Elmhurst Community Unit School District 205 Invitation to Bid
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1 Elmhurst Community Unit School District 205 Invitation to Bid Bidders are invited to submit bids in conformance with the requirements established by the specifications herewith: Bid Number: Item being bid: RFP-IP Surveillance Camera System (See specifications attached) Opening Date: Tuesday, November 25, 2014 Bids must be addressed as follows: Purchasing Department Elmhurst Community Unit School District South York Elmhurst, Illinois Sealed bids will be received until 12:00pm local time Tuesday, November 25, 2014 and opened in public and read aloud at the time by a designated representative at the District 205 central offices located at 162 South York, Elmhurst, Illinois. These items are in accordance with specifications provided by the Board of Education. The enclosed bid form must be used and returned in a sealed envelope clearly marked with bid number. Length of time bid is firm: The Board of Education reserves the right to reject any or all bids or to accept or reject any portion of a bid, and to waive any or all informalities in connection with the bids. Supplies and equipment will generally be selected on a basis of design, construction, quality of materials, finish and suitability for the purpose. The selections will be made on line items or their approved equal, in a manner which appears to represent the best value for the money expended. The undersigned contractor hereby understands and agrees that acceptance by the Board of Education of the contractor's bid by issuance of a purchase order or other document advising the contractor of acceptance will create a binding contract consisting of this Invitation to Bid, the purchase order or other document accepting the bid and all documents incorporated by reference into this Invitation to Bid and the purchase order or other document accepting the bid. The contractor certifies that the contractor is not barred from contracting with the Board of Education as a result of a violation of either Section 33E-3 or 33E-4 of the Interference with Public Contracts Act, Ill. Rev. Stat. ch. 38, 33E-1, et seq. The contractor further agrees to fully comply with all terms and conditions set forth in the Board's Purchasing Rules and Regulations for commodities and equipment together with the specifications and other documentary forms and regulations made a part of this specific procurement or contract, all of the foregoing being incorporated herein by reference. The bid price must be a delivered price, FOB using agency, with all transportation and handling charges paid by the bidder. The bidder shall also comply with all State and Federal regulations applicable to contracts with the School District, including but not limited to, prevailing wage, equal opportunity and Illinois laborer preference requirements. (see attached) Name of Company/Corporation Telephone Number Street Address Fax Number City, State, Zip Code Bid submitted by: Signature, in ink or indelible pencil Please type or print name
2 Return this copy attached to your quotations. ILLINOIS PREVAILING WAGE Contractor shall comply with the Illinois prevailing wage law, as amended from time to time. Not less than the prevailing rate of wages as found by Owner or the Illinois Department of Labor shall be paid to all laborers, workers and mechanics performing work under the Contract. If the Department of Labor revises the prevailing rate of wages to be paid laborers, workers or mechanics under the Contract, Owner will notify Contractor and each Subcontractor of the change in the prevailing rate of wages; provided, however, regardless of whether Owner gives such notice, the revised prevailing rate of wages shall apply to the Contract and Contractor shall have the sole responsibility and duty to pay, and ensure that all Subcontractors pay, the revised prevailing rate of wages to each person to whom a revised rate is applicable. Revision of the prevailing wages shall not result in an increase in the Contract sum or other cost to Owner. Contractor shall indemnify, defend and hold Owner harmless from any loss, including but not limited to Owner's attorneys fees, resulting from Contractor's failure to comply with this prevailing wage clause. All bonds applicable to the Contract shall include a provision as will guarantee the faithful performance of the obligation to pay the prevailing rate of wages.
3 REQUEST FOR PROPOSAL RFP /29/14 Elmhurst Community Unit School District 205 ( District ) is accepting proposals to expand its existing IP video surveillance system. The District reserves the right to reject any or all proposals or to cancel this request in its entirety. All proposals will be treated as public information unless it is specifically requested that portions of the proposal be treated as Trade Secrets under the Freedom of Information Act. Such portions must be conspicuously labeled CONFIDENTIAL. The District reserves the right to purchase server hardware and OS licenses from a source other than the vendor if better pricing can be obtained. The District will choose a single proposal. In the event of that the chosen vendor or its solution is deemed unacceptable, the District reserves the right to select a different proposal from the set of responding vendors or re-issue the RFP. Proposal prices for all products and services shall remain firm for 90 days from the date of the proposal. DISTRICT REPRESENTATIVE David E. Smith Director of Technology Elmhurst Community Unit School District S. York Rd. Elmhurst, IL davidsmith@elmhurst205.org SCHEDULE Questions about the RFP Direct all RFP questions through to David Smith at the address above. Proposal Due Date The proposal must be received no later than 12:00 noon CST, Tuesday, November 25, The proposal may be submitted in hardcopy or digitally. s should be sent to David Smith at the address above. Paper should be delivered to: Elmhurst Community Unit School District 205 Attn: David Smith District Administration Center 162 S. York Rd. Elmhurst, IL Proposals received after the specified time will not be considered. WORK SCOPE The District s current video surveillance system consists of Salient CompleteView VMS, digital video cameras and analog black-and-white cameras that are converted through digital encoders for recording and playback. The District is planning to replace all remaining analog cameras with digital cameras, and expand the deployment of digital video cameras in district buildings (see Cameras below). Elmhurst CUSD 205 RFP /29/14
4 The existing VMS server is at capacity, so adding cameras requires additional VMS server hardware, licenses, and disk space for video storage. Vendors shall provide quotes for digital video management server/software, video storage, cameras, mounting hardware, licensing, documentation, system configuration, technical assistance/consultation, maintenance, and training. The District requires that all existing cameras, new cameras, and multiple VMS servers are managed under one VMS user interface. Vendors may propose to expand the existing Salient CompleteView system, or replace the existing system with a different VMS product. Should the Vendor propose a replacement VMS, the District s existing video server and cameras (less than 2 years in age) must be incorporated into the solution in order to leverage the District s prior investment. The District is responsible for server installation, server software installation, Cat5e/6 cabling, and camera installation. The proposal shall address the following specifications: General Cameras Allow for an expanded number of servers, cameras, and user accounts to be configured into one logical enterprise implementation with a single VMS. Allow for a single management point for user ID maintenance and configuration. Provide for a live view of any camera in the District video network. Allow for the organization of cameras into virtual groups in the VMS, and allow user accounts to be assigned permission to access only specific camera group(s). Coordinate with District staff to identify appropriate locations and technology to fulfill the stated intent of this project. Diagrams and/or maps of District facilities will be provided to assist the vendor in camera selection and placement. Utilize LAN/WAN and/or Internet for delivery of the VMS interface and camera images using standard TCP/IP ports. Allow IP cameras Live View functions to be configured to minimize impact of video feed to minimally impact network bandwidth and video storage space. Allow for District-authorized emergency responder access to the system. The following camera types and quantities should be used for design and quoting purposes. The final types and quantities are subject to change. Type Qty Comment Interior hallway color 47 Interior entrance color, wide Additional live video output to LCD monitor in front 8 dynamic range office Exterior color 8 1MP 5MP depending on the particular conditions TOTAL 63 Approximate quantity may change Existing cameras in use include: AXIS M3005-V Series Fixed Dome Interior AXIS P3384-V Fixed Dome Interior Wide Dynamic Range AXIS P3364-LVE 1 MP Fixed Dome Exterior IR Illumination AXIS P3367-VE 5 MP Fixed Dome Exterior IR Illumination Elmhurst CUSD 205 RFP /29/14
5 Server/Storage The District s existing VMS server should be incorporated into the proposed solution. The existing server is a Dell PowerEdge R720xd, Xeon E processors (x2), 16 GB RAM, 30 TB HDD. Additional server resources are required to provide adequate processing and storage to host the centralized video management system (VMS) and to manage an additional cameras recording in H.264 at 30 fps for 30 days. Software The proposal must include all licenses and support for the VMS software. Installation, Configuration, Documentation, and Training The District will rack and power the server, install VMS server OS, run Cat5e/6 cables, and install cameras. The vendor will install the VMS software, provide initial system configuration and verify the proper functioning of all cameras and the VMS. The vendor will document and demonstrate system setup and configuration to District technical staff. The vendor will provide basic training in system administration to District technology staff. The vendor will provide basic training in end-user operation to District administrative staff. DISTRICT PROVIDED INFORMATION The District will provide (as needed): Building drawings with proposed camera locations Technical information on current or planned systems Meetings with staff members in the facilities and technology departments as needed Scheduled facility tours/site surveys/network access VENDOR RESPONSIBILITIES Pricing The vendor shall provide the following pricing in their proposal: The unit price for server hardware, VMS software, each camera model, camera licensing, and any other licensing, warranty, or maintenance cost. The service charge, if any, for system configuration, verification of proper operation, and basic training for technology staff and administrative users. All annual recurring costs. ADDITIONAL INFORMATION Responders must include the following in their proposals: 1. A brief profile of the company 2. At least three (3) references demonstrating experience with implementing a Video Management system 3. Warranty period of cameras and any hardware components 4. Experience and certification of staff who will work on the project 5. Vendor qualifications (security certifications, camera vendor certifications, etc.) VENDOR SELECTION Elmhurst CUSD 205 RFP /29/14
6 The District will select the vendor whose proposal represents the best value for the District. Selection will be made based on a variety of considerations, not just price, including: 1. Comprehensiveness of proposal 2. Technical merit of the proposal, including the integration of existing video surveillance servers and cameras. 3. Technical experience of the company 4. Qualifications of staff 5. References 6. Cost Elmhurst CUSD 205 RFP /29/14
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