PURCHASING OFFICE 405 MARTIN LUTHER KING JR. BLVD. CHAPEL HILL, N.C

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1 REQUEST FOR PROPOSALS FOR REPLACEMENT OF SECURITY CAMERA AND INFRASTRUCTURE AT PARK AND RIDE LOTS (Southern Village, Eubanks Rd, Jones Ferry Rd and Carrboro Plaza) DATE: April 5, 2018 BID: Q TO: All PROSPECTIVE BIDDERS FROM: PURCHASING AND CONTRACTS MANAGER SUBJECT: REQUEST FOR PROPOSAL FOR REPLACEMENT OF SECURITY CAMERA AND INFRASTRUCTURE AT PARK AND RIDE LOTS (Southern Village, Eubanks Rd, Jones Ferry Rd and Carrboro Plaza) DATE AND TIME BIDS ARE DUE: May 2, 2018 LOCATION: TOWN OF CHAPEL HILL PURCHASING OFFICE 405 MARTIN LUTHER KING JR. BLVD. CHAPEL HILL, N.C The Town of Chapel Hill, North Carolina Transit Department requests proposals for the design, fabrication, and installation of a turn-key solution that includes labor, material and equipment to provide, install and maintain a digital video surveillance system to four separate Park and Ride Lots. If you should have any questions on the bidding procedures, please contact the Purchasing Division at (919) Please note; there will be a Mandatory Pre-bid Meeting held on April 17, 2018 at 11:00am at the Chapel Hill Public Library, Meeting Room A. All potential bidders are hereby notified that attendance at the Pre-bid Meeting is required for bids to be considered by the Town of Chapel Hill; failure to attend will disqualify submissions. Any additional questions that arise after the mandatory pre-bid conference must be received in writing to Kathryn McMillan, Procurement Specialist, Chapel Hill Transit, at kmcmill@townofchapelhill.org by 5:00 P.M. on April 20, April 2018 Page 1

2 Responses to all questions received will be published in the form of an addendum on the Town s website at by April 25, Sealed proposals are due to the Purchasing & Contracts Manager, Town of Chapel Hill, 405 Martin Luther King Jr. Boulevard, Chapel Hill, North Carolina by May 2, 2018 at 3:00 P.M. All bids received after 3:00 P.M. on May 2, 2018 will not be considered. Any proposal may be withdrawn up until the due date and time set for bids. Any proposal not so withdrawn shall constitute an irrevocable offer to provide the services set forth in the Contract until one or more of the proposals have been duly accepted. The bidder s attention is directed to the fact that the information submitted on the proposal will ultimately be considered as an integral part of the Contract executed with the successful bidder. All proposals shall be in sealed envelopes and marked on the exterior, "REPLACEMENT OF SECURITY CAMERA AND INFRASTRUCTURE AT PARK AND RIDE LOTS and addressed to: Purchasing and Contracts Manager Town of Chapel Hill 405 Martin Luther King Jr. Boulevard Chapel Hill, NC Note: If not mailed, proposals must be delivered to the Town s Purchasing Office at 405 Martin Luther King Jr. Boulevard, Chapel Hill, NC and received by 3:00 P.M. on May 2, All proposals received will be examined promptly after opening and an award will be made at the earliest possible date thereafter. NOTE -THE BID OPENING PROCESS WILL NOT BE OPEN TO THE PUBLIC. The Town will select the proposal(s) that best meets its needs. The Town specifically reserves the right to reject any and all proposals. The successful bidder shall procure and maintain during the life of the contract the following insurance coverages: Worker s Compensation: Coverage to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include employer s liability with a limit of $100,000 for each accident, $100,000 bodily injury by disease each employee and $500,000 bodily injury by disease policy limit. Comprehensive General Liability: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include premises and/or operations, independent contractors, products and/or completed operations, broad form property damage and explosion, collapse and underground damage coverage, sudden and accidental pollution losses, and a contractual liability endorsement. Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined single limit for bodily injury liability and property damage liability. This shall include: owned vehicles, hired and non-owned vehicles and employee non-ownership. April 2018 Page 2

3 Special Requirements: The Town of Chapel Hill is to be named as an additional insured on the Comprehensive General Liability policy. Current, valid insurance policies meeting the above requirements shall be maintained for the duration of the project. Renewal certificates shall be sent to the Town of Chapel Hill thirty (30) days prior to any expiration date. There shall also be a 30 day notification to the Town in the event of cancellation or modification of any stipulated insurance coverage. Certificates of Insurance on an Accord 25 (8/84) or similar form meeting the required insurance provisions shall be forwarded to the Town of Chapel Hill. Wording on the Certificate of Insurance which states that no liability shall be imposed upon the company for failure to provide such notice is not acceptable. Original policies or certified copies of policies may be required by the Town at any time. Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town of Chapel Hill, It s employees and It s agents from all loss, liability, claims or expense (including reasonable attorneys fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Contractor except to the extent same are caused by the negligence or misconduct of the Town. April 2018 Page 3

4 I. Scope Bidder shall provide a turn-key solution that includes labor, material and equipment to provide, install and maintain a digital video surveillance system to four separate Park and Ride Lots. In addition, Bidder will be responsible for removing, storing/packaging and inventorying existing camera system. The four park and ride lots are: Carrboro Plaza Park and Ride ( , ) Eubanks Park and Ride ( , ) Jones Ferry Park and Ride ( , ) Southern Village Park and Ride ( , ) These lots do not have formal addresses. Please use coordinates provided above to locate the lots. The system will include remote viewing capabilities that will provide viewing of live and recorded video at various locations, with 4-8 cameras per location. New camera system should leverage existing wiring, conduit, and associated hardware for a complete and usable system. All wiring must be hidden as much as possible and installed in a manner to provide maximum protection from weather conditions and vandalism. All hardware and software specifications sheets are required, including annual maintenance/support costs, estimated useful life of hardware, manufacturer make and model, and full technical specification including camera resolution. The System Shall: Consist of fixed position color closed circuit television digital cameras installed at various locations at the specified park and rides, and approved by the Town of Chapel Hill. The cameras shall have the ability to capture and store images from cameras digitally to a network video recorder as specified below. Feature the ability to record all cameras simultaneously. Permit simultaneous recording and live viewing of cameras both offsite via the Town of Chapel Hill s internal network. Permit simultaneous recording of cameras while viewing previously recorded footage. Permit multiple cameras to be viewed simultaneously on a single monitor. Permit access to system via internet Specified system will have the additional capacity to expand additional fixed cameras. System will have the capability to be securely managed remotely over the Town of Chapel Hill s internal network over a web browser. All materials and equipment shall be standard, regularly manufactured equipment. All systems and components shall be thoroughly tested and proven in actual field use. Cameras should be High Definition. Contractor must provide the image resolution each camera proposed. The system should be IP based and adhere to H.264 compression standards, and can record in CIF, 2CIF, 4CIF, and D1 resolution Network Video Recorder (NVR) The NVR will be located at an approved location. April 2018 Page 4

5 City will provide power at NVR location. The NVR will be Exacqvision NVR shall have the storage capacity for a minimum of thirty (30) days of recording. NVR shall have archive/export capability to a DVD or external USB device. Format will be a standard, which can be viewed on a standard PC with the Microsoft Windows operating system. NVR will be equipped with a monitor. Location and specifications shall be determined by the Contractor and approved by the Town of Chapel Hill. NVR will have the ability to restrict which users can view and/or export videos down to the camera level. NVR will have the ability to export audit logs Users accessing NVR will require individual logins NVR will have the ability to accept a minimum of five (5) concurrent users NVR client access should not be restricted to individual computer based license files. Cameras Cameras shall be positioned at each location to provide optimum coverage as approved by the city s representative Camera housings shall incorporate vandal resistant features. Cameras shall be in weatherproof housings where applicable Cameras shall include heating and cooling system. Cameras shall have day/night viewing capabilities. Contractor shall provide detailed explanation of night vision capabilities Camera mounting shall be reviewed with Town of Chapel Hill prior to installation. IP addresses will be provided by the Town of Chapel Hill Technology Solutions staff. Cameras shall support power of Ethernet, dual streaming and be capable of motion detection and event notification. Removal of Existing Cameras Contractor shall remove existing camera system. Installation Terminate and mount cameras per the manufacturer s instructions. Contractor will supply and install weather proofing on all exterior cameras. Supply and install appropriate lens on all cameras. Install cameras at optimal locations taking in consideration view, focusing, vandalism, and functionality. Set up and adjust cameras as recommended by the manufacturer and to the satisfaction of the Town of Chapel Hill. All equipment, components, wire, cable and mounting hardware are to be provided and installed as required to meet manufacturer s specifications and documented installation procedures. Control panels and devices shall be rack-mounted as applicable by manufacturer s recommendation. Surface mount panels, if any, shall be mounted utilizing appropriate bracing and anchoring. All terminal blocks, control panels, wire junction points, etc., will be fully enclosed in manufacturer s recommended enclosures. Exterior-mounted devices shall be mounted in NEMA-rated enclosures as applicable. Prior to initial start-up of the system, Contractor will ensure all components are appropriately grounded and shielded according to manufacturer s recommendations and industry standards. April 2018 Page 5

6 Contractor will be responsible for all initial programming of the system including IP addressing and naming all points in the system, establishing basic recording parameter and time schedules and any other parameters in order to make the system operational. Training The Contractor shall prepare, administer and conduct a training program for all Employees and staff responsible for monitoring the camera system. Training shall be of sufficient scope and depth to ensure that all staff shall be fully capable of operating the system. All training shall be completed prior to schedule go live date. The Contractor shall provide a copy of all training aids to the Town of Chapel Hill. All training should be video recorded and the training and video files must be submitted to the Town of Chapel Hill. System Acceptance The system will be tested for connectivity and video resolution at various monitoring locations. The entire system will be fully functional for a period of sixty (60) calendar days with no failures before acceptance of system. Warranty/Maintenance The base bid must include a three (3) year warranty/maintenance agreement to cover all aspects of the system. In addition, the bidder must include the cost for the Town of Chapel Hill to extend the terms of the warranty/maintenance agreement for two (2) l year extensions. The Contractor should be onsite with 24 hours of any reported maintenance issues. II. Proposal Requirements 1. Proposals must include a concept drawing or other rendering showing placement location and overlapped with range of view approximation. 2. Proposals must include a staff training plan and options. 3. Proposals must include a full budget for the product including design, fabrication, shipping, installation, training, support, and ongoing maintenance for three years. Costs must be listed by lot for value engineering. Please review our scoring criteria to discover our values. 4. Proposals must include a statement of any responsibility, preparation steps, or project management expectations that your firm has of the Town anything we must do or accomplish so that your product can be installed with success. 5. Proposals must include a project timeline. 6. Proposals must address installation requirements and resulting impact on daily operations of the Park and Ride lots. April 2018 Page 6

7 7. Proposals must include three samples of your work that most closely matches our requirements, and contact information for reference. 8. Proposals must include a letter which shall certify the firm s capability to provide, install, and warrant all components proposed. 9. Your proposal must include 2 printed copies and 1 digital copy of everything in your package. 10. Your proposal must include a cover letter with your firm s full legal name and complete contact information. III. Selection Criteria and Methodology Chapel Hill Transit s selection committee will perform a review of all submissions and discard any submission which is non-responsive the submission does not meet the minimum requirements of this Request. The selection committee will score responses with consultation from other Town of Chapel Hill Staff, including Information Services. Chapel Hill Transit and the Town will enter into negotiations with the top candidate to achieve a contract. Score Card Criteria 50 Points: Project Cost or Budget. 40 Points: Project Design Ability to achieve an effective product maximizing coverage of range of view. 10 Points: Firm experience and demonstrated ability to succeed on this project. IV. Additional Information and Timeline Evaluations will be based upon responsiveness to this Request the vendor s proposal, experience, capabilities, service reputation, references, and other factors deemed relevant. OTHER TERMS AND CONDITIONS The vendor agrees to the following: To examine the RFP and conditions thoroughly. The failure of omission of any vendor to examine any form, instrument or document shall in no way relieve any vendor from any obligation in respect to their proposal. To comply with all federal, state, and city laws, ordinances, and rules. The Town expressly reserves the following rights: 1. To waive or reject any and/or all irregularities in the proposals submitted. 2. To waive or reject any and/or all proposals or portions thereof. April 2018 Page 7

8 3. To base awards with due regard to quality of services, experience, compliance with specifications and other such factors as may be necessary due to circumstance. 4. To make an award to a vendor whose proposal is in the Town s best interest. 5. To negotiate different terms and conditions with any vendor the Town chooses. 6. To utilize concepts submitted to the Town, via proposal, without compensation. QUALIFICATIONS OF VENDOR The Town may make such investigations as deemed necessary to determine the ability of the vendor to perform the work, and the vendor shall furnish all information and data for this purpose as the Town may request. The Town reserves the right to reject any proposal if the evidence submitted by, or investigation of, such vendor fails to satisfy the Town that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional proposals will not be accepted TIMELINE April 5, 2018: April 17, 2018: April 20, 2018: April 25, 2018: May 2, 2018: May 11, 2018: June 30 th 2018: RFP Released Mandatory pre-bid meeting at 11:00 A.M. Questions from vendors due by 5:00 P.M. Addendum to RFP posted to Town website Proposals due at 3:00 P.M. Proposal review complete Completion of Project April 2018 Page 8

9 BID PROPOSAL FORM AND NON-COLLUSIVE AFFIDAVIT FOR THE TOWN OF CHAPEL HILL BID: The undersigned as Bidder, hereby declares that the only person(s) interested in this proposal as principals (s) are named herein and that no other person than herein mentioned has interest in this proposal or in the contract to be entered into; that this proposal is made without connection with any other persons, company or parties making a bid or proposal and that it is in all respects fair and in good faith without collusion or fraud. 1. The Bidder further declares that he has examined the site of the work and informed himself fully in regard to all conditions pertaining to the place where the work is to be done; that he has examined the specifications of the work and has read all special provisions furnished prior to the openings of the bids, that he has satisfied himself relative to the work to be performed. 2. The Bidder further declares that he has received and examined the Security Camera Instructions, Bid Letting Documents and General Specifications, and will abide by these requirements in performing the work. 3. The Bidder proposes and agrees, if this proposal is accepted, to contract with the Town of Chapel Hill, to furnish all necessary materials, equipment, and machinery, means of transportation, and labor necessary to complete the design, fabrication, and installation of Security Camera System in full and to complete in accordance with the general specifications, and contract documents, to the full and entire satisfaction of the Town of Chapel Hill with a definite understanding that no money will be allowed for extra work except as set forth in the Contract documents. In return for the services accomplished pursuant to the Contract, the Bidder will receive the sum of:------bid Proposal form to be completed on next page>>>> April 2018 Page 9

10 BID PROPOSAL FORM Chapel Hill Transit Camera Replacement Park and Ride Lots BID: Q TOTAL BID FOR DESIGN, FABRICATION & INSTALLATION OF SECURITY CAMERA AND INFRASTRUCTURE AT PARK AND RIDE LOTS SYSTEMS Cost Breakdown: Please indicate cost breakdown by lot: Dollars ($ ) Carrboro Plaza Park and Ride Recording System: Eubanks Rd Park and Ride Recording System: Jones Ferry Rd Park and Ride Recording System: Southern Village Park and Ride Recording System: $ $ $ $ TOTAL ANNUAL COST OF MAINTENANCE SERVICE AGREEMENT Dollars ($ ) Date that first annual service payment will be due 4. The Bidder further proposes and agrees hereby that the work may commence as the beginning time. 5. The undersigned Bidder hereby agrees that the Town of Chapel Hill reserves the right to reject any and all bids when such rejection is in the best interest to the Town of Chapel Hill Bidder taking into consideration the past performance of the Bidder, the ability to perform to work specified, the starting date and completion time, and all other pertinent facts. Respectfully submitted the day of, Name of Firm: By: Phone: Title: April 2018 Page 10

11 SAMPLE CONTRACT- PLEASE DO NOT FILL OUT OR SIGN STATE OF NORTH CAROLINA COUNTY OF ORANGE CONTRACT FOR {DESCRIPTION OF SERVICES TO BE PROVIDED UNDER THIS CONTRACT} This Contract is made and entered into by and between the Town of Chapel Hill, herein Town, and {Contractor s Full Legal Name}, herein Contractor, for services hereinafter described for the Town of Chapel Hill. This Contract is for {Description of Services to be Provided Under This Contract}. WITNESSETH That for and in consideration of the mutual promises and conditions set forth below, the Town and Contractor agree: 1. Duties of the Contractor: The Contractor agrees to perform those duties described in Exhibit A attached hereto and incorporated herein by reference. 2. Duties of the Town: The Town shall pay for the Contractor s services as set forth in Exhibit A. 3. Fee Schedule and Maximum Sum: Contract amount is not to exceed {insert a not to exceed amount}. Payment shall be made according to Exhibit A. 4. Billing and Payment: The Contractor shall submit a bill to the Town for work performed under the terms of this Contract. The Contractor shall bill and the Town shall pay the rates set forth therein. Payment will be made by the Town within thirty (30) days of receipt of an accurate invoice, approved by the contact person or his/her designee. 5. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense (including reasonable attorneys fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Contractor except to the extent same are caused by the negligence or misconduct of the Town. 6. Insurance Provisions: The Town requires evidence of Contractor s current valid insurance (if applicable) in the amounts stated below during the duration of the named project and further requires that the Town be named as an additional insured for Comprehensive General Liability and Business Automobile policies. The required coverage limits are: 1) Comprehensive General Liability and Business Automobile - $1,000,000 per occurrence April 2018 Page 11

12 and 2) Workers Compensation - $100,000 for both employer s liability and bodily injury by disease for each employee and $500,000 for the disease policy limit. 7. Non-Discrimination: The Contractor contractually agrees to administer all functions pursuant to this Contract without discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression. 8. Federal and State Legal Compliance: The Contractor must be in full compliance with all applicable federal and state laws, including those on immigration. 9. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Further, should Contractor utilize a subcontractor(s), Contractor shall require the subcontractor(s) to comply with the requirements of Article 2, Chapter 64 of the General Statutes. Pursuant to North Carolina General Statute (c)(2), contracts solely for the purchase of apparatus, supplies, materials, and equipment are exempt from this E-Verify provision. 10. Amendment: This Contract may be amended in writing by mutual agreement of the Town and Contractor. 11. Termination: Either party may terminate this Contract at any time by giving the other party thirty (30) days written notice of termination prior to the end of the term as described herein. 12. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North Carolina. The courts and the authorities of the State of North Carolina shall have exclusive jurisdiction over all controversies between the parties which may arise under or in relation to this Contract. In the event of any dispute between the parties, venue is properly laid in Orange County, North Carolina for any state court action and in the Middle District of North Carolina for any federal court action. Contrary to any provision that may be contained in any exhibit attached hereto the Town shall not consent to 1) resolving any dispute by means of arbitration and/or 2) waiver of a trial by jury. 13. Preference: In the event that the terms of any exhibit attached hereto are not consistent with the terms of this Contract, this Contract shall have preference; provided that where either any exhibit attached hereto or this Contract establishes higher standards for performance by either party, the higher standard, wherever located, shall apply. 14. Severability: The parties intend and agree that if any provision of this Contract or any portion thereof shall be held to be void or otherwise unenforceable, all other portions of this Contract shall remain in full force and effect. April 2018 Page 12

13 15. Assignment: This Contract shall not be assigned without the prior written consent of the parties. 16. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no other warranties, inducements, considerations, promises, or interpretations shall be implied or impressed upon this Contract that are not expressly addressed herein. All prior agreements, understandings and discussions are hereby superseded by this Contract. 17. Construction Project Related Sales Tax: If applicable, the Contractor shall furnish the Town certified statements setting forth, the cost of all materials purchased from each vendor and the amount of North Carolina sales and use taxes paid thereon. In the event the Contractor makes several purchases from the same vendor, the Contractor s certified statement shall indicate the invoice number, the inclusive dates of the invoices, the total amount of the invoices, and the North Carolina sales and use taxes paid thereon. The Contractor s certified statement shall also include the cost of any tangible personal property withdrawn from the Contractor's warehouse stock and the amount of North Carolina sales or use tax paid thereon by the Contractor. The Contractor shall furnish such additional information as the Commissioner of Revenue of the State of North Carolina may require to substantiate a refund claim by the Town for sales or use taxes. The Contractor shall obtain and furnish to the Town similar certified statements by the subcontractors. The certified statements to be furnished shall be in the form of the standard CONTRACTOR'S SALES TAX REPORT and shall be submitted with each request for payment. The Town will not make payment to the Contractor until the CONTRACTOR'S SALES TAX REPORTS ARE SUBMITTED. Any and all refunds received by the Town of said taxes shall remain with the Town, and the Contractor shall not be entitled to such refund. 18. Term: This Contract, unless amended as provided herein, shall be in effect until { }, 20{ }. [SIGNATURES ON FOLLOWING PAGE.] April 2018 Page 13

14 This Contract is between the Town of Chapel Hill and {Contractor s Full Legal Name} for {Description of Services to be Provided Under This Contract}. IN WITNESS WHEREOF, the parties hereto cause this agreement to be executed in their respective names. {CONTRACTOR S FULL LEGAL NAME} SIGNATURE WITNESS PRINTED NAME & TITLE PRINTED NAME & TITLE TOWN OF CHAPEL HILL DEPARTMENT HEAD OR DEPUTY/TOWN MANAGER PRINTED NAME & DEPARTMENT ATTEST BY TOWN CLERK: TOWN CLERK TOWN SEAL Town Clerk attests date this the day of, 20. Approved as to Form and Authorization TOWN LEGAL STAFF This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFICER DATE April 2018 Page 14