsible for any expenses incurred by any Firm in the development of a response to this Request for Qualifications or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to Town of Cary and/or its representatives. Further, the Town of Cary shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Firm even if the awarding authority for each entity has formally accepted a recommendation. 1.11 Proposer Acceptance Submission of any proposal indicates a Proposers acceptance of the conditions contained in this RFQ. The Town of Cary has the sole discretion and reserves the right to cancel this RFQ, and to reject any and all proposals, to waive any and all informalities and/or irregularities, if it is deemed to be in the Towns best interests to do so. The Town of Cary reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Firms if it is deemed in the Town of Carys best interest. Moreover, the Town of Cary reserves the right to make no selection if proposals are deemed not in the best interest of the Town of Cary. 4 2 QUALIFICATIONS PACKAGE Responses must follow the format outlined below. The Town may reject as non- responsive at its sole discretion any submittal that does not provide complete and/or adequate responses or departs in any substantial way from the required format. 2.1 Request for Qualifications Required Document Format Responses should be divided by section, listed sequentially as follows: Section 1: Cover Letter Provide an introduction letter summarizing the unique qualifications of your Firm to meet the needs of this project. This letter should be presented on the Firms official letterhead and signed by an authorized representative who has the authority to enter into a contract with the Town on behalf of the Firm. Include the name, title, address, telephone and email address of the individual who serves as the point of contact for this solicitation. Section 2: Corporate Background and Experience Include background information on the Firm and provide detailed information regarding the Firms experience with similar projects. Cary is specifically interested in seeing information on Firms experience with utility/industrial facilities, entertainment venues, and offices with and without visitor management needs. Provide a list of all similar contracts performed in the past five years, accompanied by at least five references, including contact persons, firm, telephone number and email address. Include the total amount invoiced for each listed project, the length of the project, and list of personnel involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the Firms proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects. Section 3: Financial Information 1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFQ, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFQ)). OR 2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than 5 three (3) months prior to the issuance of this RFQ, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposers stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposers financial stability. OR 3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the Firms financial information verifying the financial viability of the Firm. All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: CONFIDENTIAL DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF PROPOSAL EVALUATION. Recent shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFQ. Consolidated financial statements of the Proposers parent or related corporation/business entity will not be considered, unless: (1) the Proposers actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements; (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposers performance of the contract and the consolidated statement demonstrates the parent or related corporations/business entitys financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above. The Firms failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the Firm. Section 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the Firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFQ. A description of each task and deliverable and the schedule for accomplishing each shall be included. 6 Section 5: Team Firm, Experience and Certifications/Qualifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and facilities, and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included. 2.2 Hourly Rates This solicitation is being issued in accordance with NCGS 143-64.31, otherwise known as the Mini-Brooks Act, and therefore price cannot and will not be a determining factor in the selection of the successful contractor. One copy of the hourly rates for all proposed project personnel should be uploaded as a separate file using the same naming format described in Section 1.5. 2.3 Qualifications Package Documents This RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFQ in advance of any Contract award are incorporated herein by reference. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY. 7 3 PROPOSAL EVALUATION 3.1 Evaluation Criteria This is not a bid. There will not be a public opening. Proposals will be evaluated based solely on the following criteria: Corporate Background and Experience Firm Financial Stability Project Understanding Project Approach Team Firm, Experience, and Qualifications 3.2 Final Selection Proposals will be reviewed after opening and will be ranked in order of choice, at which point contract negotiations will begin with the most qualified firm. If negotiations are unsuccessful, the Town will then pursue negotiations with the next most qualified firm. The Town shall not be bound or in any way obligated until both parties have executed a contract. The Town also reserves the right to delay the award of a contract or to not award a contract. The general conditions and specifications of the RFQ, including the Contractors fee proposal, and/or written correspondence applicable to the RFQ, may become part of the contract documents. Failure of the awarded Contractor to perform as represented may result in contract cancellation. 3.3 Notice to Proposers It shall be the Proposers responsibility to read the Instructions, all relevant exhibits and attachments, and any other components made a part of this RFQ, and to comply with all requirements and specifications provided herein. Proposers are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFQ. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY. 8 4 SCOPE OF SERVICES Awarded Contractor shall provide services, all as set forth in this RFQ and more particularly described in this Section 4. The contractor shall conduct a security risk assessment of Cary owned and leased facilities selected by Cary and shall develop a security strategic plan. Recommendations and plans shall consider the safety and security of citizens, staff, and other visitors. The following is a preliminary scope of work that may be modified during contract negotiations with the selected consultant. Complete assessment and identification of any vulnerability issues or shortcomings with existing security equipment, systems and procedures at selected facilities. This will include but is not limited to: electronic access control systems, visitor management systems, alarm systems, video surveillance systems and server infrastructure and intercom/emergency phone communications. Review of current operations, to include current security/access platforms and organizational structure and staffing that relates to security of the physical areas included in the assessment. Making recommendations for security policies and procedures to be implemented as part of the Carys comprehensive security program. Development of a final written plan that will include but not limited to recommendations for improvements in equipment, platforms, staffing, procedures and deployment of new security systems and controls. These improvements will encompass both immediate needs and phased project planning and include detailed inventory of all equipment, expected life cycles and a replacement schedule for said equipment. The written plan shall also include a prioritized list for implementing changes to security systems, technologies, and procedures to ensure Carys current and future security and situational awareness needs are planned for. Preparation of scopes of work including installation procedures and technical specification recommendations, estimates and justifications for individual security projects at specific priority sites. Develop recommended security standards to be utilized at future facilities. Present a summary of findings and strategic plan recommendations to Cary staff and council. Below is a summary list of facilities that may be included in site assessments; this list is not exhaustive: Cary Town Hall Campus Public Works Operations Center Three Water Reclamation Facilities Cary-Apex Water Treatment Facility Nine fire stations Nine cultural, nature, senior, and community centers 9 Thirty-one parks WakeMed Soccer Park and Stadium USA Baseball Training Center and Stadium Cary Tennis Park Koka Booth Amphitheater One police substation Remote utility facilities REMAINDER OF PAGE LEFT BLANK INTENTIONALLY. 10 5 EXECUTION OF PROPOSAL By submitting this proposal, the potential contractor certifies the following: This proposal is signed by an authorized representative of the Firm. The potential contractor has read and understands the conditions set forth in this RFQ to include any addenda, and all attached exhibits and agrees to them with no exceptions. Signature: Printed Name: Title: Date: 11 APPENDIX I References Offeror must supply at least (5) five Governmental Agency or Private Company references for which physical security assessment services have been performed during the past (5) five years. Offerors are cautioned to provide accurate reference information. References will be checked during evaluation period. OFFEROR: _________________________________________________________________ CITY, STATE, ZIP: __________________________________________________________ Reference #1 Agency or Firm Name: __________________________________________________ Business Address: _____________________________________________________ City: ___________________________ State: ________ Zip Code: __________ Phone Number: (____) _______________ Fax Number: (____) _______________ Email Address: ________________________________________________________ Reference #2 Agency or Firm Name: __________________________________________________ Business Address: _____________________________________________________ City: ___________________________ State: ________ Zip Code: __________ Phone Number: (____) _______________ Fax Number: (____) _______________ Email Address: ________________________________________________________ Reference #3 Agency or Firm Name: __________________________________________________ Business Address: _____________________________________________________ City: ___________________________ State: ________ Zip Code: __________ Phone Number: (____) _______________ Fax Number: (____) _______________ Email Address: ________________________________________________________ 12 Reference #4 Agency or Firm Name: __________________________________________________ Business Address: _____________________________________________________ City: ___________________________ State: ________ Zip Code: __________ Phone Number: (____) _______________ Fax Number: (____) _______________ Email Address: ________________________________________________________ Reference #5 Agency or Firm Name: __________________________________________________ Business Address: _____________________________________________________ City: ___________________________ State: ________ Zip Code: __________ Phone Number: (____) _______________ Fax Number: (____) _______________ Email Address: ________________________________________________________ 13 APPENDIX II Hourly Rate Schedule Awarded Contractor shall perform the services to be performed as set forth in this RFQ and more particularly described in Section 5 utilizing the following hourly rate schedule below. Position Title Hourly Rate Firm Name: ____________________________________________________________ Authorized Signature: _________________________________Date_______________ Signed by: _____________________________________________________________ [Type or Print Name] Title of Signer: __________________________________________________________

316 N. ACADEMY ST. CARY, NC 27513Location

Address: 316 N. ACADEMY ST. CARY, NC 27513

Country : United StatesState : North Carolina

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