MIDDLE PENINSULA REGIONAL SECURITY CENTER REQUEST FOR PROPOSAL SECURITY SYSTEM INSTALLATION AND SUBSEQUENT SERVICE/MAINTENANCE

Transcription

1 MIDDLE PENINSULA REGIONAL SECURITY CENTER REQUEST FOR PROPOSAL SECURITY SYSTEM INSTALLATION AND SUBSEQUENT SERVICE/MAINTENANCE ACCEPTANCE DATE: 3:00 p.m., July 15, 2013 Local Verizon Time ACCEPTANCE LOCATION: Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va A Pre-Proposal Conference and site visit will be held on June 17, 2013 at 1:00 p.m. at the Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va for clarification of any questions on the scope of services and a tour, if requested, of the facility. Requests for information related to this Request for Proposal should be directed to: Timothy P. Doss, Superintendent Telephone tdoss@mprsc.org Issue Date: June 5,

2 Table of Contents Part 1 Purpose... Page 3 Part 2 Competition Intended... Page 3 Part 3 Background Information... Page 4 Part 4 Scope of Services... Page 4 Part 5 Minimum Qualifications (Omitted)... Page 5 Part 6 Submission Requirements... Page 5 Part 7 Evaluation of Proposals: Selection Factors... Page 10 Part 8 Submittal Information... Page 11 Part 9 Format and Content... Page 12 Part 10 Instructions for Submitting Proposal... Page 12 Part 11 Use of Information and Documents... Page 16 Part 12 Ethics in Public Contracting... Page 17 Part 13 Exemption from Taxes... Page 17 Part 14 Debarment... Page 17 Part 15 Proof of Authority to Transact Business in Virginia... Page 17 Part 16 W-9 Form... Page 18 Part 17 Immigration Reform and Control Act... Page 18 2

3 PART 1 ~ PURPOSE Requests for Proposals from security firms (Offeror) for the purpose of installing and providing subsequent servicing/maintenance of video monitoring systems, fire alarms, intrusion and perimeter protection, intercoms and paging, emergency notification systems, locks and door hardware, personal (duress) alarms, consoles, entry gates, and monitoring services for fiscal years ending June 2014, 2015, 2016, 2017 and 2018 will be accepted until 3:00 P.M., July 15, 2013, on behalf of the Middle Peninsula Regional Security Center (MPRSC), at the Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va MPRSC Superintendent or Deputy Superintendent will represent MPRSC as required. MPRSC reserves the right to accept or reject, in whole or in part, any and all responses and to waive informalities. MPRSC has determined in accordance with (C) of the Code of Virginia that procurement through competitive sealed bidding is not practicable given the public safety interests involved with providing and maintaining these services. Therefore, the services are being procured through competitive negotiation as set out herein. PART 2 ~ COMPETITION INTENDED It is MPRSC s intent that this Request for Proposal (RFP) permit competition. It will be the Offeror s responsibility to advise the Superintendent in writing if any language, requirement, specification etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Superintendent not later than fifteen (15) days prior to the date set for acceptance of proposals. MPRSC is seeking to contract a security firm for the purpose of installing and providing subsequent servicing/maintenance of video monitoring systems, fire alarms, intrusion and perimeter protection, intercoms and paging, emergency notification systems, locks and door hardware, personal (duress) alarms, consoles, entry gates, and monitoring services for fiscal years ending June 2014, 2015, 2016, 2017 and This Contract shall take effect on the date awarded, which will be on or before August 5, This Contract shall be for a period of five (5) years. It should be noted that multiyear Contracts may be continued each fiscal year only after funding appropriations have been approved by MPRSC. In the event the Middle Peninsula Regional Jail Authority does not approve the necessary funding, the affected multiyear Contract becomes null and void, effective July 1 of the fiscal year for which such approvals are denied. 3

4 PART 3 ~ BACKGROUND INFORMATION The Middle Peninsula Regional Security Center is a state-of-the-art regional jail comprised of five (5) member jurisdictions; Essex County, King and Queen County, King William County, Middlesex County and Mathews County. With a rated capacity for 121 inmates, we strive to provide professional quality services in all areas of responsibilities. PART 4 ~ SCOPE OF SERVICES All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. MPRSC is seeking quotes from a security firm for the purpose of installing and providing subsequent servicing/maintenance of video monitoring systems, fire alarms, intrusion and perimeter protection, intercoms and paging, emergency notification systems, locks and door hardware, personal (duress) alarms, consoles, entry gates, and monitoring services for fiscal years ending June 2014, 2015, 2016, 2017 and All services must be supported by Windows and/or Macintosh. Services shall also include, but not limited to: 4.1 Offeror Responsibilities: Review and identify all inconsistencies pertaining to procurement policies and procedures Review MPRSC s current security system and identify upgrades. Provide guidance and assistance to Administrators. All equipment deemed to be obsolete, incompatible or not necessary or the completion of the scope of services shall be uninstalled by the Offeror and provided to MPRSC for disposition Review all security policies and procedures to ensure compliance with state and federal regulations. All work shall be completed in a professional, workmanlike manner. All employees of the Offeror shall meet the background requirements set forth by the Jail prior to access to any secure portion of the facility. The Offeror shall complete the installation of equipment and ensure that the new system is operational no more than 90 days from the issuance of the Notice to Proceed by the MPRSC Provide Management letter to MPRSC, addressing concerns and

5 overall current security system status. PART 5 ~ MINIMUM QUALIFICATIONS PART 6 ~ SUBMISSION REQUIREMENTS 6.1 Mail or deliver responses to: Middle Peninsula Regional Security Center c/o Superintendent/Deputy Superintendent 170 Oakes Landing Road Saluda, Va MPRSC reserves the right to accept or reject, in whole or in part, any and all responses and to waive informalities. 6.3 Responses shall be received no later than 3:00 P.M., July 15, Responses are binding for sixty (60) calendar days following date of receipt. 6.5 Exceptions to specifications or general instructions must be in writing and submitted with the response MPRSC will not be responsible for any expense incurred in the preparation of any response. MPRSC will cooperate and assist the selected Contractor by providing access to existing information, files, and written materials. Limited workspace can be made available on an intermittent basis, as necessary. 6.7 Any change to the contract must be approved in writing by the MPRSC and the Offeror. The Offeror is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this agreement or its rights, title or interest therein or its power to execute such agreement to any other person, company or corporation without the Center s written prior consent and approval. 6.8 Contract Period: Fiscal years ending June 2014, 2015, 2016, 2017 and This Contract shall take effect on the date awarded, which will be on or before August 5, This Contract shall be for a period of five (5) years.

6 6.8.2 This contract may be renewed based on the same terms and conditions at the expiration of its term by mutual agreement between the parties in writing. Renewal will be additional oneyear periods Notice of intent to renew will be given in writing by MPRSC to the Offeror thirty (30) days before the expiration date of the current contract. This notice will not commit the Center to contract renewal. 6.9 Price Escalation/De-escalation: The Offeror may request an increase/ decrease in the rate prior to any renewal period. The price increase/decrease will not exceed the price increase/decrease as that contained in the latest Consumer Price Index for like services. Any increase/decrease will be subject to Center approval Safety: All contractors and subcontractors performing services for MPRSC are required to comply with all Occupational Safety and Health Administration (OSHA), Commonwealth and County Safety and Occupational Health Standards and any other applicable rules and regulations All contractors and subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site deemed in this contract Notice of Required Disability Legislation Compliance: MPRSC is required to comply with commonwealth and federal disability legislation: The Rehabilitation Act of 1993 Section 504, The Americans with Disabilities Act (ADA) for 1990 Title II and The Virginians with Disabilities Act of Employment Discrimination by Contractors Prohibited: Every contract of $10,000 or more will include the following provisions and during performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age or disability, or any other basis prohibited by commonwealth law relating to discrimination in employment, except where there is bona fide occupational qualification 6

7 reasonably necessary to the normal operation of the contractor The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation will be deemed sufficient to meet this requirement The contractor will include the provisions of the foregoing paragraphs, in every subcontract or purchase order of $10,000 or more, so that the provisions will be binding upon each subcontractor Drug-free Workplace: Every contract of $10,000 or more will include the following provisions: For the purpose of this section drug-free workplace means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of which are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana while performing the contract While performing this contract, the contractor agrees to provide a drug-free workplace for the contractor s employees The contractor will post in conspicuous places available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violations of such prohibition The contractor will state in all solicitations or advertisements, for employees placed by or on behalf of the contractor, that the contractor maintains a drug-free workplace The contractor will include the provisions of the foregoing 7

8 paragraphs, , in every subcontract of $10,000 or more, so that the provisions will be binding on each subcontractor Substitutions: No substitutions, including key personnel or cancellations will be permitted after award without written approval by the Superintendent Invoicing and Payment: At the end of each month during which services are provided, the Offeror will submit invoices; such statement will include a detailed breakdown for any additional charges in that monthly period in addition to the contracted monthly fee Unless items are questioned, the Center will promptly pay all invoices before the 10th day of the next month. The charges in question will be withheld pending notification of the amount claimed and validity of the claim. The Offeror will provide complete cooperation during any such investigation All invoices will be forwarded to the following address: Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va Individual contractors will provide their social security numbers, and proprietorships, partnerships, and corporations will provide their federal employer identification number Payments to Subcontractors: Within seven days after receipt of amounts paid by the Center for work performed by a subcontractor under this contract, the Contractor will either: Pay the subcontractor for the proportionate share of the total payment received from the Center attributable to the work performed by the subcontractor under this contract; or Notify the Center and subcontractor, in writing, of his/her intention to withhold all or part of the subcontractor s payment and the reason(s) for non-payment Cooperative Procurement: As authorized in Section of the Code of Virginia, this procurement is being conducted on behalf of and may be 8

9 used by public bodies, agencies, institutions and localities of the several states/commonwealths, and territories of the United States, to include the District of Columbia with the contractor s consent Assignment of Contract: This contract may not be assigned in whole or in part without the written consent of MPRSC Termination: Subject to the following provisions, MPRSC may terminate the contract upon thirty (30) days advanced written notice to the other party Termination for Convenience: MPRSC may terminate this contract upon thirty (30) days advance written notice in its sole discretion Termination for Cause: Termination by MPRSC for cause, default or negligence on the part of the contractor will be excluded from the foregoing provision; termination costs, if any, will not apply. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause Termination Due to the Unavailability of Funds in Succeeding Fiscal Year(s): If funds are not appropriated or otherwise made available to support continuation of the performance of this contract in a subsequent fiscal year, then the contract will be canceled and the contractor will be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of services delivered under the contract Applicable Laws: This contract will be governed in all respect by the laws of the Commonwealth of Virginia. PART 7 ~ EVALUATION OF PROPOSALS: SELECTION FACTORS 7.1 The following general contract terms and conditions establish certain 9

10 criteria to be used for evaluating proposals and subsequent selection of a successful firm. MPRSC s Proposal Analysis Group will independently read, review and evaluate each proposal and final selection will be made using the following scoring criteria: Demonstrated ability to meet or exceed all requirements. Credentials and related experience. Accessibility. Cost of Services. Compliance with Contract Terms and Conditions. Overall quality and completeness of proposal. 7.2 Following evaluation of all responses, two (2) or more Offerors deemed to be fully qualified and best suited among those submitting responses, on the basis of the factors stated in Evaluation Criteria, shall be selected. Negotiations shall then be conducted with each of the selected Offerors. Cost shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, MPRSC shall select the Offeror which, in its opinion, has made the best response, and shall award to that Offeror. Should MPRSC determine in writing and in its sole discretion that only one (1) Offeror is fully qualified, or that one (1) Offeror is clearly more highly qualified than the others under consideration, negotiation with that Offeror may take place and an award made to that Offeror. 7.3 Final negotiations will begin with the top ranked Offeror. If a contract acceptable to the Center cannot be negotiated at a price considered fair and reasonable, negotiations will be terminated with the top ranked Offeror and negotiations conducted with the next ranked Offeror, and so on. PART 8 ~ SUBMITTAL INFORMATION Include professional information: Company name, address, and contact information. 8.2 Demonstrate experience working with local governments and state

11 governments, including adult or juvenile correctional facilities. 8.3 Demonstrate an understanding of MPRSC needs. 8.4 Provide cost schedule for services provided. 8.5 Include any cost for incidental expenditures. 8.6 Provide references from a minimum of three (3) entities in which similar work has been performed by Offeror. PART 9 ~ FORMAT AND CONTENT 9.1 Proposals should be organized in the following format: Title sheet with Company s legal name and address Company experience a brief statement describing the Company s experience in the Scope of Services Client references for which similar services have been provided and dates when the service was provided. Include client name, address, telephone number, description of type of services performed, and the person MPRSC may contact Cost for Services Include all anticipated costs, including any travel-related or reimbursable expenses required to complete the defined scope of services. While not the sole determinant, cost will be considered in award of the contract Other Information Include other relevant information that is deemed necessary to describe the qualifications to provide the services or which are deemed relevant to its selection. Identify all materials and services expected from the County in addition to general assistance. 9.2 Credentials and related experience All Offerors will include, with their proposals, a list of at least three (3) current references for whom comparable work has been performed. This list shall include the company name, contract person, address and telephone number Failure to include references may be cause for rejection of a proposal as non-responsive. 11

12 9.2.3 Describe your experience with a juvenile and/or corrections population. 9.3 Accessibility: For the purpose of this proposal accessibility means the Offeror s ability to provide timely and meaningful support and/or problem resolution to MPRSC and MPRSC staff with regard to and specified in the contract. A contractor may satisfy an accessibility requirement without being a locally based business Approximately what days and times during the week would the Offeror be available to provide onsite consultations? How can MPRSC staff contact the Offeror for those times when not onsite and consultation is needed? PART 10 ~ INSTRUCTIONS FOR SUBMITTING PROPOSALS 10.1 Submission of Proposals: Proposals must be submitted in a sealed container. Include other information as requested or required. Be sure proposal container is completely and properly identified. The face of the container will indicate the time and date of acceptance, and the title of the RFP. Proposals must be received by the Superintendent before the hour specified on the acceptance date. Proposals shall be delivered to Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va Questions and Inquiries: Inquiries pertaining to Request for Proposals must give the title and acceptance date. Material questions will be answered in writing and will be distributed to all Offerors who received the RFP; provided that all questions are received at least fifteen (15) days in advance of the proposal acceptance date Addendum and Supplement to Request: If it becomes necessary to revise any part of this request or if additional data are necessary to enable and exact interpretation of provisions of this request, an addendum will be issued. It is the responsibility of the Offeror to ensure that he/she has received all addendums prior to submitting a proposal Ownership of Data and Proprietary Information/Documents: Ownership of all data, material and documentation originated and prepared for MPRSC pursuant to the RFP shall belong exclusively to MPRSC and be

13 subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to the public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section of the Code of Virginia, in writing, either before or at the time the data or other materials are submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire response, line item prices and/or total cost as proprietary or trade secrets is not acceptable and will result in the rejection and return of the RFP Ownership of Intellectual Property: All copyright and patent rights to all papers, reports, forms, materials, creations, or inventions created or developed in the performance of this Contract shall become the sole property of MPRSC. On request, the Contractor shall promptly provide an acknowledgement or assignment in a tangible form, satisfactory to MPRSC to evidence MPRSC s sole ownership of specifically identified intellectual property created or developed in the performance of the Contract Authority to Bind Offeror in Contract: Proposals must include full Offeror s name and address. Failure to manually sign proposal may disqualify it. Person signing proposal should show TITLE or AUTHORITY TO BIND THE OFFEROR IN A CONTRACT. The Offeror s name and authorized signature must appear on the proposal in the space provided on the pricing page Preparation and Submissions of Proposals: All proposals will be signed in ink by the authorized principal of the Offeror All attachments to the Request for Proposal to be executed by the Offeror must be returned with the Proposal Proposals must be returned in a sealed container. The face of the container will indicate the time and date of public acceptance and 13

14 the title of the proposal (i.e. 3:00 PM December 1, 2012, SECURITY SERVICES) Proposals must be received by the Superintendent, not later than 3:00 p.m., July 15, Requests for extensions of this time and date will not be granted, unless deemed to be in the Center s best interest Offerors mailing their proposals will allow for normal mail time to ensure receipt of their proposals by the Superintendent prior to the time and date fixed for acceptance of the proposals Proposals or unsolicited amendments to proposals received by the Center after the acceptance date will not be considered. Proposals will be publicly accepted and logged in at the time and date specified above Each Offeror will submit one original and four (4) copies of their proposal to the Center s Superintendent as indicated on the cover sheet of this Request for Proposal. The original proposal will be clearly marked Provide information on any existing Contracts with other jurisdictions that might appear to compromise the services or working relationship provided under this Contract Withdrawal of Proposals: All proposals submitted will be valid for a minimum period of 60 calendar days following the date established for acceptance Proposals may be withdrawn on written request from the Offeror at the address shown in the solicitation prior to the time of acceptance Negligence on the part of the Offeror in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals. 14

15 10.9 Subcontractors: Offerors will include a list of all subcontractors, IF APPLICABLE, in their proposal. Proposals will also include a statement of the subcontractor s qualifications. MPRSC reserves the right to reject the successful Offeror's selection of subcontractors Late Proposals: Late proposals will be returned to Offeror unopened, if acceptance date and Offeror s return address are shown on the container Rights of the Center: MPRSC reserves the right to accept or reject any or all parts of any proposal, waive informalities, and award a contract that best serves the interest of the MPRSC Prohibition as Subcontractor: No Offeror who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the Offeror to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted Deviations from Scope of Services: If there is any deviation from that prescribed in the scope of services, the appropriate line in the scope of services will be ruled out and the substitution clearly indicated. MPRSC reserves the right to determine the responsiveness of any deviation Notice of Award: A Notice of Award will be posted on the Center s main entryway door at Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va for a period of ten (10) days Protest: Offerors may refer to Sections through of the Code of Virginia to determine remedies concerning the competitive process Miscellaneous Requirements: The Center is not responsible for any Offeror s expenses incurred from preparing and/or submitting a proposal. All proposals shall provide a straight-forward, concise delineation of the Offeror s capabilities to satisfy the requirements of this 15

16 request. Emphasis should be on completeness and clarity of content Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. The Superintendent will schedule the time and location for this presentation The contents of the proposal submitted by the successful Offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful Offeror will be expected to sign a contract with MPRSC MPRSC, or to negotiate separately in any manner necessary to serve the best interests of MPRSC Work Plan: The Offeror shall provide a work plan describing the individual tasks to be performed and relative scheduling of those tasks including a detailed listing MPRSC and Offeror resources. PART 11 ~ USE OF INFORMATON AND DOCUMENTS MPRSC will copy and use the response and documents included with the response, for various purposes related to analysis, evaluation, and decision to award. Responses shall be MPRSC property. Following the award, MPRSC may be required to allow inspection and copying of documents, and may also use the Offeror s documents in connection with any resulting Purchase Orders with that Offeror. The Offeror is responsible for obtaining any necessary authorizations for all such use of the documents and information, and for assuring that such copying and use is in conformance with laws related to trademarks and copyrights. Any documents or information for which the Offeror has not obtained such authorization, or for which such copying and use is not authorized, shall not be submitted. The undersigned Offeror agrees to indemnify defend and hold MPRSC, its employees and agents harmless from any claims of any nature, including claims arising from trademark or copyright laws, related to use of information and documents submitted with the Offeror s response. PART 12 ~ ETHICS IN PUBLIC CONTRACTING 16 The provisions contained in Sections through of the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all Contracts solicited or entered into by MPRSC. A copy of these provisions may be obtained from the Purchasing Office upon request.

17 The provisions of this article supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia Conflict of Interest Act ( et. Seq.), the Virginia Governmental Frauds Act ( et. seq.) and Articles 2 and 3 of Chapter 10 of Title The provisions apply notwithstanding the fact that the conduct described may not constitute a violation of the Virginia Conflict of Interests Act.. PART 13 ~ EXEMPTION FROM TAXES MPRSC is exempt from State Sales Tax and Federal Excise Tax. Tax Exemption Certificates indicating MPRSC s tax exempt status shall be furnished on request. PART 14 ~ DEBARMENT By submitting a Proposal, the Offeror is certifying that he/she is not currently debarred by MPRSC. MPRSC s debarment procedure is in accordance with Section of the Code of Virginia. PART 15 ~ PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA An Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its response the identification number issued to it by the State Corporation Commission. Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Coded of Virginia or as otherwise required by law shall include in its response a statement describing why the Offeror is not required to be so authorized. Any Offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the County Administrator. PART 16 ~ W-9 FORM Each Offeror will submit a completed W-9 form with their response. In the event of a Contract award, this information is required in order to issue Purchase Orders and payments to your Firm. A copy of this form will be provided by MPRSC. 17

18 PART 17 ~ IMMIGRATION REFORM AND CONTROL ACT OF 1986 By accepting an award, Offeror certifies that it does not and will not during the performance of this Contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens. 18

19 Middle Peninsula Regional Security Center 170 Oakes Landing Road Saluda, Va SECURITY INSTALLATION AND SUBSEQUENT SERVICE MAINTENANCE (TO BE RETURNED WITH PROPOSAL) Name of Firm Submitting a Response: Address: Phones Number: Fax Number: Company Representative s Signature: Company Representative s Printed Name: Title: 19