City of Minot Police Department Request for Proposal Building Video Surveillance System ______________________________________________________________________________
3/14/2014
Presented by: Lt. Darin Egge
Contents:
City of Minot Police Department Invitation to Bid Introduction Background Scope of Services General System Functionality Support Requirements On-Site Demonstration Proposal Information RFP Schedule
Invitation to Bid Minot Police Department Request of Proposals Building Video Surveillance System
Notice is hereby given that the Minot Police Department will receive sealed proposals for a qualified and experienced firm to install, configure and support a building video surveillance system. Proposals should be submitted to the Minot Police Department, Attention: Lt. Darin Egge, until 11:00 AM on March 31, 2014.
The primary intent of this request for proposal (hereinafter “RFP”) or (“Proposal”) is to implement an efficient, reliable and modern video surveillance system for use by the appropriate personnel at the Minot Police Department. Specifications are available online at the City of Minot website (http://minotnd.org) or at the Minot Police Department (515 2nd Avenue SW).
The Minot Police Department reserves the right to accept or reject any or all bids, to waive any informalities and to accept the proposal deemed to be in the best interest of the Minot Police Department. Minot Police Department Darin Egge, Administrative Lieutenant Dated this 14th day of March, 2014
Attention Bidders – It is the Minot Police Department’s intent to purchase a video surveillance system on a suitable value approach. We will treat suitable value as a combination of availability, fit, short-term costs and long-term costs that in totality are deemed to best meet the Minot Police Department’s needs.
Introduction The Minot Police Department is seeking proposals for a purchased video surveillance system. The RFP is aimed to provide vendors with sufficient information to provide an onsite demonstration and prepare and submit a proposal detailing services and products to be provided. The RFP is issued for the Minot Police Department. The issuing person will be Lt. Darin Egge and is the sole point of contact for this request. Lt. Egge can be reached at
[email protected] or 701-857-4702. The Minot Police Department reserves the right to accept or reject any or all bids, to waive any informalities, to negotiate separately with competing bidders and to accept the proposal deemed to be the in the best interest of the Minot Police Department.
Background The Minot Police Department currently has an operational video surveillance system. The system needs to be updated and expanded. The exterior cameras and data storage/retrieval system need to be upgraded. If awarded, a system implementation would be performed in the 2014 Fiscal year.
Scope of services The chosen vendor will work closely with Minot Police Department personnel to insure the video surveillance system needs are achieved. Vendors with local government and public safety technology experience is preferred, but not required. Local vendors or vendors with a local presence are also preferred, but not required. The chosen vendor must propose a solution that is capable of providing video surveillance for the interior and exterior of the Minot Police Department. The vendor must propose a solution for a reliable data storage and retrieval system at the Minot Police Department.
General System Functionality Exact functionality will vary per solution. The Minot Police Department will choose the vendor with the most suitable overall proposal to their needs; both current and future. Proposals not meeting the following requirements will not be considered unless a unique workaround is thoroughly noted in the submitted proposal.
The proposed video surveillance system is compatible with the current video surveillance system. Most importantly the interior analog cameras. We would like a hybrid system; replace/add exterior cameras, retain/add cameras on the interior. The proposed video surveillance system must be able to operate in extreme weather. The current video surveillance system does not produce a clear video picture in the winter and during inclement weather. New DVR System A timeline of tasks to project completion A list of comparable jobs completed previously The brand and model of cameras and dvr’s to be installed Include costs associated with replacing current analog cameras with digital cameras on an individual basis. We would like the option to replace analog cameras with digital cameras when they no longer function The ability to record and retrieve video The cost/plan of the option of remote viewing Full perimeter coverage Pan/tilt/zoom on north parking lot Interior cameras on evidence areas and Special Operations
Support Requirements
The vendor must be able to perform routine maintenance and also upgrade equipment and software. Vendor must include the equipment and maintenance warranty in the proposal.
On-Site Demonstration Proposals submitted without a previously scheduled and delivered onsite demonstration will not be considered. A demonstration will provide the Minot Police Department an opportunity to become familiar with the bidding vendor and the bidder’s product offerings. Demonstration schedules are to be coordinated with Lt. Darin Egge (
[email protected]) with the aim to present during a negotiated time on one of the following days: March 24-28, 2014. If circumstance does not allow for a demonstration on one of the aforementioned days, the Minot Police Department can make reasonable accommodations while still adhering to the RFP schedule.
Proposal Information 1. Proposal instructions. Deadline for submitting proposals is 11:00 AM, Friday, March 31, 2014. Mail to Minot Police Department, PO Box 5006, Minot, ND, 58702-5006 or deliver to the Minot Police Department; 515 2nd Avenue SW, Minot, ND, 58701. Proposals received after the deadline will be returned, unopened, to the proposer. 2. Acceptance of Proposals. The Minot Police Department reserves the right, in its sole discretion, to waive minor irregularities, in proposals. A minor irregularity is a variation of the RFP, which does not affect the funding request, or gives one party an advantage or benefit not enjoyed by the other parties, or adversely impacts the interest of the Minot Police Department. Waivers, when granted, shall in no way modify the RFP requirements or excuse the party from full compliance with the RFP specifications and other contract requirements, if the party is awarded the contract.
3. Vendor Responsibility. The selected vendor will be required to assume all responsibility for all products and services proposed irrespective of producer or manufacturer. The Minot Police Department will consider the selected vendor to be the primary and sole contact for all pertinent system problems or defects as covered contractually. 4. Exceptions and Deviations. Proposers taking exception to any part or section of the solicitation shall indicate such exceptions on the proposal and shall be fully described. Failure to indicate any exception will be interpreted as the Proposer’s intent to comply
fully with the requirements as written, Conditional or qualified Proposer’s, unless specifically allowed, shall be subject to rejection in whole or in part.
5. Nonconforming Terms and Conditions. A proposal that includes terms and conditions that do not conform to the terms and conditions in the RFP is subject to rejections as non-responsive. The Minot Police Department reserves the right to permit the Proposer to withdraw nonconforming terms and conditions from its proposal prior to a determination by the Minot Police Department of non-responsiveness based on the submission of nonconforming terms and conditions. 6. Expenses Incurred in Proposal Process. The Minot Police Department accepts no responsibility for any expense incurred by the Proposer in the preparation and presentation of an offer. Such expense shall be borne exclusively by the Proposer. 7. Proprietary Information. The Proposer should mark any and all pages of the proposal considered to be propriety information. Any pages not marked accordingly will be subject to review by the general public after the award of the contract. Requests to view the proprietary information will be handled in accordance with applicable legal procedure as specified by existing North Dakota statutory law or recognized North Dakota rules of privilege.
8. Additional Information. Questions concerning the RFP document must be submitted in writing to Minot Police Department, Attn: Lt. Darin Egge, PO Box 5006, Minot, ND, 58702-5006, via email at
[email protected], or by facsimile to (701) 839-4804. Questions will be received through March 21, 2014 at 12:00 PM Central Time. Responses to all questions will be distributed in writing via email or fax to all known Proposers. Proposers are cautioned that any statements made by the contact person that materially change any portion of the RFP shall not be relied upon unless subsequently ratified by a formal written amendment to this RFP.
9. Acknowledgment of Amendments. Proposers shall acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with proposal, by identifying the amendment number and date in the space provided for this purpose on the proposal form, or by letter. The acknowledgement must be received by the Minot Police Department by the time and the place specified for receipt of proposals.
10. Debarment. By submitting a proposal, the Proposer certifies that it is not currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of North Dakota or the Federal government and that it is not a person or entity that is currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of North Dakota or the Federal government.
RFP Schedule The Minot Police Department reserves the right to modify these dates if extenuating circumstances necessitate. Release of RFP
March 14, 2014
Question Deadline
March 21, 2014
Onsite Demonstrations
March 24-28, 2014
Proposal Deadline
March 31, 2014
Vendor Selection (no later than)
April 4, 2014
Work to be Performed Commences
April 2014
