Security Camera Systems

1 ROSWELL INDEPENDENT SCHOOL DISTRICT P.O. Box 1437 Roswell, New Mexico 88202-1437 General RFP Conditions RFP # 20-07 Security Camera Systems District Wide SEALED PROPOSALS will be opened in the Roswell Independent School District’s Support and Transportation Services Office, 300 N. Kentucky, Roswell, NM 88201, Room 201 on March 13, 2020 @ 2:00 p.m. ACCEPTANCE OF CONDITIONS OF RFP: NOTICE: TO BE A VALID RFP, RFP MUST BE SIGNED BELOW. The undersigned certifies that he/she has read and understood the following general conditions, and that the firm represented accepts the conditions and submits the attached RFP in full compliance with the General RFP Conditions. Name of Firm Signature of Owner, Partner, Officer of Authorized Agent (NOTE: TO BE A VALID RFP, VENDOR MUST SIGN HERE) Mailing Address of Firm E-Mail Address City, State and Zip Code Telephone Number of Firm New Mexico Bidder’s Number 2 GENERAL RFP CONDITIONS All proposals must be sealed and adequately identified on the face of

the envelope. All proposals must be received by the procurement officer on or before March 13, 2020. It is anticipated that award will be made no later than April 15, 2020. The School District reserves the right to accept or reject any or all proposals and to waive any formalities. This inquiry implies no obligation on the part of the District, nor does the District’s silence imply any acceptance or rejection of any RFP offer. No employee of the district shall have a direct financial interest in any contract with the District, nor shall an employee have a direct financial interest in the sale to the District of any land, equipment, supplies and materials or service. Any violation of this will render the contract void, unless such contract of sale is approved by the Board of Education after full disclosure. Proposals will not be opened publicly but shall be opened in the presence of the procurement officer and/or one or more District official. Proposals and modifications shall be time-stamped upon receipt and held in a secure place until the established due date. The following criminal laws of the State of New Mexico specifically prohibit bribes, gratuities and kick-backs; 30-24-1 to 30-24-3 NMSA 1978, and 30-24-2 NMSA 1978. It is understood and agreed upon that the delivery date and/or date of service after award of contract is the offeror’s best offer. In its acceptance, the School District is relying on the promised delivery date as material and basic to its acceptance. In the event the contractor fails to deliver as and when promised, the School District reserves the right to cancel its contract and offeror agrees that the School District may charge seller with any loss or expense sustained as a result of such failure to deliver as promised. In the event any service delivered hereunder is covered by any patent, copyright, trademark, or application thereof, the seller will indemnify and hold harmless the School District from any and all loses, costs, expenses, and legal fees on account of any claims, legal actions, or judgments on account of manufacture, sale or use of such service or article violation, infringement or the like, or rights under such patent, copyright, trademark or application. The School District will not be responsible for any service performed without its purchase order or contract, signed by the authorized procurement officer. The contractor shall comply with all federal, state and local laws, ordinances and regulations pertaining to work under his charge and shall bear all expenses associated with such compliance. When gross receipts and local option taxes are applicable, they should not be included in the proposal price, but should be shown as a separate amount on each billing or request for payment made under the contract. This RFP may be renewed annually for a period up to three (3) years by agreement of both parties. (The original year, plus renewal of three years, for a total of four years) Any agreement 3 resulting from this RFP may be terminated after a 30 day written notification to the operating address of either party. The Contractor agrees to comply with state laws and rules applicable to workers’ compensation benefits for its employees. If the Contractor fails to comply with the Workers’ Compensation Act and applicable rules when required to do so, this agreement may be terminated by the contracting agency. The Contractor is required to carry general liability insurance in the amount of $1,000,000.00 and shall provide the District with a Certificate of Insurance. 4 ROSWELL INDEPENDENT SCHOOL DISTRICT ROSWELL, NEW MEXICO Specifications RFP NO: 20-07 OPEN DATE: March 13, 2020 REQUEST FOR PROPOSAL SECURITY CAMERA SYSTEMS DISTRICT WIDE The Roswell Independent School District invites qualified firms to submit proposals to provide Security Camera Systems Services for the District. Interested parties should follow the formal outline as given on the following pages. Written proposals must be received by 2:00 pm local time on Friday, March 13, 2020. Proposals should be mailed to: Chris Thweatt, Purchasing Specialist Roswell Independent School District 300 North Kentucky Avenue, Room 201 Roswell, NM 88201 Fax, emailed or electronic proposals will not be accepted. Exceptions will not be made due to the fault of delivery systems. (U.S. Mail, Federal Express, etc.) All questions concerning this Request for Proposal may be directed to: Chris Thweatt, Purchasing Specialist Roswell Independent School District 300 North Kentucky Avenue, Room 201 Roswell, NM 88201 Phone: (505) 627-2528 e-mail: cthweatt@risd.k12.nm.us Roswell ISD reserves the right to reject any and/or all proposals, to award the contracts for individual services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District. mailto:cthweatt@risd.k12.nm.us 5 SELECTION SCHEDULE Schedule is subject to change at the discretion of the District. RFP Release Date: February 14, 2020 Pre-Proposal Mandatory Meeting: February 26, 2020 (see General Outline 1.1.6) Questions from Vendors Due: March 4, 2020 Responses to Vendor Questions: March 6, 2020 Submittals Due: March 13, 2020 at 2:00pm Local Time Interviews (if applicable): April 3, 2020 Successful Proposer Notified: Estimated April 15, 2020 GENERAL OUTLINE 1.1 1.1.1 - Roswell Independent Schools is requesting proposals from qualified vendors to install an integrated IP based High Definition (HD) security camera system with all the associated cabling, servers and software for the purpose of controlling and monitoring activity at schools throughout the Roswell Independent School District. The solution should be non-proprietary and adhere to industry standards. Though this RFP may potentially be used to provide a security camera system at schools within the school district, the awarding of this RFP will be based on the “best value” proposal submitted for Washington Avenue Elementary School in Roswell, NM. There is no guaranteed annual volume with this award. Note: Washington Avenue Elementary is not currently scheduled to have a security camera system installation. The school is only being used to serve as the model for evaluating and scoring proposals for this request for proposals. 1.1.2 - This system needs to be able to save, archive, and recall at least 14 days of video for all HD cameras installed. 1.1.3 - The Coverage Priorities will be: 1) Corridor coverage around bathrooms and lockers, 2) Exterior doors, 3) Interior corridors at exterior doors, 4) Interior commons areas such as cafeterias, gyms, auditoriums, etc…, 5) Parking lots and school entrances, 6) Full coverage of corridors, 7) Remainder for exterior. 1.1.4 - This system also must be designed to expand to include other schools in the Roswell Independent School District if financing becomes available; the objective being a scalable, integrated solution. Offerors shall submit a Service Maintenance Plan that discusses periodical service maintenance, inspection, and testing timelines; along with any Extended Warranty Plan, Customer Support, and Annual Maintenance Inspection. 1.1.5 - Roswell Independent Schools reserves the right to expand any resulting contract to include the development of RFP specifications for recommended upgrades and participation in construction management activities. 1.1.6 - PLEASE NOTE – There will be MANDATORY PRE-PROPOSAL at Washington Avenue Elementary School located at 408 N. Washington Ave. Roswell, NM 88201 on February 6 26, 2020 at 3:00pm local time. At this meeting, potential offerors will have an opportunity to ask detailed questions regarding this RFP and to observe the actual facilities and environment. A tour of Washington Avenue Elementary School will be provided at this time. All interested Offerors are required to be present at this meeting. Failure to attend the mandatory pre-proposal meeting shall automatically result in disqualification. No person may represent more than one vendor at this meeting. SPECIFIC REQUIREMENTS 2.1 2.1.1 - This is a “Turn Key Solution”. The offeror is responsible for all aspects of this project from purchasing and installation of all equipment needed, cabling to district standards (see attached) and power to all equipment required, up to and including POE, training of equipment when project is finished, and warranty of equipment installed. 2.1.2 – For the purpose of being able to fairly evaluate each responsive proposal, Roswell Independent Schools is requesting that qualified vendors submit a proposal to install an IP based, High Definition (HD) video security camera solution for Washington Avenue Elementary School in Roswell, NM. The school district estimates between 35 to 50 cameras for this project. Schools within the district range from an Early Learning Center to Elementary Schools to Middle Schools to High Schools. 2.1.3 - This IP based video system needs to be accessible from the current network. A central server/storage design is preferred. While the District’s existing fiber infrastructure can be used for backhaul between racks, all new cabling shall be provided by the vendor on separate physical LAN cabling to isolate it from the District’s voice and data networks. All other equipment (server, switches, storage, backup, etc.) will be provided by the vendor. System should be accessible through a secure web interface or client software and should be able to integrate with the District’s Active Directory infrastructure to provide security/access. 2.1.4 – Offerors should include some type of common area monitor and hardware to display cameras on a large screen. Costs, if applicable, should include monitor, hardware, and any software licensing on separate lines. 2.1.5 – Response time must include offeror’s acknowledgement of a reported issue (by phone call or e-mail) within one (1) hour of the issue being reported. And a maximum four (4) hour response time to get to the physical site/location with the reported issue to begin fixing/repairing the issue. Offeror must provide their guaranteed response time within the proposal. TECHNICAL REQUIREMENTS 3.1 -- General Requirements The proposed solution will: 3.1.1. - Provide full HD camera coverage of all areas as designated by priority and need. Note that camera descriptions in the 1.1.3 section are not meant to designate individual camera locations. After the award of this RFP, but prior to a security camera system project beginning, a walkthrough of the site of the security camera system will be required. 7 3.1.2. - Include the installation of all necessary switches and cabling. The camera network must be accessible through the existing LAN. If cameras need to be repositioned after installation, this will be done at the vendor’s cost. If additional cameras are needed to provide adequate coverage as described in the RFP, they will be added at the vendor’s cost. 3.1.3. - Include 2-year parts/labor warranty. TECHNICAL REQUIREMENTS 3.2 – Hardware Requirements 3.2.1 - Cameras NVR cameras must be a minimum of 3 megapixel and capable of 720p resolution at a minimum, IR illumination or low lux preferred. Any exterior cameras must be rated as such. Cameras must be H.264 or better. 3.2.2 - Server/Storage/Backup All equipment specifications will be provided to RISD personnel for review. The desired retention length is 14-30 days. All storage drives must be redundant and hot swappable. 3.2.3 - Management The solution must include remote management capability, including the ability to retrieve data from the system over a network connection. The District currently uses Video Insight software at eight (8) difference locations. 3.2.4 - Number of HD Cameras Hardware The purpose of this RFP is to provide each site with full HD camera coverage. The vendor will perform a site survey to determine the ideal locations for cameras in the proposal. General locations for camera coverage is specified by Prioritization (1.1.3). 3.2.5 - Cabling All cabling will be installed in conduit or molding where possible. All wiring will conform to local and national electrical fire code. Unshielded Category 6E or higher, plenum rated cables 23 AWG solid terminated per TIA- 568B. COORDINATION, DETAILS: Exact locations and arrangement of the data/com facilities shall be coordinated with the RISD personnel. TESTING: The entire cat. 6e wiring system shall be tested per EIA/TIA Standards to ensure that transmission rate is up to 1000 Mbps and shall be certified by the installer with test results provided to owner in electronic format. IDENTIFICATION: A. Identify system components in compliance with the applicable requirements of Electrical Identification and the following specifications: 8 B. System: Use of a unique alphanumeric designation for each cable and label the cable and the jacks, connectors, faceplates and terminals to which it connects with the same designation. Use logical and systematic designations related to the architectural arrangement of the facility. Designations should correspond to rack location, patch panel and port number (i.e. IDF-2-25 should terminate at IDF Rack-Patch Panel 2-Port 25) C. Workstation: Label cables within outlet boxes. D. Distribution Racks and Frames: Label each unit and field within that unit. E. Within Connector Fields, in Wiring Closets and Equipment Rooms: Label each connector and each discrete unit of cable-terminating and connecting hardware. F. Cables, generally label each cable within 4 inches (100 mm) of each termination and tap, where it is accessible in a cabinet or junction or outlet box, and elsewhere as indicated. G. Cable Schedule: Post at a prominent location in each wiring closet and equipment room. List incoming and outgoing cables and their designations, origins, and destinations. Protect with a rigid frame and clear plastic cover. Provide a diskette copy of final comprehensive schedules for the Project in the software and format selected by Owner. 3.3 – Financial Please provide quotes detailing your solution for Roswell Independent Schools. The quote should include all necessary hardware, cabling, and software needed to complete a full installation. The vendor is responsible for due diligence before submitting a proposal. Each cost proposal should contain a total cost for the project along with a detailed cost analysis outlining the specific cost of all hardware, software, and labor as well as individual lists and associated costs of cameras, storage and software. 3.4 – Warranty Warranty terms on the hardware and any associated software should be clearly defined and must include a parts and labor warranty to cover all components for a minimum of 2 years. 3.5 – Delivery and Installation Any delivery and installation charges should be clearly defined as separate line items. GENERAL REQUIREMENTS Proposals should be as thorough and detailed as possible so that Roswell Independent Schools may properly evaluate the capabilities of respective firms to provide the required services. At the same time, proposals should be concise (a maximum of 20 pages – documents such as the Statement of Offeror’s Understanding, General RFP Conditions, W-9, Campaign Contribution Form, Certificate of Liability Insurance, and any possible Amendments to the RFP will not be counted towards the 20 page limit) and supply the following information in the order listed. Please re-type each item with the corresponding information: 9 a. A statement of the offeror’s understanding of the work to be performed. b. Information about the offeror’s background and experience relative to this project to include history, qualifications, knowledge of installation of security camera systems and like equipment, and other pertinent information. c. A listing of five references to include: client name, detailed description of the project, and contact information to include phone number and e-mail address. Clients listed may be contacted as reference. d. The contractor must show at least three examples of work experience including projects of a similar size and complexity to include beginning date of project, estimated date of completion, actual date of completion, explanation if completion date is after estimated completion date, estimated cost, actual cost, and explanation for cost overruns. e. Information as to the size and organizational structure of the offeror’s firm. f. Cost of the Project broken down by cost of each major piece of equipment, installation costs with labor included and any other cost that may need to be part of the project in order to complete this project. g. Also, all electronic pieces of equipment need to state the Brand Name, Manufacturer Part Number, cost and for the cameras, the Resolution to the Cost Breakdown of the project. Cooperative Procurement: This procurement is being conducted on behalf of other public bodies. If authorized by the contractor, the resultant contract may be extended to any public body in the State of New Mexico in accordance with contract terms. Evaluation and Selection Each proposal will be reviewed and evaluated based on a maximum number of points for each evaluation factor, in order to evaluate each proposal fairly on the basis of the following criteria: 1. Responsiveness to the provisions of this RFP, completeness of proposal, and suitability of the proposal to fulfill the school district’s requirements – 5% of total score 2. Project design and implementation – 15% of total score 3. Overall team organization to include credentials, technical competence, and experience of individuals who will perform requested tasks, supervise such work, and ultimately be responsible for the study – 15% of total score 4. Past project experience of similar size and complexity – 15% of total score 5. Service Maintenance Plan that discusses periodical service maintenance, inspection, and testing timelines; along with any Extended Warranty Plan, Customer Support, and Annual Maintenance Inspection – 5% of total score 6. General understanding of the project, project approach and demonstrated capabilities to achieving a cost effective project that meets all project requirements – 15% of total score 7. References – 5% of total score 8. Cost – 25% of total score However, those submitting responses are cautioned that RISD may proceed with an award on the basis of information received in their original proposal without calling for additional discussions or Best and Final offers. 10 Offerors shall submit a two-part, two-volume written proposal. Each volume shall be submitted in a separate sealed envelope or package and offerors shall be instructed to clearly label each volume with the following: vendor name, address, date of submittal deadline, RFP # 20-07 Security Camera Systems District Wide, and prominently identify each as: Volume I: Technical Proposal and Volume II: Price Proposal. Five copies of the Technical Proposal are to be submitted along with one Price Proposal. TERMS OF THE CONTRACT RISD reserves the right to negotiate contract terms with the successful offeror for items/services other than those specifically stated in this RFP in the best interest of the school. Additional work of reasonable scale shall be priced consistent with proposal to allow for additions and future expansions. Additional work may include, but shall not be limited to development of bid specifications for approved renovations, design, development for preparation of bid documents, assistance with the bid solicitation process, and construction monitoring. The award of this contract allows RISD the flexibility to negotiate with the contractor/firm on any security camera and equipment project that may arise during the next four years. Procurement Terms and Conditions 1. Submit five (5) copies of the proposal in a sealed envelope, clearly marked on the outside cover Roswell ISD – RFP 20-07 Security Camera Systems District Wide, and addressed to: Chris Thweatt, Purchasing Specialist Roswell Independent School District 300 North Kentucky Avenue, Room 201 Roswell, NM 88201 2. Proposals must be received in the Support and Transportation Services Office before 2:00 p.m. local time on March 13, 2020. Proposals may not be withdrawn without written request. 3. All proposals shall be submitted in the same format as provided in the specifications. 4. The District reserves the right to reject any and/or all proposals received by reason of this request, to award the contracts for individual services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District. 5. If it is determined that there will be a shortlist of offerors, those offerors will be contacted and given information The basis for determining the firms to be interviewed, if applicable, will be the information supplied in written proposals. If an interview is required, the interview will have a value of 50 points. 6. The District will not be responsible for any expenses incurred by a firm in preparing and submitting a proposal nor travel expenses associated with an interview or presentation. 11 7. All proposals shall contain a straightforward, concise delineation of the firm’s fees and capabilities to satisfy the requirements of the request. 8. Firms submitting a proposal in response to this RFP may be required to make an oral presentation of their proposal. The presentation shall be no longer than 45 minutes with a brief question and answer period following. 9. Although RISD reserves the right to require oral presentations by any or all firms, RISD may make an award without discussion with any firm, after proposals are received. Proposals should, therefore, be submitted on the most favorable terms. 10. Questions about this proposal shall be directed to: Chris Thweatt, Purchasing Specialist, Roswell ISD, 300 Kentucky Avenue Room 201, Roswell, NM 88201, Phone (505) 627- 2528. 11. Any contractual agreement issued between RISD and the successful firm shall be guaranteed for no less than one year with an option to extend for additional one-year periods, annually renewable, with the approval of the District and the TPA. 12. Any contractual agreement may be terminated by either party at the end of the initial one- year period by written notice to this effect and sent to the other party at least 30 days prior to the end of the one-year period. 13. No information produced as a result of any agreement or contract with RISD can be released without the prior written consent of RISD. 14. The attached “W-9” and “CAMPAIGN CONTRIBUTION DISCLOSURE FORM” must be completed and submitted as part of the proposal. 12 13 14 15 16 IF MAILING YOUR BID Mail to the following address: Roswell Independent School District PO Box 1437 Support and Transportation Services Office/Suite 201 ATTN: Chris Thweatt Roswell, NM 88202-1437 IF SENDING YOUR BID UPS/FEDERAL EXPRESS, ETC. Send to the following address: Roswell Independent School District 300 N. Kentucky Support and Transportation Services Office/Suite 201 ATTN: Chris Thweatt Roswell, NM 88201 575-627-2529