Request for Proposal: Security Camera Cabling April 25, 2018 Bennington Public Schools 11620 N 156 th Street Bennington, NE 68007 1
Table of Contents Overview...3 1.1 Product Specifications...4 2.1 Maintenance and Support...4 3.1 Pricing and Payment Structure...4 4.1 Evaluation Process...4 5.1 Discrepancies and Omissions...4 6.1 Contingencies...5 7.1 Vendor Questions and Clarifications...5 Appendix A...6 2
Overview Bennington Public Schools is seeking proposals for installation of cabling for security cameras at Bennington elementary and Pine Creek Elementary. Bids should include demo of existing unused cabling (where applicable) and include termination and installation of new CAT 6 cabling in two different elementary buildings. Interested vendors may request a walkthrough before May 4. Proposals are due in either hardcopy or in electronic form (PDF format) on or before May 7, 2018 at 3:00 PM CST at Bennington Public Schools, Attn: Jason Schmidt, 11620 N 156 th St, Bennington, NE 68007 or emailed to jaschmidt@bennps.org. E-mailed proposal documents will be time-stamped from the receiving computer. The winning bidder will work with Jason Schmidt from Bennington Public Schools to coordinate installation during the summer of 2018, with the project to be completed before July 31, 2018. Equipment may be drop shipped to the dock at Bennington Public Schools Warehouse 11121 North 168 th St., Bennington, NE 68007 or delivered by the vendor at installation. Vendors are encouraged to schedule a walkthrough with Jason Schmidt in advance of submitting a proposal to ensure that the proposal meets the District s requirements. Proposal opening to be on May 8, 2018 at 9:15 am CST at Bennington Public Schools, 11620 N 156 th St, Bennington, NE. Bids will be awarded at the board meeting on May 14, 2018. Questions should be addressed, no later than May 2, 2018, to: Jason Schmidt Ph: 402.238.3044 Email: jaschmidt@bennps.org Questions and Answers will be posted on the district projects website http://projects.benningtonschools.org/. 3
1.1 Product Specifications This project will include all necessary cabling, termination, and support materials for cameras at the locations listed below. The project also includes demolition and removal of old cabling and equipment for the current security systems. The successful bid will utilize white colored CAT 6 cables for video cabling installations including the appropriate amount of patch cables and modcords for internal network connections. The District also requests documentation of work performed, as-builts, and labeling of cable termination locations. Location Cameras 3 Patch Cables 7 Modcords Bennington Elementary 22 26 26 Pine Creek Elementary 24 25 25 Heritage Elementary 2 2 2 At the bidder s request, a walkthrough may be scheduled to look at building layout, patch panels, networking closets, and current camera locations. 2.1 Maintenance and Support Support contacts must be included as part of the installation and proposal. 3.1 Pricing and Payment Structure Vendors are required to breakdown the purchases by building as outlined above. Contracts will be awarded upon approval and acceptance by the Bennington School Board. 4.1 Evaluation Process Please refer to Appendix A for further details regarding the evaluation process. 5.1 Discrepancies and Omissions Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns to Jason Schmidt, Bennington Public Schools, jaschmidt@bennps.org. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. This RFP and its addenda will be part of any possible future contract with successful vendor(s). 4
6.1 Contingencies RFP responses should be as detailed and complete as possible. Proposals stating that pricing is valid dependent upon availability and/or subject to prior sale will be considered as non-responsive. Completion of this RFP form and its associated Appendices are a requirement. Failure to do so will disqualify your RFP response submittal. Vendors must submit sealed RFP responses by the due date and time as specified herein. Electronic submissions will be accepted if created in PDF format and e-mailed to jaschmidt@bennps.org by the due date and time as specified herein. Date and time stamp of receiving computer will govern all e-mails. Vendors will be considered nonresponsive if the above requirements are not submitted as requested. The Bennington Public Schools has the right to reject all submitted proposals and resubmit for new proposals through a revised RFP. The successful bidder will be required to sign a contract with Bennington Public Schools (Appendix B). 7.1 Vendor Questions and Clarifications Questions should be addressed, no later than May 2, 2018, to: Jason Schmidt Ph: 402.238.3044 Email: jaschmidt@bennps.org Questions and Answers will be posted on district website (http://projects.benningtonschools.org/). 5
Appendix A Evaluation Rubric Bennington Public Schools 1. Cost of eligible equipment and/or eligible maintenance...50 points Overall cost will be released at time of proposal opening. Points will be awarded during the evaluation of the proposal(s). 2. Compatibility with currently owned and supported devices...30 points Compatibility is very important. Points will be awarded during the evaluation of the proposal(s) and determination of compatibility with existing equipment and in house support will be done at that same time. 3. Support of hardware...10 points Local contacts to assist with additional installation and troubleshooting must be provided as part of the proposal. 4. Reliability and References...10 points Vendor shall supply a minimum of three references. Please include: Company Name, Reference Name, Position and Contact information, as well as products used and industry of customer. Additional points may be awarded for positive experiences in the PK-12 field Reliability score will be determined using the following criteria: a. References given in the RFP b. Known other users of the device c. Personal experiences 6
Appendix B Contract for Services and Equipment THIS AGREEMENT is entered into on the last date below written, by and between BENNINGTON PUBLIC SCHOOLS (District) and (Contractor). 1. Term The duration of this contract shall be the number of calendar days that it takes for the Contractor to complete the project. The project will be considered complete when all installation and cleanup is complete, the system is provisioned and tested, and all requested documentation and training has been delivered. 2. Services, Equipment, and Material The project also includes demolition and removal of old cabling and equipment for the current security systems. The Contractor will utilize white colored CAT 6 cables for video cabling installations and will also provide the appropriate amount of patch cables and modcords for internal network connections. The District also requests documentation of work performed, as-builts, and labeling of cable termination locations. Location Cameras 3 Patch Cables 7 Modcords Bennington Elementary/District Office 22 26 26 Pine Creek Elementary 24 25 25 Heritage Elementary 2 2 2 3. Project Timeline Upon acceptance of this contract, the Contractor agrees to complete all necessary walkthroughs, provide a complete scope of work, and schedule installation services before May 25, 2018, with full installation, system provisioning, and demolition of obsolete equipment taking place no later than June 30, 2018. Asbuilt documents must also be provided in a timely manner within 30 days of completion of the project. Throughout the project, the Contractor will communicate and coordinate installation schedules with the District Technology Director. 4. Assurances The Contractor affirms that all proposed equipment meets or exceeds the minimum requirements set forth in this request for proposal. Bennington Public Schools is a drug-, alcohol-, and tobacco-free 7
campus. All Contractors and employees agree to abide by this policy. All employees must pass criminal background checks. 5. Payment Provided that a request for payment is received by the District prior to the 25 th day of the month, the District will make payment of the accepted amount prior to the last day of the following month. If a request for payment is received by the District after the prescribed date, payment shall be made not later than 30 days after review and action on the Applications for Payment by the Board of Education of Bennington Public Schools at a regular meeting held pursuant to state law. The Contractor may request a deposit of up to 20% of equipment costs as outlined in the accepted quote. Final payment constituting the entire unpaid balance of the contract sum, less the deposit amount, shall be made by the District to the Contractor when the Contractor has completed the work as outlined in this contract, the Contractor has provided a final accounting of the cost of the work, all requested documentation has been received by the District, and a final invoice has been received by the District. 6. Insurance Contractor will provide certificates of insurance to the District indicating Contractor, including its agents, representatives, employees, and subcontractors, have coverage of at least $1,000,000.00 for liability and property damage, and have $500,000.00 coverage for workers compensation. Contractor will provide certificates of insurance to the Superintendent upon signing of this Agreement. 7. Indemnification Contractor agrees to indemnify and hold the District harmless from any and all claims, losses, expenses, costs or judgments that may be asserted against the District that result from the acts or omissions of the Contractor and its employees, agents, representatives, and subcontractors, except Contractor is not liable for personal property accidents not involving Contractor or its employees, agents, representatives, or subcontractors. 8. Liquidated Damages Contractor agrees to pay $250.00 liquidated damages each day upon Contractor's failure to complete the work specified herein by June 30 th, 2018. The District may retain the above sums each day Contractor fails to complete the same. Said damages are not to be considered a penalty. 9. Entire Agreement This Agreement contains the entire Agreement of the parties, and no other promises, conditions, terms, or requirements in any other Agreement or proposal, whether oral or written, concerning the subject 8
matter of this Agreement, are part hereof. This Agreement supersedes any prior written or oral Agreements between the parties. 10. Severability If any provision of this Agreement is held to be invalid or unenforceable for any reason by a court of competent jurisdiction, the remaining provisions will continue to be valid and enforceable. 11. Amendment This Agreement may not be modified or amended except by written Agreement of the parties. Written notice may be given by both parties through email correspondence with the Technology Director. 12. Governing Law This Agreement shall be construed in accordance with the laws of the State of Nebraska. 13. Notice Any notice of communication required or permitted under this Agreement shall be sufficiently given if delivered in person or by certified mail, return receipt requested to: Superintendent Bennington Public Schools 11620 North 156 th Street P.O. Box 309 Bennington, NE 68007 9