Hayward Unified School District

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Hayward Unified School District 24411 AMADOR STREET HAYWARD CA, 94544 510.784.2600

Bid# 06.14

REQUEST FOR PROPOSALS FOR SURVEILLANCE CAMERA SYSTEM UPGRADES (DISTRICT WIDE)

PROPOSAL DUE DATE AUGUST 6th, 2013 AT 2:00 PM SUBMIT PROPOSALS TO Omar Galvan Measure I Bond Program HAYWARD UNIFIED SCHOOL DISTRICT 24400 Amador Street Hayward, California 94544 Phone: 510-784-2600 ext 72844 Fax: 510-784-6970

Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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Hayward Unified School District – Request for Proposal Surveillance Camera System Upgrades (District wide) I. Project Objective/Summary The Hayward Unified School District (hereby called District) is accepting proposals for Surveillance Camera System Upgrades for systems currently installed and located in district facilities throughout the city of Hayward. The District will further state the required equipment and certifications for the purposes of this bid. This scope of work will be bid in packages which include: 1. OnSSI Package a. OnSSI (surveillance camera software) District license renewal b. OnSSI software platform upgrade for servers and end-user stations c. Training for on-site and District personnel on new software platform 2. Support Services Package a. Warranty renewals on existing Dell servers and accessories b. On-site and remote support for surveillance system c. Parts Replacement Program Note to interested parties – MANDATORY JOB WALK scheduled for July 29, 2013 @ 9 am at the Hayward Unified School District Maintenance and Operations Yard (24400 Amador St. Hayward, CA 94544.

II. Contacts, Dates and Timeframes Omar Galvan Assistant Project Manager, Vanir Construction Management Inc. Hayward USD, Measure I Bond Program 510-784-2600 extension 72844 [email protected] - Public Announcement of RFP: – 7/19/2013, 7/26/2013 - Site Visit/Tours: 7/29/2013 - Question and Answer Deadline: 7/31/2013 - Proposal Deadline: 8/6/2013 - Notification of Finalist: 8/7/2013 - Bid Award Date: 8/22/2013 The District reserves the right to alter the timeline with notification to Vendors according to its needs. Submission must include the following: 1. Site Visit Acknowledgement 2. Pricing Proposal 3. Company information and Signatory page (Appendix A) 4. Reference Chart (Appendix B) 5. Non-Collusion Affidavit Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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III. Project Overview Hayward Unified School District is interested in developing a partnership with a qualified OnSSI/Dell/Sony vendor (Vendor) to provide assistance in getting the District’s surveillance camera system up-to-date with the latest OnSSI software platform. In addition, upgrades to various other components will be made in order to maximize the life of such a critical system for the District. The Vendor will systematically examine, update, and perform the required changes on head-end equipment and end-user devices in order to operate and run the latest OnSSI software platform (Ocularis 3.6 CS). All software updates/patches should be performed per the manufacture’s (OnSSI) recommended for platform changes from NetDVMS to Ocularis platform.

IV. Scope of Services o The District requires that the chosen contractor provide a turnkey solution and be responsible for the design, engineering, installation, and training of said solution. Both a hard copy and softcopy of the finalized project with serial numbers, passwords, and key codes must be handed over to the District for their records. Inclusive in the base bid should be 1-year full maintenance and coverage of software, hardware, and labor. A separate price is requested for additional annual maintenance contract to include all hardware, software upgrades, software maintenance and training to begin after completion of the first year contract. Additionally, the vendor must supply 24x7 on-call coverage with a 4-hour response time for time critical issues and 6-hour response time for less critical applications as deemed by the District. Response time outside these parameters must be approved by the Facilities Maintenance Manager at the time of the repair request. o The qualified and chosen vendor must be fully certified in the stated software and equipment further stated in Section V. The Vendor must also possess at least 5 years of referenceable experience in a School District environment (although 7-10 years experience is preferred). A. OnSSI Package

1. OnSSI (surveillance camera software) license renewal a. District currently has approximately 1350 cameras running on 38 video servers and storage devices – Vendor to provide license renewal and support from OnSSI for a period of 3 years from the date of original license expiration (June 2013). b. License package to include current OnSSI Ocularis CS platform. c. Renewal license to allow the District to upgrade current OnSSI platform (NetDVMS) to the latest Ocularis software package. Renewal to include latest patches and upgrades from OnSSI for a period of 3 years free of charge to the District. 2. OnSSI software platform upgrade for servers and end-user stations a. Vendor to install and configure the OnSSI Ocularis software on the District servers currently running the OnSSI software package. Vendor to provide an integrated and complete functioning video surveillance system on the Ocularis CS platform. b. Vendor shall assume that servers will need operating system updates, Java updates, DotNET framework among other updates required to run the Ocularis platform, Vendor to perform such updates.

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c. Vendor is responsible for installation of the Ocularis client on up to 6 client PCs at each school site. Vendor is responsible for installing any required updates to run the client software d. Vendor shall assume that client PCs will need operating system updates, Java updates, DotNET Framework among other updates required to run the Ocularis Client. Vendor to perform such updates. e. Testing and Acceptance of System i. District to verify that the server and OnSSI software was installed per customer requirements and that the software is fully operational as intended ii. District to verify that existing PC’s with OnSSI client have retained views and user have access to the system as previously authorized 1. Currently there are (3) authorization levels for the software – software rights shall be maintained for the (3) user groups 2. Client PC’s may have customized camera views – Vendor to replicate views on new software platform. iii. Vendor shall assume that in the expected or unexpected event that a connectivity problem occurs on the network, the HUSD Network Manager shall be notified immediately by phone, especially during the evening and/or early morning hours. f. Vendor to provide price for LABOR ONLY 3. Training for on-site and District personnel on new software platform a. Vendor is responsible for end-user training (up to 2 hours) on site in-service for designated HUSD staff at each school site location. b. Vendor shall provide all school site staff training at the time designated by the District. District will schedule training for all sites pending completion of the Ocularis platform change at each respective school site. c. Vendor to provide District technical team an in depth training (up to 16 hours) on site in-service training to ensure District is able to properly maintain and troubleshoot problems with the upgraded camera system.

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B. Support Services Package 1. Warranty renewals on existing Dell servers and accessories Vendor to renew the existing Dell surveillance camera server warranty with manufacturer for an additional 3 year (from date of RFP). Server information is as follows (Vendor to confirm information including exact service contract expiration date):

SURVEILLANCE CAMERA SERVER INFORMATION Service Tag # 1 9612CK1 2 CF8KWG1 3 H5CMMK1 4 6ZHDJK1 5 26CMMK1 6 BJC9LK1 7 7ZHDJK1 8 CJC9LK1 9 HJC9LK1 10 G5CMMK1 11 36CMMK1 12 16CMMK1 13 8ZHDJK1 14 FJC9LK1 15 DJC9LK1 16 GJC9LK1 17 J5CMMK1 18 9JC9LK1 19 FXQCXH1 20 HXQCXH1 21 GXQCH1

Model OPTIPLEX 760 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950 POWER EDGE 2950

Service Contract Type S9+PS

7/16/2009

Service Contract Expiration 7/16/2012

S9+PS

7/23/2008

7/23/2011

S9+PS

7/22/2009

7/22/2012

S9+PS

7/6/2009

7/6/2012

S9+PS

7/22/2009

7/22/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/6/2009

7/6/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/22/2009

7/22/2012

S9+PS

7/22/2009

7/22/2012

S9+PS

7/22/2009

7/22/2012

S9+PS

7/6/2009

7/6/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

7/22/2009

7/22/2012

S9+PS

7/19/2009

7/19/2012

S9+PS

12/31/2008

12/31/2011

S9+PS

12/31/2008

12/31/2011

S9+PS

12/31/2008

12/31/2011

Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

Ship Date

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22 D32MTL1 23 8DXMVH1 24 4FGNVH1 25 8DWPVH1 26 4FGPVH1 27 4FGQVH1 28 8DXNVH1 29 4FGMVH1 30 4FHMVH1 31 4FFQVH1 32 8DWNVH1 33 D33MTL1

POWER EDGE R510 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R710 POWER EDGE R510

S9+PS

1/4/2010

1/4/2013

S9+PS

10/9/2009

10/9/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

10/9/2009

10/9/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

10/9/2009

10/9/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

9/30/2009

9/30/2012

S9+PS

10/9/2009

10/9/2012

S9+PS

1/4/2010

1/4/2013

Manufacturer’s warranty to cover replacement parts and labor for any failed component of system. Service to be of classification (ND + PS) ProSupport Next Business Day Onsite (or equivalent) as described by Dell. 2. On-site and Remote Support for surveillance camera system On-Site Technical Support Service o Vendor to provide on-site (in person) assistance with any component related to the cameras system which includes but not limited to the following: server and camera troubleshooting, connectivity issues, camera views and other system settings, failed hard drive swaps and troubleshooting in general of the system. o Vendor to provide technician within 24-hr after District submits service request (during business days/hours). o Provide an hourly rate with a basis of 2-hour minimum (cost should include travel and related costs for site visit). o Vendor to assume (10) hrs of MINIMUM support per month Remote Technical Support Service o Vendor to provide remote (remote desktop or similar) assistance with any component related to the camera system which includes but not limited to the following: server and camera troubleshooting, connectivity issues, camera views and other system settings, failed hard drives and troubleshooting in general of system. o Assistance to be limited to what can be performed off-site via a remote connection o Vendor to provide technician support within 4-hr after District submits service request (during business days/hours). o Provide cost for a year of support o Vendor to assume (20) hrs of MINIMUM support per month

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o

Vendor to confirm the surveillance camera system is fully operational at least (2) times per month – any issues that cannot be resolved remotely shall be reported to District for additional troubleshooting

3. Parts Replacement Program 1. Surveillance Camera Server and Storage a. HP ProLiant ML350p Gen8 Large Form Factor Rack Server, HP ML350p Gen8 Intel® Xeon® E5-2603 (1.8GHz/4-core/10MB/80W) FIO Processor Kit, HP 12GB (3x4GB) Dual Rank x8 PC3-12800E, (DDR3-1600) Unbuffered CAS-11 Memory Kit, HP Integrated Lights-Out HP Integrated Lights Out 4 (iLO 4) Management Engine Storage controller HP Embedded P420i Smart Array Controller HP 2GB P-series Smart Array Flash Backed Write Cache, Drive cage, 4x600GB 6G SAS 15K 3.5in SC Enterprise Hard Drive, HP 6-Bay Drive Cage, HP 6-Bay Large Form Factor Drive Cage, 6x4TB 6G SAS 7.2K 3.5in DP MDL SC Hard Drive, HP RAID 5 Drive 1 FIO Setting (requires matching 3 hard drives), HP Smart Array P420/1GB FBWC 6Gb 2-ports Int SAS Controller (Supports 8 Int HDDs or 2 SAS Int Tape drives), Network card, Embedded NC326i Dual Port Gigabit Server Adapter, HP 750W Common Slot Gold Hot Plug Power, Supply Kit x2, Fan, HP Hot Plug Redundant Fan Kit, Hot Plug, Redundant Fan Kit,Warranty, 3 years parts, labor and onsite service (3/3/3), standard warranty. b. Provide equal or better c. Provide specified quantity in bid form

2. Replacement Hard Drives a. Hard Drives must be compatible with the existing system storage array: (Hard Sun Storage J4200 Rack-Ready Chassis, 8 Internal 1 TB 7200RPM SATA Disk Drive, 3.5 inch with bracket). Vendor to confirm compatibility. b. Provide specified quantity in bid form

3. Spare Cameras a. Fixed Cameras: i. SONY - SNC-DF80N - Super Exwave 540TVL Day/Night, Color/B&W, In/Out Fixed Dome IP Camera, 2.8-10mm VFA1 lens, 12VDC/24vac. This camera shall be used for both indoor fixed locations and exterior fixed locations ii. Provide equal or better model iii. Provide quantities specified in bid form b. Pan, Tilt, Zoom (PTZ) Cameras i. SONY - SNC-RX570NW – Day/Night-Color/B&W 360degree PTZ Camera, MJPEG/MPEG4/H.264 IP Video Output, 36X AI Zoom, Image Stable, 12VDC/24vac, White ii. Provide equal or better model iii. Provide specified quantity in bid form o

General Requirements  Vendor user of Premises: o Vendor shall have use of the premises for the execution of the work only o Coodinating the use of the premises shall be under the direction of the District o For all sites, Vendor work hours are limited to the following:  M-F 8am-4:30 pm

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

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In the case where work activity will impact the network, such work shall be scheduled after school hours and be coordinated and approved by the District’s IT Department. Vendor shall assume all responsibility for parking their own vehicle off the project site. All vehicles on-site will be subject to removal by towing at the direction of the District for any violations or parking on site during non-working hours. Contractor shall coordinate all deliveries to occur during the designated work hours only. All District property is tabacoo free, drug free, alcohol free, weapons free and graffti free. Vendor shall enforce these rules to their crews and suppliers.

V. Technical Requirements 1. Vendor must have manufacturer certified engineers and technicians with verifiable experience to install, configure, program, and repair all materials, equipment and software that are part of this Project. 2. Vendor must have engineers with verifiable experience in configuring and troubleshooting 3Com 4800 Series routers, Nortel 5500 Series switches, 3Com 4500G Series switches and related 3Com, Nortel devices. 3. Vendor must have engineers with verifiable experience in configuring and troubleshooting Dell, HP, Microsoft Server 2003/2008, Windows OS, servers and client PC’s. 4. Vendor is responsible for the configuration of switch port VLANs and Quality of Service (QOS) in such cases where it is needed to upgrade to the new software platform. 5. Vendor is responsible for installation of the camera server software, disk storage and Ocularis 3.6 CS software, including all updates to software and operating system. 6. Contractor is responsible for ensuring that existing camera setting are transferred over to the new software platform – this includes PTZ (Pan, Tilt, Zoom) patrolling settings in addition to end-user (client PC’s) settings on OnSSI software. 7. Vendor is responsible for ensuring that existing camera views and user rights are transferred over to new software platform – should a change be required due to new policies on the new platform, contractor is responsible for making the appropriate changes. 8. Vendor is responsible for integration of OnSSI linceses with other HUSD sites. Specifically, Vendor must login to OnSSI servers at every site and update the DLK on that server accordingly if necessary. 9. Vendor is responsible for delivery of other project documentation including assigned IP addresses, serial numbers, MAC addresses, switch ports used, server configuration documentation and user names and passwords.

VI. Site Visit The bidder shall be responsible for visiting all existing surveillance camera installations to fully understand the campuses and buildings and to clearly identify all restrictions that will be encountered by the vendor. Date: July 29th, 2013 Time: 9:00 am Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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Location:

Hayward USD Maintenance & Operations Yard Measure I Office 24400 Amador St. Hayward, CA 94544

Contact: Omar Galvan, Assistant Project Manager, (510) 784-2600 ext 72844, [email protected]

VII. Locations The District is seeking proposals for labor, material, and equipment as required to upgrade and maintain the surveillance camera system to the latest OnSSI software platform (Ocularis 3.6 IS) on sites located throughout the city of Hayward. The following sites shall be covered under the proposed upgrade/maintenance agreement:

School Address 1

Elementary Schools Bidwell - 175 Fairway Street

2

Bowman - 520 Jefferson

3

Burbank - 353 "B" St

4

Cherryland - 585 Willow Ave

5

East Avenue -2424 East Ave

6

Eden Gardens 2184 Thayer Ave

7

Eldridge - 26825 Eldridge Ave

8

Fairview -23515 Maud Ave

9

Glassbrook - 975 Schafer Rd

10 Harder - 495 Wyeth Road 11 Highland - 2021 Highland Blvd 12 Longwood - 850 Longwood Ave 13 Lorin Eden - 27790 Portsmouth Ave 14 Markham - 1570 Ward St 15 John Muir - 24823 Soto Road 16 Palma Ceia - 27679 Melbourne Ave 17 Park - 411 Larchmont St 18 Project School (Tennyson HS) 19 Peixoto (RUUS) 29150 Ruus Rd 20 RUUS - 28027 Dickens Ave 21 Schafer Park- 26268 Flamingo Ave 22 Shepherd - 27211 Tyrrell Ave 23 Southgate -26601 Calaroga Ave 24 Stonebrae - 28761 Hayward Blvd 25 Strobridge - 21400 Bedford Drive 26 Treeview - 30565 Treeview St 27 Tyrrell - 27000 Tyrrell Ave Middle Schools Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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28 Bret Harte - 1047 "E" Street 29 Cesar Chavez - 27845 Whitman St 30 M.L. King - 26890 Holly Hill Ave 31 Ochoa - 2121 Depot Road 32 Winton - 119 Winton Ave High Schools 33 Brenkwitz - 22100 Princeton St 34 Hayward High - 1633 East Ave 35 Mt. Eden - 2300 Panama St 36 Tennyson - 27035 Whitman St Other Sites 37 Laurel Adult -2652 Vergil Court 38 Sunset Adult - 22100 Princeton St 39 Darwin Center - 2560 Darwin 40 Helen Turner Childrens Center 41 Amador Bldg. 42 Elmhurst Bldg. 43 M&O Yard

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VIII. Proposal Instructions and Requirements All Vendors interested in submitting a response to this Request for Proposal (RFP) are encouraged to submit an email notification to [email protected] indicating their intent to respond. 1. General Vendors must comply with the provisions of these instructions for completion and submission of the Bid (“Bid Instructions and Requirements”). The failure of a Vendor to comply with the Proposal Instructions and Requirements will result in rejection of the Vendor’s Proposal for nonresponsiveness. 2. Definitions The District and the Vendor are those named as such in the contract documents and are referred to as if each were of the singular number and masculine gender. 3. Vendor Qualifications Only Proposals submitted by Vendors with the relevant experience, qualifications and capacity to meet the needs of Hayward Unified School District will be accepted. 4. Submission of Bid a. Submission of Executed “Hard Copy”. Vendors interested in this opportunity should submit three copies of the Vendor’s Proposal in a sealed envelope to the Hayward Unified School District located at 24400 Amador St., Hayward CA 94544 by 2:00 p.m. on Tuesday August 6th, 2013. Please indicate “RFP Surveillance Camera System Upgrades (District wide)” on the lower left corner of the envelope.

b. Proposal Contents. Proposals consist of the following items, all of which must be submitted concurrently and executed as required by these Bid Instructions or by the form of document: Proposal on company letterhead Company Information and Signatory Page (Appendix A) Required reference information on company letterhead (Appendix B) Non-Collusion Affidavit (Appendix C) c. Digital Submittals. Digital Submission WILL NOT BE ACCEPTED d. Vendors’ Review of District Web Site. Any addendums, clarifications, RFP updates/revisions, or replies to specific questions will be posted on the District web site (http://www.husd.us/cms/page_view?d=x&piid=&vpid=1357560177984); all such matters shall be deemed incorporated into all Vendors’ Bid Proposals. Prior to submission of a Bid Proposal, all Vendors MUST review materials on this web site. Vendors are responsible for incorporating these changes or addendums into their respective Bid Proposals. Those web postings should be treated like all requirements set forth in this Request for Proposal. e. Copies of this Request for Proposal can be obtained by visiting the HUSD Purchasing Department’s Website at http://www.husd.us/cms/page_view?d=x&piid=&vpid=1357560177544 . Click on Bid Announcements. Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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5. Modifications to Submitted Proposal A Vendor submitting a Proposal may modify its submitted Proposal in writing, to be received by the Hayward Unified School District at or prior to the latest time/date for submission of Proposals. Modifications to the submitted Bid Proposal, which are not in writing, will not be accepted and will not be deemed modifications to the submitted Proposal. 6. Signature A responsible officer or employee of the Vendor must sign the Proposal. Please refer to the “Company Information and Signatory Page” form (Appendix A). An unsigned, but executed Proposal will be rejected for non-responsiveness. 7. References The Vendor shall include with its Proposal response a minimum of three (3) customer references from which it has provided similar services as those described in this RFP in the past year. The references shall include the following minimum information: customer name, contact name, complete address, fax, email address and telephone number, and dates of business (see Appendix B). 8. Non-Collusion Affidavit Each Vendor shall submit with its response a duly completed and executed form of Non-Collusion Affidavit. The required form of the Non-Collusion Affidavit is included as Appendix C of this RFP. The failure of a Vendor to submit the completed and executed form of Non-Collusion Affidavit with its Bid Proposal will result in rejection of the Proposal for non-responsiveness. 9. Evidence of Responsibility Upon the request of the District, a Vendor whose Bid Proposal is under consideration shall promptly submit to the District satisfactory evidence showing the Vendor’s financial resources, organization, and plant facilities available for the performance of the contract. The failure of such a Vendor to submit requested materials in a timely manner will result in rejection of the Vendor’s Proposal for non-responsiveness. 10. District Modifications to Proposal The District reserves the right to modify this Request for Proposal or any portion hereof by written addendum issued to all Vendors who have previously obtained this RFP from the District. All addendums issued by the District pursuant to the foregoing shall be deemed incorporated into the Proposals. 11. Vendor Inquiries Vendors may request clarifications or make other inquiries concerning this Request for Proposal or the requirements hereof. Questions regarding this Request for Proposal should be submitted via email to [email protected] If Vendors contact individual colleges for questions, they must cc Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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[email protected] . The intent is to create a fair and open Bid with all Vendors having access to equal information. 12. Evaluation of Bid Proposals and Award The District’s decision will be based on the evaluation of several factors including but not limited to the following: demonstrated successful experience working in a campus environment experience with OnSSI software platform and other related components price proven track record of customer satisfaction. The following process will be used to evaluate each proposal against the stated criteria: a.

A panel comprised of District maintenance staff and Facilities Department managers will review the written proposals for compliance with the requirements of the RFP.

b.

The District will award a Vendor ALL or a COMPLETE PACKAGE to the vendor whose proposal best meets the evaluation criteria.

The District reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal or in the proposal process. Award of the contract(s) by the Board will be based upon a comprehensive review and analysis of the Proposal(s), which best meets the needs of the K-12 community. The District will be the sole judge of the suitability of the Proposal and the Vendor shall abide by its decision. The Hayward Unified School District is an equal opportunity, affirmative action employer. Proposals shall be submitted on company letterhead and signed by the appropriate company officials. 13. Contract Terms & Conditions By submission of a Proposal, Vendor agrees to abide by the terms and conditions of the Proposal and contract documents. Any exceptions by the Vendor shall be clearly noted in the Proposal response and alternate language shall be proposed therein. Any and all agreements, forms, etc. that the Vendor would require the District to sign and approve in the event of the award of contract must be included with the Proposal response. The District reserves the right to cancel the contract resulting from this agreement with sixty (60) days written notification. 14. Conflict of Interest No officer, member or employee of the District and no member of its governing bodies shall have any pecuniary interest, direct or indirect, in this contract or the proceeds thereof. No Vendor or member of Vendor’s family shall serve on a District board, committee, or hold any such position which either by rule, practice or action nominates, recommends, supervises Vendor’s operation or authorizes funding to Vendor. 15. Legal Entity Should a change be contemplated in the name or nature of the Vendor’s legal entity, the Vendor shall first notify the District in order that proper steps are taken to have the change reflected in all legal documents. In such case, it shall be incumbent on the Vendor to continue operation until relieved by a Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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subsequent Vendor chosen by the District (not to exceed ninety (90) days). The foregoing provisions are in addition to and not in limitation of any other rights or remedies available to the District.

16. Liability and Insurance The Vendor shall provide a certificate of insurance evidencing $1,000,000 in errors and omissions insurance coverage. Vendor shall be responsible for all damages to persons or properties that occur as a result of Vendor’s or Vendor’s employees fault or negligence in connection with the performance of this Agreement. Vendor shall procure and maintain during the life of this Agreement, Comprehensive General Liability Insurance which provides for injuries including accidental death, per any one occurrence in an amount not less than $2,000,000 per occurrence and $4,000,000 annual aggregate; property damage insurance in an amount not less than $2,000,000 per occurrence; and business Automobile Liability Insurance in an amount not less than $2,000,000 including coverage for owned, non-owned and hired vehicles. Vendor shall have in effect, during the entire life of this Agreement, Workers' Compensation and Employer Liability Insurance providing full statutory coverage. In signing this Agreement, Vendor makes the following certification, required by Section 1861 of the California Labor Code (select one): I am aware of the provisions of Section 3700 of the California Labor Code, which require every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of the Agreement. Or I have no employees and, therefore, will not submit a Certificate of Workers' Compensation.

Vendor’s Signature Certificates of Insurance for coverage required herein shall be filed with District's Facilities Director prior to the commencement of work. The certificates shall provide that if the policy or policies be canceled by the insurance company or Vendor during the term of this Agreement, thirty (30) days written notice prior to the effective date of such cancellation will be given to District's Facilities Director. The certificates shall also show the information that the Hayward Unified School District is named on Vendor’s Comprehensive General Liability and Property Damage policies as co-insured or added thereon by endorsement as a named insured or additional insured. The Vendor’s insurance carrier must be approved by the District and carry an “A” rating.

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17. Proof of Insurance Proof of insurance shall be delivered to the Hayward Unified School District prior to the contract beginning date. Certificates of insurance shall state in particular those insured, extent of insurance, location and operation to which insurance applies, expiration date, and cancellation and reduction notice. Certificates of insurance shall clearly state that the District and its officers, agents, employees and servants are named as an additional insured under the policy described and that such insurance afforded thereby to the District, its officers, agents, employees and servants shall be primary insurance to the full limits of liability of the policy, and that if the District, or its officers and employees have other insurance or self-insurance against a loss covered by such a policy, such other insurance shall be excess insurance only. Vendor shall provide District with the endorsement to the policy that names District as additional insured. Certificates and insurance policies shall include the following clause: “This policy shall not be canceled or reduced in required limits of liability or an amount of insurance until notice has been mailed to the District. Date of cancellation or reduction may not be less than thirty (30) days after date of mailing notice." 18. Indemnification The Vendor, at its expense, shall indemnify the District from and defend or settle any claim or action brought against the District to the extent that it is based on a claim that any services furnished hereunder infringed any patented or unpatented invention, copyright, trademark, service mark, trade secret, process, article, appliance manufactured or used or other legally protected proprietary right. The Vendor shall pay all costs, fees (including attorneys' fees) and damages which may be incurred by the District for any such claim or action or settlement thereof. 19. Taxes The Vendor assumes complete liability for all taxes applicable to the operations, income and transactions of the Vendor. The District shall not be liable and will not make reimbursement to the Vendor for any tax imposed either directly or indirectly upon the Vendor by any authority by reason of the contract or otherwise. The Vendor recognizes and understands that the contract may create possessor interest subject to property taxation and that the Vendor may be subject to the payment of property tax levied on such interests. 20. Confidentiality The District defines confidential information as all information disclosed to Vendor that relates to the District's past, present and future activities, as well as activities under this agreement. Vendor will hold all such information in trust and confidence. Upon cancellation or expiration of this Contract, Vendor will return to the District all written or descriptive materials that contain any such confidential information.

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21. Indemnity The Contractor agrees to indemnify and hold harmless the District and others and to waive subrogation as set forth in the Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution executed concurrently herewith, a copy of which is attached hereto and incorporated herein by this reference.

22. Security Clearance The Contractor must be fully certified and all personnel who will work on this project shall be fingerprinted at the Hayward Police Department and have full Department of Justice clearances before work begins at the Contractor’s expense.

23. Public Record The proposals received shall become the property of the Hayward Unified School District and are subject to public disclosure. Contractors are to indicate any restrictions on the use of data contained in their responses. Materials must be clearly identified and the Contractor must include a brief statement that sets out the reasons for confidentiality. Those parts of a proposal which are defined by the Contractor as confidential, proprietary or business or trade secrets, as that term is defined in California Government Code Section 6254.7 and are determined by the District to be reasonably marked as “trade secrets”, “confidential” or “proprietary” shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Marking the entire proposal as proprietary will neither be accepted nor honored. Failure by contractor to label materials as proprietary shall be deemed a waiver by the Contractor of any claim against the Hayward Unified School District for release of said materials. Government Code Sections 6250 et. seq., the Public Records Act defines public record as any writing containing information relating to the conduct of the public’s business. This applies to proposals submitted pursuant to this Bid. The Public Records Act provides that public records shall be disclosed upon written request, and that any citizen has a right to inspect any public record, unless the document is exempted from the disclosure requirements. HUSD cannot represent or guarantee that any information submitted in response to the Bid will be confidential. If the Hayward Unified School District receives a request for any document submitted in response to this Bid, it will not assert any privileges that may exist on behalf of the person or business submitting the proposal. Rather, HUSD will notify the party whose proposal is being sought. In the event that a party who has submitted a proposal wishes to prevent disclosure, it is the sole responsibility of that party to assert any applicable privileges or reasons why the document should not be produced, and to obtain a court order prohibiting disclosure. 24. Invoicing A. Vendor shall submit an invoice directly to: Hayward Unified School District Attn: Accounts Payable 24411 Amador St Hayward, CA 94544 Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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B. Information on the invoice shall include: Purchase Order Number Invoice number Invoice date Payment due date Total invoice amount C. Payment The District shall issue a check for the total amount of the invoice within thirty (30) working days of the date of receipt of the invoice, terms are Net 30.

IX. Performance and Service Requirements 1. The Vendor represents that it has sufficient Service Technician manpower available to perform the services and that all individuals providing services have the background, training and experience to perform properly the services to be delivered. The Vendor also warrants and represents that it owns or has the rights to use and license all intellectual property that it may use or license to the District in connection with the services to be provided. 2. The vendor shall contact the Facilities Manager and Network Manager to schedule a server, switch or other related equipment shutdown. 3. The Vendor shall indicate preliminary acceptance of the surveillance camera system devices in their current condition upon submission of its proposal.

X. District’s Responsibilities 1.

The District shall immediately shut down any equipment upon notification of irregular operation or appearance of the equipment.

2.

The District shall immediately report any equipment abnormalities to the Vendor.

3.

The Vendor shall clearly define any additional responsibilities of the owner as they pertain to the proposal submitted.

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XI. Pricing Proposal/Bid Form Contractor Name:

___________________________________

Price INCLUDES ALL TAXES. (Amount shall be shown in both words and figures. In case of discrepancy, the amount shown in words shall govern). The undersigned proposes to provide and construct the Work required within the Contract Documents and in accordance with said Contract Documents. District reserves the right to Award individual packages (OnSSI Package, Support Service Package) to separate Vendors.

1.

OnSSI PACKAGE a. District OnSSI License Renewal: ($______________________) ____________________________________________________________________________ b. OnSSI Software Platform Upgrade on Servers and End-User Stations: ($__________________) ____________________________________________________________________________ c. OnSSI Software Training: ($______________________) ____________________________________________________________________________ Total Package #1 (OnSSI Package): ($_______________________________) _________________________________________________________________________________

2.

SUPPORT SERVICES PACKAGE a. Dell Server Warranty Renewal: ($______________________) ____________________________________________________________________________

b. OnSSI Support i. On-Site Hourly Rate (2-hour minimum): ($__________________) _______________________________________________________________ ii. Remote (off-site) Annual Maintenance: ($___________________) _______________________________________________________________ c. Parts Replacement Program: Description

Bid Quantity (Multiplied by) Unit Price (Equals) Line Total

A) Server Unit

1 Each

X

$

= $

________

B) Spare Hard Drives

20 Each

X

$

= $

________

C) Fixed Camera

10 Each

X

$

= $

D) Outdoor PTZ Camera

5 Each

X

$

= $

CUMULATIVE TOTAL OF LINE TOTALS A + B + C + D ABOVE:

($

)

______________________________________________________________________________ Total Package #2 (SUPPORT SERVICES PACKAGE): ($_______________________________) _________________________________________________________________________________ Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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Contractor Name:

___________________________________

The names of all persons interested in the foregoing proposal as principals are as follows: ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Note: If Bidder is a corporation, the legal name of the corporation shall be set forth below together with the signature of authorized officers or agents and the document shall bear the corporate seal; if Bidder is a partnership, the true name of the firm shall be set forth below together with the signature of the partner or partners authorized to sign contracts on behalf of the partnership; and if Bidder is an individual, his signature shall be placed below. ______________________________ Name ______________________________ Address ______________________________ Name ______________________________ Address ______________________________ Proper Name of Bidder Date: ______________________

By:

______________________________

___________________________________ ___________________________________ (Signature(s) of Bidder) Contractor Name:

___________________________________

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XII. Site Acknowledgement Agreement

Bidder certifies that he/she has visited the sites of the proposed work and fully acquainted himself/herself with the conditions relating to the proposed service so that he/she may fully understand the facilities, difficulties and restrictions attending the execution of the work under the contract. Having done so, Bidder preliminarily accepts surveillance camera devices in their current condition. Bidder certifies that he/she has sufficient Service Technician manpower available to perform the services and that all individuals providing services have the background, training and experience and is provided the resources to perform properly on each listed services to be delivered.

Comments:

Date: ______________________

By:

______________________________

___________________________________ ___________________________________ (Signature(s) of Bidder)

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Appendix A. COMPANY INFORMATION AND SIGNATORY PAGE Company Name: Business Address: Telephone:

Fax:

Email: Type of Firm:

Web Site: Corporation:

Proprietorship:

Partnership: Other (please describe):

Joint Venture:

Business License Number: Number of years in business under firm name: Full names of firm’s owners (> 10% ownership), officers and managing employees: Has the firm changed its name within the past 3 years?

YES

NO

If yes, provide former name(s):

Have there been any recent (within the last three years) changes in control/ownership of the firm?

YES

NO

If yes, explain.

Have officers or principals of the firm ever had their business license suspended or revoked for any reason? YES NO If yes, please explain. Name and title of person completing responsible for submission of this Bid and the responses to this questionnaire: Signature:

Date:

Name & Title: Phone:

Email:

Appendix B. REFERENCE CHART

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REFERENCES: Please provide a minimum listing of three (3) customers (use K-12 Districts if available) who have used your services in the past year. In this listing, please provide the following information: REFERENCE #1 a. Name of the Customer (District) # 1: b. Web Address. c. Contact name with phone, address, fax, and email. d. Dates of business. REFERENCE #2 a.

Name of the Customer (District) # 2:

b.

Web Address.

c.

Contact name with phone, address, fax, and email.

d.

Dates of business. REFERENCE #3

a.

Name of the Customer (District) # 3:

b.

Web Address.

c.

Contact name with phone, address, fax, and email.

d.

Dates of business.

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Appendix C. NON-COLLUSION AFFIDAVIT

STATE OF CALIFORNIA COUNTY OF ______________________ I, __________________________________, being first duly sworn, deposes and says that I am (Typed or Printed Name) the ________________________ of _____________________________________, the party submitting the foregoing (Title) (Vendor’s Name) Bid Proposal (“the Vendor”). In connection with the foregoing Bid Proposal, the undersigned declares, states and certifies that: 1. The Bid Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation. 2. The Bid Proposal is genuine and not collusive or sham. 3. The Vendor has not directly or indirectly induced or solicited any other Vendor to put in a false or sham RFI, and has not directly or indirectly colluded, conspired, connived, or agreed with any other Vendor or anyone else to put in sham RFI, or to refrain from submitting this Bid. 4. The Vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid price, or that of any other Vendor, or to fix any overhead, profit or cost element of the Bid price or that of any other Vendor, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract. 5. All statements contained in the Bid Proposal and related documents are true. 6. The Vendor has not, directly or indirectly, submitted the Bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, Bid depository, or to any member or agent thereof to effectuate a collusive or sham Bid.

Executed this ____ day of ___________, 20__ at ___________________________________________. (City, County and State) I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

By:

Title:

Hayward USD – Surveillance Camera System Upgrades (District Wide) RFP #06.14

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