Glendale Unified School District Facilities Planning, Development, & Support Operations Request for Qualifications No. P-45 13/14 Phase One Closed Circuit Television System Upgrade and Replacement / Integrated Intrusion Alarm Monitoring / Access Control System Software
November 12, 2013
Responses to RFQ due at 4:00 P.M., Tuesday, November 26, 2013
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TABLE OF CONTENTS
GUSD Request for Qualifications
3
General Information
4
Schedule / Preliminary Calendar of Events
5
Requirements of Statement of Qualifications
5
Attachment A: System Description and Scope of Work
8
Products
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Glendale Unified School District 223 N. Jackson St. Glendale, CA 91206 November 12, 2013 REQUEST FOR QUALIFICATIONS UPGRADE / REPLACE THE CLOSED CIRCUIT TELEVISION SYSTEMS AT MULTIPLE DISTRICT SITES District RFQ No. P-45 13/14 The Glendale Unified School District (“District”) invites statement of qualifications (“SOQ(s)”) from qualified firms, partnerships, corporations, associations, persons, or professional organizations (“Firm(s)”) to enter into an agreement with the District to perform the following design / build services and work (Project): Install, program, maintain, and provide ongoing service and support of: • A District – Wide Video Management Software (VMS) Based Closed Circuit Television (“CCTV”) System and Service, including all software, client license(s) and channel license(s) at multiple District sites. • IP CCTV cameras and associated hardware and devices at multiple District sites. • A District - Wide Alarm Monitoring / Access Control System that is integrated, at the software level, to the VMS, including all software and client license(s) at multiple District sites. • Card readers, keypads, alarm devices, alarm / access control panels and associated hardware, and electrified door locking hardware at multiple District sites. The District intends to award this Project pursuant to a “best value” method. Interested firms or persons are invited to submit their SOQs as described below, with one (1) original and one (1) digital copy in pdf format, to: Glendale Unified School District Procurement and Contract Services 223 N. Jackson Street, Room 305 Glendale, CA 91206 Attn: Gilda Keshishyan Email:
[email protected] All SOQs must include all information requested herein including the information required as part of each Firm’s SOQ as further detailed herein. Email questions regarding this Request for Qualifications to Gilda Keshishyan at
[email protected]. Firms with questions or comments about the RFQ or the Project should not contact any other District representative, Board member, consultant, or employee, unless directed to do so. All SOQs must be received by Tuesday, November 26, 2013, no later than 4:00 P.M. Responses received after 4:00 P.M., November 26, 2013 will be marked “LATE” and returned unopened. The District intends to select a developer based on the criteria stated in the RFQ and not on price alone. The District reserves the right to request additional information or clarification during its evaluation process, to negotiate changes, to accept SOQs that it considers to be in the best interest of the District, or to reject any or all SOQs. The execution of any contract pursuant to this RFQ is subject to the approval of the governing board of the Glendale Unified School District. The RFQ is not a formal request for bids and does not commit the District to award a contract or pay any costs incurred in preparation of SOQs. The District reserves the right to reject any and all SOQs. The District also reserves the right to amend this RFQ as necessary.
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I.
General Information. A. This RFQ focuses on qualifications and does not request pricing on parts or labor. Firms’ SOQs will not include prices. B. Based on the responding Firms’ qualifications as defined in their SOQs, District intends reduce the number of Firms being considered for this project to a short list. C.
The District may meet with the short listed Firms and intends to invite these Firms to provide proposals in response to a Request for Proposal (RFP). Firms’ proposals in response to the RFP will include prices.
D. Criteria. The District wishes to retain a Firm that has the financial strength, management and expertise to deliver the Project within the proposed schedule and budget. The District reserves the right to choose any Firm. The Successful Firm will be selected based on qualifications and demonstrated competence that include, but are not limited to, relevant experience with public schools and/or community college projects, experience with systems of similar scope and size in the educational, commercial, industrial, and government sectors, positive input from client references the Firms will provide in their SOQs, and a proven track record for cost-efficient and timely performance. A “best value” method of selection will be utilized. The “best value” method includes, but is not necessarily limited to, evaluating the following selection criteria: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21.
Thoroughness of Firm’s SOQ. Financial stability. Technical expertise; Team experience; Recent completion of similar projects; Proximity of offices and availability of qualified staff; Prior experience with District staff and current consultants; Ability to install and support the specified products; Skilled labor force; Scope and quantity of work that the Firm performs with its own forces; Safety record; Constructability expertise, experience, and approach; Experience with features similar to the Project, including providing services on an active school site; Ability to meet approved schedules; Standardization; Over-all costs; Life-cycle costs; Delivery timetables; Support logistics; Fitness of purchase; Warranties
E.
Description of Project. The Project for which the District is seeking SOQs is indicated in Attachment “A,” attached hereto.
F.
District Project Management Description. The District’s Facilities Administrator or his designee will be the primary point of contact between the Firm and the District.
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G. Estimated Schedule / Preliminary Calendar of Events
II.
Event
Date
Release of this RFQ
11/12/2013
Requests for Clarifications to this RFQ due
11/19/2013
Firms Submit SOQs
11/26/2013
District notifies short listed bidders
12/10/2013
Requirements of Statement of Qualifications (SOQs) All SOQs must be concise, well organized, and demonstrate the Firm’s qualifications. SOQs shall follow the format outlined below. A. Cover Letter B. Table of Contents
C.
Firm Information 1.
General Information / Firm Background. Please provide the following:
(a) Full company name, address, telephone number, email address, and webpage address; (b) A brief history of the Firm; (c) Contractor’s license number(s). Indicate if the Firm’s license(s) has been revoked or suspended within the past five (5) years; (d) How long in business; (e) Number of full-time employees; (f) Names of senior management (if a local office for a company with national representation, local office senior management); (g) Signatory status of officer(s) of the Firm; (h) Type of business (e.g., corporation, partnership, etc.); (i) Any former names of the Firm; (j) An organizational chart of the Firm that identifies management, sales, network, engineering, CAD, installation, and service personnel. If the Firm is a local office for a company with national representation, the organizational chart will focus on its local office.
2.
Personnel. Provide resumes of personnel to be involved with the Project, including their school experience and community college experience. Upon engagement, any change in personnel must be approved by the District. The Firm shall be responsible for any additional costs incurred by the engagement of a change in personnel. (a) Provide written evidence that Firm’s employees have received factory training on the products that are specified in this RFQ. It will include the employee’s name and type of manufacturer training the employee received. If the manufacturer provides certificates to trainees, include copies of the certificates. Sales training will not be acceptable. (b) In cases where the manufacturer(s) whose products are specified in this RFQ assigns certification levels to its installing dealers, Firm’s SOQ must include a letter(s) from the manufacturer(s) that identifies the Firm’s certification level(s) (silver, gold, platinum, etc.).
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3.
Insurance. Provide statements regarding insurance coverage. Required insurance coverage minimums are as follows: Type of Coverage Commercial General Liability Insurance, including Bodily Injury, Personal Injury, Property Damage, Advertising Injury, and Medical Payments Each Occurrence General Aggregate Automobile Liability Insurance - Any Auto Each Occurrence General Aggregate Workers Compensation Employer’s Liability
4. 5.
6.
Minimum Requirement
$ 1,000,000 $ 2,000,000 $ 1,000,000 $ 2,000,000 Statutory Limits $ 1,000,000
Financials & Bonding. Provide statements regarding Firm’s bonding capacities (performance and payment). If a local office for a company with national representation, provide the local office’s bonding capacities. Claims Statement. Provide a claims statement indicating any and all suits or claims in which the Firm or its personnel were parties and which related to projects within the past five (5) years. If a suit or claim was limited to a claim from a subcontractor to the Firm or a supplier to the Firm and did not include a project’s owner, you need not include that suit or claim in your claims statement. Local Office. Provide the location of your local office nearest to the District, your main office if different, and other relevant resources of your firm. (a) Does this local office maintain a service department that is staffed by full-time dedicated service technicians? Do not consider technicians who perform installation and service duties as full-time dedicated service technicians. (b) How many full-time dedicated service technicians does this local office’s service department employ? (c) Does your office offer your clients the ability to track the progress of its service calls and current projects on-line? (i) If ‘yes’, please describe it, its features, and how your clients may access it. (ii) If ‘yes’, please provide screen shots of your company’s on-line tracking tool.
D. Prior Relevant Experience. 1.
List ALL projects your Firm has been involved with for the past five (5) years that have a similar scope and structure as the Project identified herein, located within approximately seventy-five (75) miles of the District’s administrative offices. For these projects, please provide: (a) (b) (c) (d) (e) (f) (g) (h)
Project Name / Identification Project address/location; Project owner, contact person, and telephone that may be used as a reference; Scope of Work; Original completion date; Date completed; Initial contract value (as of time of bid award); Final contract value
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2.
Other Commercial Projects and/or Complicated Projects. As part of or in addition to your description of your Firm’s past projects listed above, list projects your Firm has successfully completed that had some or all of the following obstacles, including the creative solutions from the Firm on how these obstacles were overcome. Please include all information required above, and include the following information: (a) A very aggressive schedule; (b) Significant budgetary restrictions. (c) Be prepared to expand upon the following: (i) What you did to accommodate the complexity of the project, (ii) The needs of the clients on site, (iii) Minimize inconveniences, and (iv) Maximize safety.
3.
Cost Savings / Value Engineering. The District is seeking a Firm with which it will partner that has direct experience and/or can demonstrate an aptitude to “value engineer” or analyze a Project’s plans, components, and features, and find more efficient and cost-effective methods or alternatives. To assist the District in evaluating this aspect, please describe your Firm’s experience on previous projects where the Firm constructed facilities and on which the Firm was able, either through value engineering or other processes, to suggest and implement ideas that resulted in overall cost savings to the owner of the project. You may do this as part of or in addition to your description of your Firm’s past projects listed above.
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ATTACHMENT A System Description and Scope of Work, Products UPGRADE / REPLACE THE CLOSED CIRCUIT TELEVISION AND ALARM MONITORING / ACCESS CONTROL SYSTEMS AT MULTIPLE DISTRICT SITES District RFQ No. P-45 13/14 1.
System Description and Scope of Work
On December 31, 2013, the District will assume ownership of a 10GB single mode fiber network that will provide connectivity between the District Network Operations Center and schools in the District. The network will have the ability to expand to 100GB. The VMS and alarm monitoring / access control software will rely on this network for connectivity to the schools, Special Programs and additional locations, FASO Headquarters, and District Headquarters. The District operates thirty (30) schools in Glendale and the Crescenta Valley. They include twenty (20) elementary schools, four (4) middle schools, and six (6) high schools. In addition to these schools, District operates six (6) additional sites and / or specialized programs. Presently, eighteen (18) schools (9-elementary, 4-middle, and 5-high schools) have stand-alone closed circuit television (CCTV) systems of disparate manufacturers and of varying ages and working conditions. They include a mix of analog and IP cameras, analog-IP encoders, digital video recorders (DVRs), and hybrid video recorders (HVRs). Existing cable is primarily coaxial and is of varying ages. At this time there is no comprehensive list of existing cameras by manufacturers and model numbers, or documentation regarding the locations, age, and working conditions of existing cable. Some schools have existing Hirsch intrusion alarm monitoring software and panels, and existing keypads that are used to arm / disarm the intrusion alarm monitoring system. All schools have existing alarm panels of disparate manufacturers and existing alarm devices of various types, depending on application and location. The District intends to enter into a design / build contract with one (1) Firm (Successful Firm) to replace the existing standalone systems with a centrally located video management software (VMS) based CCTV system that will support all its schools; and to add / replace cameras at all its schools. The VMS server software will reside in an owner-furnished server at the Network Operations Center. Network video recorders (NVRs) and video storage will be located at the individual schools. Clients will be located at the schools, Special Programs, District Facilities and Support (FASO), and District Headquarters. As part of this contract, the Successful Firm will replace the existing stand-alone intrusion alarm monitoring systems with centrally located alarm monitoring / access control software that will support all its schools. The alarm monitoring / access control server software will reside in an owner-furnished server at the Network Operations Center. Clients will be located at the schools, FASO Headquarters, Special Programs and District Headquarters. Where possible, the alarm monitoring / access control software will integrate directly, not via hard-wired I/Os, with existing intrusion alarm panels. The VMS and alarm monitoring / access control software will be integrated so the VMS will automatically execute preprogrammed actions upon receipt of an alarm, and so the end user must not leave the alarm monitoring / access control application and open the VMS to access live or recorded video. When fully deployed, the system will include approximately one-thousand (1,000) cameras, thirty (30) VMS client licenses, five-hundred (500) card readers, thirty (30) alarm monitoring / access control client licenses, and approximately forty-five (45) network video recorders (NVRs).
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The District intends to use the system primarily as a forensic tool for determining what happened in specific locations, after the fact. In normal operation, the system will not be continuously monitored. The system will record full-time during daylight hours and on motion-only during night hours. The system will record each camera at 7.5 frames per second (FPS). Resolution will be dependent on camera location. The system will store recorded video for sixty (60) days before overwriting the earliest recorded images. NVRs will be furnished by the District, and will be configured for use as NVRs, programmed, and installed by the Successful Firm. In the interest of economy, existing cameras and cable may be re-used where doing so will not negatively impact system performance. At this time the working conditions of the existing cameras and cable are not known. Project work at subsequent schools will include design costs to conduct site surveys to determine where new cameras, card readers, alarm monitoring / access control devices, hardware and cable will be located; and to determine where existing cameras, cable, card readers and alarm monitoring / access control devices may be re-used. The District intends work at Theodore Roosevelt Middle School (Roosevelt MS) to be included and identified in the RFP that the District will issue to the short listed Firms, and that Roosevelt MS will be the first school to be upgraded in this Project. The District intends work at the District Network Operations Center and Roosevelt MS to include, but not necessarily be limited to, the following: 1. Furnish and install one (1) VMS server license in an owner-furnished server located at the District’s Network Operations Center. 2. Furnish and install (30) VMS client licenses. 3. Furnish and install VMS video channel licenses as required for use at Roosevelt MS. 4. Provide an annually-renewable one year software support program that covers one (1) VMS server license, thirty (30) VMS client licenses, and the Roosevelt MS video channel licenses. 5. Furnish and install one (1) alarm monitoring / access control server license in an owner-furnished server located at the District’s Network Operations Center. 6. Furnish and install thirty (30) alarm monitoring / access control client licenses. 7. Furnish and install card reader licenses as required for use at Roosevelt MS. 8. Provide an annually-renewable one year software support program that covers one (1) alarm monitoring / access control server license, thirty (30) alarm monitoring / access control client licenses, and the card reader licenses. 9. Establish and test connectivity, via the District’s fiber network, between the VMS and alarm monitoring / access control software in the Network Operations Center and the thirty (30) District schools that are served by the network. Connectivity between the Network Operations Center and the schools will be the responsibility of the District. 10. Conduct a Roosevelt MS site visit with District FASO and Roosevelt MS staff. 11. Based on the Roosevelt MS site visit, furnish and install IP cameras at Roosevelt MS. 12. Based on the Roosevelt MS site visit, furnish and install analog-IP video encoders, where required, at Roosevelt MS. 13. Based on the Roosevelt MS site visit, furnish and install media converters, where required, at Roosevelt MS. 14. Configure and install an owner-furnished server for use as a network video recorder (NVR) at Roosevelt MS. 15. Adjust angles of view, lens focal lengths (variable focus lenses), and focus on all cameras. 16. Test, troubleshoot, and commission the cameras. 17. Based on the Roosevelt MS site visit, furnish and install card readers, keypads, keypad / card readers, door control panels, electrified door locking hardware and associated devices, power supplies, etc., at Roosevelt MS. 18. Test, troubleshoot, and commission the card readers, keypads, keypad / card readers, door control panels, electrified door locking hardware and associated devices, power supplies, etc., at Roosevelt MS.
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19. Provide four (4) hours VMS administrative user training and four (4) hours VMS monitor-only user training for FASO and District staff. 20. Provide four (4) hours alarm monitoring / access control administrative user training and four (4) hours alarm monitoring / access control monitor-only user training for FASO and District staff The District will identify work at the remaining twenty-nine (29) schools, District and FASO Headquarters, Special Programs, and other locations, in subsequent RFPs to which the Successful Firm will respond with price proposals. The Successful Firm will perform work at these locations individually or in groups of schools / locations. Products Note: The following information is being offered for informational purposes only. Firms’ SOQs will not include prices. Short listed Firms will submit prices in its response(s) to the RFP(s). The Successful Firm will furnish and load the VMS server license into an owner-furnished server. a.
b.
c. 2.
VMS sever software license. The VMS server license shall be OnSSI Ocularis part number OC-IS. No substitutions will be allowed. Provide one (1) year annually renewable OnSSI server license support, part number OC-IS-1Y. VMS Video Channel Licenses. The VMS video channel licenses shall be OnSSI Ocularis IS part number OCIS-1C. No substitutions will be allowed. Provide one (1) year annually renewable OnSSI video channel license support, part number OC-IS-1C-1Y. VMS Client License. OnSSI Ocularis IS VMS client license quantities are unlimited and at no charge.
IP Cameras IP cameras will be selected for their suitability in exterior locations, interior locations, standard or day / night operation, standard resolution, megapixel resolution, and whether they are to be installed in existing housings or are to be installed in new locations. The majority of the existing cameras at Roosevelt MS are brick cameras in exterior or interior housings. In the interest of economy, existing housings will be reused wherever possible. Accordingly, in cases where an existing brick camera will be replaced with a new camera, the new camera will be a brick camera so the existing housing and mounting hardware may be reused. In cases where a new camera will be installed in an area where there is no existing camera (interior or exterior), the new camera will be a dome camera. In these cases, the Successful Firm will furnish and install mounts and mount adaptors that are appropriate for the camera location (interior, exterior, pole, parapet, wall, ceiling, etc.). Camera types (interior, exterior, day / night, standard resolution, megapixel resolution, brick, dome, etc.) will be identified by type and part number in the RFP. IP cameras will be Panasonic, or equal by IQinVision, Sony, or Axis.
3.
IP Video Encoders IP Video Encoders will be located between analog cameras and a network switch(es) and NVR(s) to convert video from existing analog cameras to IP video for recording by the system. IP Video Encoders will be identified in the RFP will be Panasonic or equal by Axis.
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4.
Media Converters Media converters provide the ability to stream video from an IP camera to a network switch and NVR over coaxial cable. Media converters will be identified in the RFP and will be Vigitron or equal
5.
Alarm Monitoring / Access Control Software and Hardware The Successful Firm will furnish and load the alarm monitoring / access control server license, client licenses, and card reader licenses into an owner-furnished server. a.
Alarm monitoring / access control sever software license. The intrusion alarm monitoring / access control server license shall be AMAG Symmetry Enterprise part number ENT-PLAT, and will be furnished with 512 card reader licenses. No substitutions will be allowed. Provide one (1) year annually renewable AMAG server license and card reader license support.
b.
Alarm monitoring / access control Client License. The Alarm monitoring / access control client licenses shall be AMAG Symmetry Enterprise part number ENT-CLIENT. No substitutions will be allowed. Provide one (1) year annually renewable AMAG client license support.
c.
Door Control Panels, Input / Output (I/O) Boards. Door Control Panels, Input / Output (I/O) Boards, etc. shall be AMAG. No substitutions will be allowed.
d.
Alarm Panels, Alarm Devices, Electrified Door Locking Hardware and Associated Hardware. Alarm Panels, Alarm Devices, Electrified Door Locking Hardware and Associated Hardware will be identified in the RFP.
END OF RFQ
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