Catoosa County Board of Education Technology/Facilities Services Catoosa County Board of Education 307 Cleveland Street, Ringgold GA 30736 706-965-2297
[email protected]/
[email protected]
Request for Proposal IP Video Security System Purpose of the RFP This Request for Proposal by the Catoosa County School District is requesting IP Video Security Systems in all of our high school locations. Interested parties are expected to respond to all sections and describe the proposed solution in detail. It is required that the vendor provide pricing for all of the optional services listed. The proposed solution must demonstrate integration in relation to hardware, service and support. A performance guarantee will be required as part of the contract with the winning vendor. Failure to meet the specifications outlined in the performance guarantee will be just cause for termination of the contract by the Catoosa County School District. The primary goal of this RFP is to secure the most reliable, efficient, and cost effective IP Video Security System for students and teachers of the County School System and remain in compliance with all rules, regulations, filing and application procedures and deadlines listed in this RFP. Cost will be the primary factor but not necessarily the only factor in the selection of the vendor. In connection with the execution of this contract, the vendor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, or national origin. The Catoosa County Board of Education is interested in installing an IP Based Video Security System throughout each high school in the system. The video capture, storage and distribution of images shall be done using a series of cameras and networked control and/or storage devices (Image Servers). Users of the system shall be able to connect to the Image Servers across the network to retrieve both live and archive images on their local computer system. Users shall be able to access the Image Servers from any computer connected to the network including access via the Internet, using only a web browser. The cameras need to connect to the existing infrastructure. The school system’s network infrastructure will be upgrading to a 1GB WAN via fiber between sites. Each high school is connected by fiber to the classroom and internally to an MDF and IDF’s on a 1GB backbone, connected to switches in designated classrooms/closets accessible in each building. There are additional fiber pairs in the current network topology that could be used by the IP camera system. The district will host a mandatory meeting for interested bidders. Following the meeting there will be a walk through featuring the three high school locations specified in the bid. There will be no additional walk through days for bidders to visit the sites.
Evaluation Methodology Each proposal will be evaluated based on criteria and priorities defined by the Catoosa County School District. The school system will award a contract based on the vendor submission that best meets the needs of the school system with regard to the current Technology Plan, future growth, and RFP specifications, not necessarily the lowest price even though price will be a priority factor. Proposals will first be evaluated upon the base requirements, which include, but are not limited to, the following: 1. Vendors overall performance record based on available references, reliability, and meeting the requirements as defined in the Vendor Qualifications List. 2. Vendor’s performance history based on the length of time installing proposed products. The district is seeking a vendor who can complete the project within a 10 day window. The vendor should be able to prove extensive working knowledge of K-12 environments and demonstrate an adequate number of similar IP Video Security System installs in such environment. 3. Vendor’s ability to provide the district with a completed floor plan showing all proposed camera locations. 4. Vendor’s ability to meet all the requirements detailed in the RFP as a vendor that can supply hardware, installation, engineering, and support services as required to implement and maintain the IP Video Security System. The vendor must also be willing to allow the school district to evaluate the supply hardware pricing. The district reserves the right to purchase the supply hardware specified in the proposal if an opportunity exists for the district to locate it at a cheaper price. 5. The Catoosa County School District reserves the right to accept or reject any and all bids based on best overall value and in the best interest of the Catoosa County School District. 6. Vendor’s implementation team; including but not limited to, qualifications, experience, certifications, and management capabilities.
Catoosa County School District Mandatory Vendor Qualifications In the best interest of the Catoosa County School District, for this RFP we require a vendor to offer a solution for the whole project covered under this RFP. Vendors who wish to submit an answer to this RFP must meet, at a minimum but not limited to, the following requirements and submit proof with their answer. Any bid received that is incomplete, late, or otherwise incorrect as per instructions on the RFP will be excluded from consideration in the bid process. Vendor must have at least two years experience in implementation and ongoing support of IP Video Security System Vendor must be able to provide remote support of the entire system System provided must include self-healing technologies to minimize down time. Vendor must provide Pelco IP cameras at each location. The minimum indoor spec should be no less than 1 MP and the outdoor minimum spec should be no less than 3 MP. Vendor must provide HP switches at each location On-site maintenance must be performed as warranted and needed by experienced personnel. Vendor must remove existing camera wiring and cameras and return to the district.
Terms and Conditions of Request for Proposal (RFP) Response Submission Responses to this RFP must be submitted and delivered to the Catoosa County Board of Education by (February 25, 2014 at 10 a.m.). Late responses WILL NOT be opened. The vendor must provide two paper copies of the response and one electronic copy. The response must be submitted to Doug Suits, Facilities and Maintenance Director, Catoosa County Board of Education. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. Envelopes containing bid responses shall be so marked as to be easily identified as containing proposals. The outside of the envelope shall be identified as follows: Doug Suits, Maintenance/Facilities/Transportation Director Catoosa County School District 307 Cleveland Street Ringgold, GA 30736 BID: IP Video Security System
RFP Questions Questions concerning this RFP will be accepted via email through (2/14/2014). Submit to:
[email protected]
RFP Schedule RFP Issued: January 28, 2014 Bid Submission Deadline: February 25, 2014. Vendor Selection: February, 26, 2014 at the Central Office (10:00 a.m.) Pre-Bid Meeting and Site Visitation: February 11, 2014. Site visit and pre-bid meeting will start at Heritage High School at 8:30 a.m.
Price Quotations Price quotations are to include the furnishing of all materials, equipment, maintenance, shipping cost, delivery, installation, and the provision of all labor and services necessary or proper for the completion of the work except as may be otherwise expressly provided in the contract documents. The school system will not be liable for any costs beyond those proposed herein and awarded. In case of discrepancy in computed proposal prices, the unit price shall govern and the total price shall be revised accordingly. When installation is complete, vendor’s connectivity equipment must be ready to connect to the existing Catoosa County School District network infrastructure, with NO additional work being done by Catoosa County School District personnel.
Training The Vendor must provide adequate training for key people on the systems; covering the use, administration and support procedures and processes.
Locations Board of Education 307 Cleveland Street, Ringgold, GA. 30736 Heritage High School (3960 Poplar Springs Road, Ringgold, GA 30736) Lakeview Fort Oglethorpe High School (1850 Battlefield Parkway, Fort Oglethorpe, GA 30742) Ringgold High School (29 Tiger Trail, Ringgold, GA 30736)
Network/Performance Guarantee 1. A performance guarantee shall be required between the vendor and the Catoosa County School District. The purpose of this guarantee is to ensure that adequate and timely services are delivered to the Catoosa County School District. The vendor will be required to provide periodic measurement data to certify that the established links meet the minimum requirements outlined in this RFP. This information will be made available to the Catoosa County Board of Education.
2. If the vendor repeatedly fails to meet performance specifications or provide such support services, the Catoosa County Board of Education can request the termination of the contract with written notice. After written notice has been given, the vendor will have 5 days to correct the situation. Failure of the vendor to correct the situation will be just cause to terminate the contract.
Contract Issues 1. The Customer reserves the right to accept or reject any and/or all proposals or sections thereof when the rejection is in the best interest of the Catoosa County School District. The Catoosa County School District reserves the right to award without further discussion. 2. Therefore, responses must be submitted initially with the most favorable terms that the vendor proposes. The Catoosa County School District reserves the right to reject the proposal of a Vendor who has previously failed to perform properly or completed on time contracts of similar nature; and to reject the proposal of any vendor who in the opinion of the Catoosa County School District is not in a position to adequately perform the requirements of the contract. 3. The Catoosa County School District reserves the right to reject any and/or all proposals; any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Catoosa County School District. 4. The Catoosa County School District reserves the right to request that the award winner’s company and staff be subject to criminal background checks, be in compliance with USCIS/E-Verify and provide a minimum of two references of work completed.
Bid Bond The vendor must provide a bid bond in the amount of 5% of the bid, not to exceed $10,000.00
The following pages should be completed in their entirety and placed at the front of the vendor’s bid response.
BID COVER SHEET BID: IP Video Security Systems BID ISSUED: BID DUE: (TO BECOMPLETED BY THE VENDOR AND RETURNED WITH BID)
Date Bid Submitted: Company: ________________________________________________ Mailing Address: __________________________________________ City/State/Zip: ____________________________ Bid Contact Person: _______________________________________ Telephone No.: __________________________ A bid bond or acceptable substitute for $ is enclosed. I certify by my signature below that the prices quoted in this bid are correct and that I have the authority to obligate the company to perform under the conditions outlined in the bid document. Signature _______________________________________ Print or Type Name_______________________________ Title________________________________________ Telephone Number___________________________ Email:______________________________________ Date_______________________________________
POTENTIAL VENDOR PROFILE Information may be typed below or attached to this document.
Corporate Name and Address The vendor shall list their full corporate name and address. The Vendor shall also state their status, i.e. manufacturer, distributor agent, contractor, etc.
Sales, Installation and Support Office The vendor shall list their office that will support the installation
Product/Services Offerings The vendor shall briefly describe its products and services and lines of business.
Warranty Information Provide information about the warranty coverage that your company offers on parts, labor, and service.
Terms Provide information about payment terms.
Availability of Phone Support List the phone number(s) and daily hours your staff will be available for technical support.
Availability of On-Site Support Explain how your company will be able to provide same day and/or next day on-site service.
References Please list at least three references (including contact information) for which you have provided similar goods or services.
Attachments Please attach specifications of any item that differs from the specified items on the bid. I, ____________________________________ (name), authorized agent of ______________________________________ (company), have read the above conditions and provisions of this request for proposal. I do hereby attest to the accuracy of the information provided on the Vendor Contact Information Form.
