CITY OF GAINESVILLE REQUEST FOR PROPOSAL

Transcription

1 CITY OF GAINESVILLE REQUEST FOR PROPOSAL PROPOSAL No Cameras-Lakeside Plant (Per Attached Specifications) Proposal Release: March 9, 2018 Proposal Questions Deadline: Proposal Due Date: March 23, :00 PM March 29, :00 PM EST Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Dept. of Water Resources SW Dept. of Water Resources SW 757 Queen City Parkway 757 Queen City Parkway Gainesville, GA Gainesville, GA Page 1 of 12

2 City of Gainesville Request for Proposal PROPOSAL No Cameras for Lakeside Water Plant Sealed Proposals will be received by the City of Gainesville, Purchasing Department, 757 Queen City Parkway SW, Gainesville, GA until 2:00 PM., March 29, 2018, for Cameras at the Lakeside Water Plant. Please furnish your best quote for services listed, and hand deliver a copy of this bid or mail to City of Gainesville- DWR, 757 Queen City Parkway SW, Gainesville, GA For questions pertaining to how to submit bid send to, tgrier@gainesville.org. If you cannot furnish the services requested, please disregard. This request will remain open until 2:00 p.m. EDT on March 29th, A contractor pre-bid and walk-through is mandatory to submit a quote. This walk-through will be scheduled for 2:00 p.m. EDT on March 20th, Lakeside Water Treatment Plant 5640 Jim Crow Rd. Flowery Branch, GA All technical questions must be sent to jrylee@gaineville.org by 12:00 p.m. EDT on March 23rd, Answers will be compiled and distributed to known interested contractors at the latest by 5:00 p.m. EDT on March 26th, PROPOSAL CORRESPONDENT Upon Release of this Proposal, all vendor communications concerning this acquisition must be directed to the Purchasing Department correspondent listed below: Tammy Grier City of Gainesville Dept. of Water Resources 757 Queen City Parkway SW, Gainesville, GA Phone: FAX: tgrier@gainesville.org Page 2 of 12

3 Unauthorized contact regarding the Proposal with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the Proposal correspondent. PROPOSAL QUESTIONS All questions must be submitted in writing to the Proposal correspondent named above. Questions must be received by 12:00 p.m., March 23, A list of questions and answers will be provided to all know Proposers and by request. Requests may be made to the Proposal correspondent named above. PROPOSAL RESPONSE DATE AND LOCATION The Dept. of Water Resources Purchasing Department must receive the vendors Proposal in a sealed envelope, in its entirety, not later than 2:00 PM Eastern Standard Time in Gainesville, Georgia on March 29, Proposals arriving after the deadline will be returned unopened to their senders. All Proposals and accompanying documentation will become the property of the City of Gainesville and may not be returned. One (1) original and (2) copies of this Proposal must be submitted to allow for evaluation. Proposals must be clearly marked on the outside of the package: Cameras at Lakeside Water Plant Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual Proposal receipt. Late Proposals will not be accepted nor will additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means. Proposal Schedule: Proposal Release: March 9, 2018 Proposal Questions Deadline: Proposal Due Date: Anticipated Award Date: March 23, :00 PM March 29, :00 PM EST March 30, 2018 (subject to final Proposal review) WAIVER OF TECHNICALITIES All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. Award Page 3 of 12

4 may be made by item number or in total. Determination of best response to Proposal will be the sole judgment of the City of Gainesville. Proposals shall remain valid for ninety days for the date of Proposal opening. PROPOSAL REJECTION The City of Gainesville reserves the right to reject any or all Proposals at any time without penalty. MODIFICATION OF PROPOSALS Any clerical mistake that is patently obvious on the face of the Proposal may, subject to the limitations described below, be corrected upon written request and verification submitted by the Proposers. A nonmaterial omission in a Proposal may be corrected if the Purchasing Department determines that correction to be in the City s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Proposal opening: (1) Price Information; and (2) Any required Insurance WITHDRAWAL OF PROPOSALS Proposals may be withdrawn at any time prior to the Proposal opening. After Proposals have been publicly opened, withdrawal of a Proposal shall be based upon the following: The Proposers shall give notice in writing of his claim of right to withdraw his Proposal due to an error within two business days after the conclusion of the Proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other Proposals due solely to a mistake therein, provided the Proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the Proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the Proposal sought to be withdrawn. The Proposers original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his Proposal. If a Proposal is withdrawn under the authority of this provision, the lowest remaining responsive Proposal shall be deemed to be the low Proposal. LOCAL VENDOR PREFERENCE Local Vendor means a Proposer or offeror which operates and maintains a brick and mortar business, i.e. a physical business address, within the city limits of the City of Gainesville, has a current business license, has paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City and can obtain an active vendor status. A local vendor may receive an opportunity to match for purchases, Proposals, Proposal or contracts over $20,000 and less than $150,000. The local vendor may be given an opportunity to match the lowest price Page 4 of 12

5 Proposal, if the quotation or Proposal of the local vendor is within 3% of the lowest price Proposal by a non-local vendor. In the event a local vendor matches the lowest price Proposal, including all other terms, quality, services and conditions, then the local vendor shall be awarded the contract. In the event the price Proposal of more than one local vendor is within 3% of the lowest overall price Proposal of a non-local vendor, the local vendor with the lowest Proposal will be given the first opportunity to match the lowest overall price Proposal. If this local vendor declines to match the price Proposal, then the local vendor with the next lowest Proposal within 3% will be given the opportunity to match the lowest Proposal. This process will continue with all local vendors having Proposal within 3% of the lowest overall Proposal by a nonlocal vendor. Policy to be stated. This policy shall be so stated in all applicable solicitations. Exemptions. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia (O.C.G.A or 32-4). Vendor Requirements: Vendor must have a physical location within 90 miles of City Hall in Gainesville, GA Vendor must have an active vendor status with the City of Gainesville The lead installation technician assigned must have a minimum of 5 years of experience It is preferred that vendor has a current manufacturer certification with OnSSi All work, including installation and configuration, must meet or exceed manufacturer specifications A vendor workmanship warranty of at least 1 year is offered on the products installed after final customer acceptance of the project A detailed parts list with manufacturer s part numbers will be provided with the quote All parts and materials provided must be new Materials or parts that are used, refurbished, returned, demonstration, factory seconds, made for markets outside of the United States, and etcetera are not acceptable Frequent hands on experience with ONSSI VMS version 5.3 Current business has never failed to complete any work awarded to you Current business has never defaulted on a contract Current business has been operating under the same name for at least three years All work must comply with all laws, ordinances, regulations, code requirements and rules of the State of Georgia Scope of Work: The City will consider any product provided by the vendor that meets or exceeds the minimum requirements as described below. Page 5 of 12

6 The City is seeking competitive quotes from qualified Contractors to provide, install, and warranty approximately 26 IP based cameras along with a wall mounted 50 inch TV that will be connected to a city provided computer to be located in the Lakeside Water Treatment Plant. TV and computer will be installed and configured in the control room to display all camera views. CAT 6e network drop will need to be ran for the camera display computer to connect to the camera server and DVR. All existing equipment being replaced must be removed All cameras quoted will be Axis IP Based Cameras with no less a resolution of 2 MP Cameras must be compatible with current OnSSi System Storage and any converters will be provided by Vendor Switches and GBICs will be supplied by the City of Gainesville OnSSi Camera Licenses will be required Existing cameras will need coax replaced by Cat6 cabling and a media converter to transfer over to existing fiber on both ends of the run In covered areas plenum rated Cat6e cabling will need to be used. Areas with no cover from inclement weather will need cabling and materials suitable for conditions Additional conduit and boxes will be added where needed for new cameras 10Ft service loop will be required on each end All exposed cabling will be secured and tie wrapped Cabling will be terminated, labeled (according to current scheme) and Industry Certified Tested with certification documentation to be provided along with the as-built documentation at the end of the project. The cameras shall be setup and configured in OnSSi and Installed on the proper recording server New and existing cabling will need to be identified and complete as-built will be required and submitted to Project Manager when job is finalized All work must be concluded by July 31 st, 2018 Detailed Quote Requirements: List and describe in detail the deliverables included in your quote Provide three references Describe responsibilities for customer and vendor for a successful project completion Provide an itemized list of all project costs Indicate if state contract or NJPA pricing is available for your product Complete Exhibit A with information requested in scope of work. Additional breakdown may be submitted in form of vendors quote Describe coverage and term included in the manufacturer s warranty Describe coverage and term provided with the workmanship warranty Describe the City s access to technical support, whether for problem resolution or technical assistance, and the contact information for support Provide a not to exceed cost to complete the scope of work. Meaning all materials and labor costs must be included in the final quote. Any labor or materials needed that were not included in the Page 6 of 12

7 final quote shall be the sole responsibility of the vendor. A mandatory walkthrough is provided to the vendor for the purpose of making their final proposal as accurate as possible. Include itemized quotes for any optional modules, features and equipment you recommend that will benefit the project and have not been covered in the scope of work Proposer must provide evidence, satisfactory to the City, of the following insurance requirements: Owner requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured hereunder. The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits: Bodily Injury by Accident: $100,000 each accident $1,000,000 per occurrence limit Comprehensive General Liability: $1,000,000 per occurrence Automobile Liability: Workers Compensation $1,000,000 per occurrence for bodily injury $1,000,000 per occurrence for property damage Statutory Limits Proof of Insurance The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner. Any change to the plans described in this document, scope of work, and subsequent City documents pertaining to this work must be approved by a signed change order in advance. Change orders must be approved by the City of Gainesville IT Manager. RESPONSE PROPERTY OF THE CITY OF GAINESVILLE All material submitted in response to this request becomes the property of the City of Gainesville. Selection or rejection of a response does not affect this right. NO OBLIGATION TO BUY The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The release of this quote does not compel the City of Gainesville to purchase. Page 7 of 12

8 COST OF PREPARING BIDS The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of Bids and demonstrations submitted in response to this Bid. Site address: Lakeside Water Treatment Plant 5640 Jim Crow Rd. Flowery Branch, GA Responsibilities of the Contractor: The Contractor, at its sole expense shall: Deliver, install, test and adjust product. If selected the vendor will be held responsible to replace inoperable equipment under manufacturer s warranty within 72 hours of notification by the City. If equipment is not under manufacturer s warranty 72 hour time response is still to be honored and city will incur charges for repair. Comply with all laws, ordinances, regulations, requirements and rules in the State of Georgia with respect to the maintenance of the product. Correct all equipment and system failures that are within the warranty period as stated above. Installation must meet our requirements/expectations before payment will be rendered Selection Criteria: Product selection will be based on cost, functionality, responsiveness of quote, workmanship warranty and customer references. Please see chart below. Cost 35% Functionality & Compatibility 25% Workmanship Warranty 20% Detailed Quote Requirements Met 10% Customer References 10% **The City of Gainesville is an equal opportunity owner/employer and will not discriminate against any vendor because of race, creed, color, religion, sex, national origin, or ADA disability status. Page 8 of 12

9 City of Gainesville INVITATION TO BID Bid No. (_18024 ) Bid Certification Bidders must return the following certification with their Bids. With my signature, I certify that I am authorized to commit my firm to the Bid and that they information herein is valid for 90 days from this date. I further certify that all information presented herein is accurate and complete and that the scope of work can be performed as presented in this Bid upon the City s request. Bidders Signature Date Name (printed) Title Unofficial Witness SignatureDate Name (printed) Title Company Address Phone Fax Address Notary Public Commission Expires: Page 9 of 12

10 City of Gainesville, Georgia BID RESPONSE FORM This form must be completed and signed for bid to be considered. Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Dept of Water Resources Dept of Water Resources 757 Queen City Parkway 757 Queen City Parkway Gainesville, GA Gainesville, GA Item (1) Labor and Materials for Camera Installation Bid Total: $ Having read and responded to all attached specifications, the undersigned offers the above quoted prices, terms and conditions. Signed, sealed, and delivered In the presence of: By: Unofficial Witness Notary Public Commission Expires: (Name of Company) (Person authorized to sign binding contract) Title: Attest: (Officer of Company if Corporation) Title: Page 10 of 12

11 Contractor Affidavit under O.C.G.A (b)(1) By executing this affidavit, the undersigned, who is the duly elected/appointed <insert title> of, <name of entity> the contractor, and is duly authorized to make this Affidavit on behalf of the contractor, verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of City of Gainesville, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 201 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF,201. NOTARY PUBLIC My Commission Expires: Page 11 of 12

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