Sample Request for Proposal - Karen C. Knox

1 139 Appendix BSample Request for ProposalGeneral ConditionsThe Rochester Hills Public Library is soliciting bids from qualifiedvendors for a Closed Circuit Television System for the Librarylocated at 500 Olde Towne Road, Rochester, Michigan following Request for Proposal (RFP) is being provided toyoufor your consideration. To beconsidered, your company mustmeet the qualifications and satisfy the requirements set forth inthis RFP.* * * Karen KnoxIT ManagerRochester Hills Public Library500 Olde Towne RoadRochester, Michigan 48307248-650-7123 Final proposals must be received at the address noted above by5:00 PMon Wednesday, September 7, 2011. Although cost will be animportant factor in awarding the contract, the Library is not obli-gated by any statute or regulation to award the bid for the ClosedCircuit Television Surveillance System on the basis of , the Library reserves the right to evaluate all proposalsobjectively and subjectively and to accept or reject any or all pro-posals or portion thereof.

2 Additionally, the Library reserves the right to negotiate changes in equipment with the company deter-mined to have submitted the Proposal that is in the best interest ofthe is to be understood that this RFP constitutes specificationsonly for the purpose of receiving proposals for services and doesnot constitute an agreement for those information contained herein is believed to be accurate,but it is not to be considered in any way as a questions, clarifications, and correspondence should bedirected to Karen Knox at the address noted above or by of ProposalsProposals shall remain valid for a period of thirty (30) days aftersubmission. Modifications to proposals will not be accepted by theLibrary, except as may be mutually agreed upon following theacceptance of the released: August 4, 2011 Mandatory walk-through: August 15, 2011, 10:00 AMDeadline for receipt of bids: September 7, 2011 Recommendation to Library Board: September 21, 2011 Notification to all vendors as soon as possible after September 21, 2011 RequirementsBid specifications for the Closed Circuit Television System mustmatch specifications on the bid sheet or be of equal specificationsto be accepted.

3 Please include all cost factors and a specific deliv-ery time Implementing Technology Solutions in LibrariesMethod of Evaluating ProposalsAfter the bids have been evaluated, cost and other considerationswill be evaluated. Once all factors have been evaluated, the Vendorthat is the lowest responsive, responsible bidder will be selectedfor recommendation to the Library Payment to the successful bidder will be paid upon comple-tion of delivery, installation of the product, and successful config-uration and implementation of the of NondiscriminationThe Rochester Hills Public Library does not discriminate on thebasis of race, color, national origin, sex, age, religion, height,weight, marital status, or disability in its programs and following person has been designated to handle inquiriesregarding the nondiscrimination policies:Christine L. Hage, DirectorRochester Hills Public Library500 Olde Towne RoadRochester, MI48307248-650-7122 Part 1: GeneralDescription of Work: Base BidProvide labor, material, and equipment to provide and install aclosed circuit television (CCTV ) video surveillance system to coverSample Request for Proposal 141entrances, internal areas, and exterior areas at one building for theClient as specified.

4 The system will include a combination ofindoor and outdoor fixed-view, high-resolution color cameras. Thesystem will include remote viewing capabilities that will providefor viewing of live and recorded video at client Will Provide All equipment and installation to constitute a fullyoperational CCTV surveillance system DVR at the Main Library CCTV cameras Any necessary transmitters and receivers Power supplies (includes power supplies for exteriorcameras/heaters/blowers) Cabling and cross connection to provide complete circuitfrom camera location to DVR head-end at the library Software for remote management of CCTV system preferably web-based remote access All horizontal and backbone cabling to connect camerasto equipment room locations, in accordance with finaldesign specifications Cable from connection point to vicinity of camera finallocation Cabling to be tested and certified to standards; providedocumentation Jacks, connectors, ties, clamps, conduit, BNC connectors,plenum cable, and other network supporting hardware asneeded to support specified equipment Backbone cabling to DVR location Final termination at control end of system142 Implementing Technology Solutions in Libraries Final aiming, focusing, and adjusting of all cameras Programming of DVR to include camera names,user/operator data and permissions, basic recording settings, remote access settings, and other programmingas needed to make the system operational On-site training for client users, in accordance with clientwork schedule Technical support for a period of at least one (1) yearcommencing at the completion of training at no additional charge.

5 This will include over-the-phone andsite visits as needed One (1) year warranty on all parts and equipment (exceptcabling) at no additional chargeClient Will Provide 110 AC power circuit at the DVR locationCamera Locations Public south entrance facing door Public west entrance facing door Staff south entrance facing door Exterior of drive-up window on south side Exterior area of bike racks on west side Outside area of entrance to public restrooms on first floorin west entryway Circulation workroom sorting and check-in area on first floor Cash drawers at circulation desk on first floor Youth services computer area on west end of first floorSample Request for Proposal 143 Youth services ExploreZone area on first floor Outside area of entrance to public restrooms on secondfloor Teen computer area on second floor Computer area on east end of second floorPart 2: ProductsMaterials All equipment, components, wire, cable, and mountinghardware are to be provided and installed as required tomeet manufacturer s specifications and documentedinstallation procedures.

6 All materials and equipment shall be standard, regularlymanufactured equipment. All systems and componentsshall be thoroughly tested and proven in actual field components are included from sources otherthan the manufacturer, the Vendor shall demonstrate andverify that the components are compatible, prior to systemacceptance, and shall provide to the Library that use ofsuch components will not void the system warranty. Work shall be performed in accordance with the applicable international, federal, state, and local codes, orstandards current at the commencement of more than one code or regulation is applicable,the more stringent shall apply. Cable installation, identification, and termination shallbe performed in accordance with the manufacturer s technical installation guidance, in addition to applicablecodes Implementing Technology Solutions in Libraries In the absence of manufacturer recommendations onconductor application, the Vendor shall ensure that thecable selected meets all technical requirements of theequipment to be List: Base BidSample Request for Proposal 145 QtyDescriptionPrice1 DVR that meets the following specifications: 16 channels 500 GB hard drive 320 x 240 pixels (CIF) at 120 fps.

7 Offer a full multi-user authorization logon function Include a Central Monitoring Software application forremote access IncludeaCD-RW or DVD+RW optical drive and USB flashdrive for saving clips of recorded data Include a customer 3-year limited warranty11 Indoor color dome camera that meets the followingspecifications: Intensifier built-in (selectable from 2x to 128x) for day/nightoperation 1/3 inch color CCD imaging device w/customized DSP to 11mm DC auto iris varifocal lens Horizontal resolution of 540 TV lines Minimum illumination of Lux (intensifier) Lux(shutter) Power supply of 12V DC & 24A VC(dual voltage) White housing2 Outdoor color dome camera that meets the followingspecifications: Intensifier built-in (selectable from 2x to 256x) for day/nightoperation 1/3 inch color CCD imaging device w/customized DSP to 10mm DC auto iris varifocal lens Horizontal resolution of 580 TV lines Minimum illumination of Lux (intensifier) Lux(shutter) Power supply of 12V DC & 24A VC (dual voltage)1 Power supply for cameras that meets the following specifications: Rack mount chassis Thirty-two (32) Class 2 Rated PTC protected power limitedoutputsWiring and mounting for cameras: Use RG6 CATV 75 Ohm coaxial cable For termination, use Leviton QuickPort CompressionF-ConnectorsAccepted ManufacturersGeneral Note:All quoted equipment must meet or exceed the spec-ifications listed in this bid on pages 6 and 7.

8 These manufacturersare supplied as a guideline for bidders, based on equipment thatthe library is familiar : Speco Sony PelcoCameras: Speco Sony146 Implementing Technology Solutions in Libraries For connectors, use true 75 OhmBNC adapters with gold-plated (15 micro inches) contacts and PTFE insulationmaterial (not delrin) For fire stopping, use Smooth Penetrator (SP-1, SP-2, and/orSP-4) from Unique Fire Stop ProductsInstallation labor for cameras, connected to cablingInstallation labor for head-end equipment, per specification;includes mounting equipment, connecting cameras to cabling,programming, trainingAdditional installation supplies (cable support, etc) pleasespecify:Additional labor or equipment please specify:Shipping/Freight/Transportation chargesInstalledTotal Pelco Nuvico Phillips/Burle BoschPower supplies: Altronix Bosch PelcoSubstitution Note:Bidders are responsible for ensuring compli-ance with specifications and are encouraged to provide a completeapples-to-apples comparison with equipment listed are responsible for detailing any equipment that is not anexact match to parts listed above.

9 Bidders must provide a completepart number for any substituted equipment along with cut sheetsand manufacturer s specifications for evaluation by 3: ExecutionInstallation All equipment are to be installed as specified in accordance with project specifications and manufacturer s recommendations. All wire routes will be conducted utilizing concealedspaces to the greatest extent possible. In the event cableor wire cannot be concealed in existing structural areas,wire and cable will be routed at the highest point available. Conduit or similar protected chases will be utilized on all vertical runs to Request for Proposal 147 Control panels and devices shall be rack-mounted asapplicable by manufacturer s recommendation. Surfacemount panels, if any, shall be mounted utilizing appropriate bracing and anchoring. All terminal blocks,control panels, wire junction points, etc., will be fullyenclosed in manufacturer s recommended devices shall be mounted in NEMA-rated enclosures as applicable.

10 All wire and cable will be appropriately labeled andmarked at termination points, clearly identifying the lineand its intended use. All mid-point terminal or junctionpoints will be labeled appropriately. Any punch-throughs,or other breaches in fire separation barriers, will beappropriately re-sealed upon completion of the wireruns. Prior to termination, Vendor will verify, by industry-recognized standards and manufacturer s recommendations, the reliability of wire runs, testing foropens, shorts, ground-loops, etc. Prior to initial start-up of the system, Vendor will ensureall components are appropriately grounded and shieldedaccording to manufacturer s recommendations andindustry standards. Vendor will conduct initial start-up and will conduct fullfunctional testing of the system and its components. Inthe event problems are identified and, in the opinion ofLibrary, Vendor is unable to sufficiently address a technical malfunction, the appropriate manufacturer srepresentative will be contacted and made available ifnecessary, at no cost to Rochester Hills Public Library.