Security Camera System for Rawlings Library

RFP# 7-2022 Rawlings Security Camera System Page 1 of 10 REQUEST FOR PROPOSAL Security Camera System for Rawlings Library REQUEST FOR PROPOSAL DATE: September 02, 2022 PROPOSALS DUE NLT: October 7th, 2022 RFP # 7-2022 RFP# 7-2022 Rawlings Security Camera System Page 2 of 10 1. General Information: A. Overview: The Pueblo City-County Library District, herein after (PCCLD) is soliciting proposals from qualified vendors via this Request for Proposal (RFP) for security cameras, warranties, and additional related services as described in section 8: Scope of Work/Specifications. The cameras are to be installed at the Rawlings Library, 100 E. Abriendo, Pueblo CO. The Rawlings Library is a 110,000 sq. ft. building currently undergoing significant renovation. B. RFP Schedule: RFP issued: September 02, 2022 Questions Due by 3:00 pm: September 23, 2022 Proposals due by 3:00 pm: October 07, 2022 Anticipated Contract Award Date October 28, 2022 Anticipated installation November, 2022 C. RFP

Submittal: Proposals are to be submitted via email, clearly identified with the RFP number and RFP title plus the word Submittal or "Proposal" in the email subject field, with all attachments, no later than 3:00 pm local time on October 7th 2022 to: Keith Beam, CFO Pueblo City-County Library District Email: keith.beam@pueblolibrary.org Submittals without this subject identification may be considered routine emails and may not be properly addressed. Each complete proposal should include a scanned copy of the signed original with all required attachments. All proposals are to be created using a recent version of Microsoft Office Word and/or pdf file. Proposals received after the above required date and time will be received but will not be considered and will be rejected for lateness. D. All proposals submitted will become property of the PCCLD and will be considered a public document under applicable Colorado State law. E. Points of Contact: Questions and requests for clarification regarding this RFP are to be submitted via email, clearly identified with the RFP number and RFP title plus the word Questions or "Clarifications" in the email subject field, with all attachments must be received no later than 3:00 pm local time on September 23rd 2022 to: Pueblo City-County Library District ATTN: Mark Gonzales, Interim Director IT Email: mark.gonzales@pueblolibrary.org Questions and requests for clarifications sent via email, must contain the RFP number, Title, and the words question and/or clarification in the subject area of the email. Questions and requests without this subject identification may be considered routine emails and may not get properly addressed. mailto:keith.beam@pueblolibrary.org RFP# 7-2022 Rawlings Security Camera System Page 3 of 10 All questions and requests for clarification will be responded to on PCCLDs web site http://www.pueblolibrary.org/about/requests (click on request for bids) to all respondents by September 30th, 2022 Any responses by the PCCLD that are considered to be a change in the terms, conditions, and specifications of this RFP will be posted on the web site as an addendum. No communications of any kind may be considered a change to the terms, conditions, and specifications in this RFP unless posted as an official addendum on the web site. Communication from any other source, other than the above, should be considered as invalid with regard to this RFP. 2. General Terms & Conditions: A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein. B. Tax Exemption: PCCLD, as a local government entity, is exempt from sales and use taxes. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of PCCLD. Following the contract award, an exemption certificate will be furnished by PCCLD if the vendor requests. C. Expenses: PCCLD assumes no liability for payment of expenses incurred by vendors in the preparation and submission of proposals in response to this invitation. D. Non-Discrimination: The vendor agrees not to refuse to hire, discharge, promote, or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. E. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful vendor and PCCLD. Further, the place of performance and transaction of business shall be deemed to be in the County of Pueblo, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be Pueblo County in the State of Colorado. F. Confidentiality: Proposal submitted to PCCLD for consideration shall be subject to Colorado Open Record Law, Section 24-72-201, et seq., C.R.S., after award is made. G. Termination of Contract: PCCLD may, by written notice to the successful vendor, terminate the contract if the vendor has failed to perform its service in a manner satisfactory to PCCLD per specifications defined in the contract and/or RFP. The date of termination shall be stated in the notice. PCCLD may cancel the contract upon thirty days written notice for any reason other than cause. RFP# 7-2022 Rawlings Security Camera System Page 4 of 10 This may include, but is not limited to PCCLDs inability to continue with the contract due to the elimination or reduction in funding. H. Non-Appropriation: PCCLD presently intends to carry out and perform all of the terms and conditions of an awarded contract, and reasonably believes that funds in amounts sufficient to pay all amounts payable hereunder can legally be provided and made available for that purpose, and PCCLD shall include in its annual budget request amounts sufficient to pay all sums payable pursuant to an awarded contract. Notwithstanding the foregoing, the parties hereto recognize that it is possible that in any given fiscal year of the PCCLD funds might not be available. PCCLD shall have the right to cancel any awarded contract at the end of any calendar year during the term hereof that governmental funding from Pueblo County, Colorado is not granted for the subsequent calendar year. PCCLD shall advise vendor of its intention to cancel the awarded contract due to lack of funds on or before the end of any such calendar year and submit therewith to vendor satisfactory evidence showing PCCLDs inability to obtain the required revenues for the coming calendar year. Upon such cancellation PCCLD shall be released from all further liability under any awarded contract. The right granted to PCCLD by this provision may only be exercised for the express reason stated and for no other reason. I. Confidentiality of Information: The vendor acknowledges that the vendor will, or may, be making use of, acquiring or adding to information about certain matters and things which are confidential to PCCLD and which information is the exclusive property of PCCLD, including, but not limited to: Internal personnel and financial information, vendor names and other vendor information (including vendor characteristics, services and agreements), purchasing and internal cost information, internal services and operational manuals, and the manner and methods of conducting PCCLDs business. 3. Proposal Preparation: A. Exceptions and Deviations: Any exceptions to or deviations from these Terms & Conditions must be identified, in writing, on an attachment to the proposal submission. PCCLD reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by the vendor. B. Substantive Proposals: By submitting a proposal, the vendor guarantees that (1) its proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation; (2) it has not directly or indirectly induced or solicited any other respondent to put in a false or sham bid; (3) it has not solicited or induced any other person, firm, or corporation from proposing; and (d) it has not sought by collusion to obtain for itself any advantage over any other vendor or over PCCLD. C. Minimum Qualifications: To be considered for selection, vendors must meet at least the following minimum qualifications: RFP# 7-2022 Rawlings Security Camera System Page 5 of 10 (1) Established Business. Vendor must have been engaged for ten years of business prior to the release date of this RFP. (2) Customer Satisfaction, Financial Resources and Ability to Perform. Vendor must be able to show proof that they have an established satisfactory record and have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services to be performed per this RFP. (3) Legal Compliance. Vendor must be in compliance with all applicable laws, rules, regulations, and ordinances of the City of Pueblo, the State of Colorado and the United States. (4) Insurance: The vendor shall not commence work until it has procured, maintains, and provides proof of the policies of insurances and liabilities listed below. The vendor will not be relieved of any liability, claims, or other obligations in conjunction with the signed agreement with the Library by reason of its failure to procure or maintain the necessary insurance and liabilities. Failure on the part of the vendor to obtain such insurance and liabilities prior to, and during the term of the contact, will constitute a breach of contract in which the Library has the right and may immediately terminate the signed agreement. The Library reserves the right to request and receive a copy of any policy related to services provided to the Library. (a) Commercial General Liability: The vendor shall secure and maintain, during the term of agreed contract and for such additional time for service being performed, Commercial General Liability Insurance issued to and covering the liability of the vendor with respect to all work performed by vendor and its third-party vendors under the contract, to be written on a comprehensive policy form. This insurance shall be written in amounts not less than $1 million for each occurrence and aggregate for personal injury including death and bodily injury and $1 million for each occurrence and aggregate for property damage. This policy of insurance shall name the Pueblo City-County Library District, its agents, officers and employees as additional insured. This policy shall have all necessary endorsements to provide coverage without exclusion for explosion and collapse hazards, underground property damage hazard, blanket contractual coverages, as well as Owners and vendors Protective Liability (OCP) coverage. The policy shall also provide coverage for contractual liability assumed by vendor under the provisions of the contract and Completed Operations and Projects Liability coverage. (b) Workers Compensation Insurance: The vendor shall procure and maintain Workers Compensation Insurance, fully complying with the provisions of the Workers Compensation Act of the State of Colorado, during the period of this contract and for such additional time as work on this project is being performed RFP# 7-2022 Rawlings Security Camera System Page 6 of 10 D. Submission Information and Documents: The following information and documents shall be included in the proposal submission: (1) Name of company, address, telephone number, facsimile number, email address, website URL, and contact persons name. (2) Vendor awarded the contract must submit a completed and signed IRS Form W9 to PCCLD before contract begins. E. Signatures: The proposal must be submitted in ink, signed by an officer or person qualified to bind the proposing company. F. Withdrawal of Proposal: A Vendor may withdraw its own proposal at any time prior to the proposal due date and time as identified herein. After that date and time, no vendor may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date. 4. Selection: A. Vendor Selection: No proposal will be considered unless it is complete. All proposals submitted will be first screened to determine minimum vendor qualifications as outlined in this RFP. The proposals will be ranked, based on total cost and the ability of the proposing vendor to provide the required services effectively. Proposals that do not meet these minimum requirements will automatically be rejected and shall not undergo further evaluation. B. Right of Acceptance and Rejection: PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal, but will select the proposal that represents the best value for PCCLD. C. Negotiation: Subsequent to the Proposal due date, PCCLD reserves the right to negotiate terms and conditions with vendors. PCCLD reserves the right to negotiate modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors. 5. Key Personnel: PCCLD prefers a single account relationship manager. In the vendors proposal, list names, titles and locations of the primary and backup employees who will be assigned to PCCLDs account. Also include certifications, education, experience and qualifications of personnel. The vendor must establish one person to serve as project manager and liaison to the PCCLD project manager. PCCLD looks to the vendor to inform the needs of the project, maintain a cohesive schedule, and coordinate, oversee and manage work produced. Therefore, the vendor must establish a work schedule for all parties to ensure timely completion of the project. In addition to the start and completion of various construction stages, the schedule shall also show percentages of work to be completed at any given RFP# 7-2022 Rawlings Security Camera System Page 7 of 10 time, as well as significant dates that will serve as check points to determine compliance with approved schedule. 6. Competitive Position: Describe what differentiates the vendors service from that of other competitors. Include in the discussion how the vendor keeps abreast of current and future trends. Discuss the vendors approach to communication. 7. Customer References: Provide references from at least three (3) customers to which the vendor has provided the services required under this RFP. These should be recent customers with needs comparable to those of PCCLD. Select a mix of long-standing and new customers. Library or other governmental references are preferred. References should include a contact name and phone number and address of reference. 8. Scope of Work/Specifications: This proposal will include up to 66 cameras (additional technical specifications below) along with a full-service, five-year service agreement that includes, but is not necessarily limited to: cost of cameras, installation of cameras, licensing, full-service website/cloud portal with both live, historical views available (minimum 30-day retention). All camera upgrade(s) and maintenance should be included in the five-year agreement cost. Discounted renewal cost after the initial service agreement expires (if applicable) should be included for reference. a. Support and Maintenance i. PCCLD requires an initial minimum 5-year licensing and support with the option to continue annual support after the 5-year period has ended. ii. The vendor shall provide a detailed description of support offered, and the average response time for a support request. iii. The vendor shall provide firmware upgrades to camera hardware during the period of operation. iv. 10-year hardware warranty on all hardware products offered by the vendor, including access control, environmental sensors, and wireless intrusion detection hardware v. Provider shall have experience managing significant scale (100k+ devices) in the field b. System Configuration i. PCCLD is looking for a turnkey solution. The vendor will be responsible for all camera hardware, licensing, installation and mounting, and configuration of equipment. ii. The vendor will be responsible for coordinating with the PCCLD Information Technology Director in configuring the networking equipment to work with the existing networks. iii. Cameras will be placed in an appropriate VLAN at each site and will use DHCP for addressing. iv. Vendor shall supply camera specifications including: manufacturer, model, description, any special maintenance requirements and warranty. RFP# 7-2022 Rawlings Security Camera System Page 8 of 10 v. Vendor to configure the camera frame rate and compression rates to balance quality, storage, and bandwidth utilization. vi. Vendor to configure the motion detection sensitivity (where appropriate) vii. Vendor to configure each cameras identification and description (using a naming scheme that incorporates building and location, scheme to be approved by staff before setup begins). viii. Vendor shall be an authorized seller or partner of their proposed solution. ix. Vendor is responsible for all mounting hardware, brackets, conduit, and accessories as required by manufacturer and/or site conditions to successfully place the cameras per proposal. x. The final specific camera locations will be determined via a site survey provided by vendor in consultation with PCCLD. A building floor plan and some, but not all, preliminary location recommendations is included as ATTACHMENT A. xi. A field of view on all cameras is to be coordinated and confirmed with PCCLD. c. Required Camera Quantities and Specifications: i. Dome Cameras x 38 1. Image Resolution: 5MP (2688 x 1944) 2. Onboard storage: 126GB to 2TB 3. Recording: 24/7 4. Analytic Capability: People analytics, Vehicle analytics, tamper alerts, live link sharing 5. Integration: Native integration with access control, alarms, and visitor management system ii. 4K Dome Cameras x 2 1. Image Resolution: 4K / 3840 x 2160 2. Onboard storage: 512GB to 2TB 3. Recording: 24/7 4. Analytic Capability: People analytics, Vehicle analytics, tamper alerts, live link sharing 5. Integration: Native integration with access control, alarms, and visitor management system iii. LPR Bullet Cameras x 4 1. Image Resolution: 5MP (2688 x 1944) 2. Onboard storage: 126GB to 2TB 3. Recording: 24/7 4. Analytic Capability: LPR, Vehicle analytics, tamper alerts, live link sharing 5. Integration: Native integration with access control, alarms, and visitor management system iv. Fisheye Cameras x 22 1. Image Resolution: 12MP (4056 x 1944) 2. Onboard storage: 512GB to 2TB 3. Recording: 24/7 RFP# 7-2022 Rawlings Security Camera System Page 9 of 10 4. Analytic Capability: Motion alerts, tamper alerts, live link sharing 5. Integration: Native integration with access control, alarms, and visitor management system d. All indoor and outdoor cameras shall have the following specifications at a minimum: i. Up to 4k image resolution (3840 x 2160) ii. IP67 rating to protect against dust and environmental elements for outdoor cameras iii. IK8 vandal resistant rating or above iv. Infrared illumination for night visibility v. Capability to produce video at minimum 24 FPS or more vi. Image stabilizing to reduce blurring vii. Day and Night viewing and recording capability viii. Standard RJ45 connectivity including Power Over Ethernet (PoE) capability to receive power ix. Motion detection either as a camera option or an option on the management interface x. Capability to record audio xi. Capability to perform computer vision analytics at the edge xii. Built in solid state hard drive capable of recording up to 365 days of continuous video xiii. Native integration with vendors own access control xiv. Native integration with vendors own 24/7 professional monitoring service xv. Native integration with vendors own wireless intrusion detection xvi. Native integration with vendors own environmental sensors xvii. Full range of camera models: bullet, fisheye, dome, mini-dome xviii. Ability to integrate with a remotely managed viewing station xix. Ability to support AES256 encryption standards xx. UL / CUL 62368-1 certification for audio/video, information, and communication technology equipment xxi. System needs to have the ability to multiplex one stream from the cloud to 100+ remote users to conserve bandwidth when streaming live events e. If you are unable to meet minimum specifications and quantities, your proposal will not be considered. 9. Proposal Requirements A. Describe your qualifications and experience in providing security camera solutions for similar institutions and similar circumstances. B. Describe your firms approach to providing services to PCCLD as described in the Scope of Work and elsewhere in this RFP. RFP# 7-2022 Rawlings Security Camera System Page 10 of 10 C. Provide a sample engagement document to include costs to PCCLD for the services as proposed. 10. Evaluation and Selection PCCLD will review proposals submitted by the RFP deadline and selecting a winning firm. PCCLD reserves the right to interview a short list of proposing firms. PCCLD will negotiate a contract with the selected firm. PCCLD will select the proposed services and terms that are most advantageous to it. 11. Right of Acceptance and Rejection PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal but will select the proposal that represents the best value for PCCLD.