Village of Lynbrook. Request for Proposal Engineering Services. Police License Plate Reader/Intersection Camera System

Transcription

1 Village of Lynbrook Request for Proposal Engineering Services Police License Plate Reader/Intersection Camera System 1 Columbus Drive Lynbrook, NY July 16, 2018

2 Table of Contents 1. Summary and Guidelines 2. Contract Terms 3. Project Description 4. Scope of Services 5. Additional Services 6. Fee Proposal 7. Timeline 8. Background of Organization 9. Qualifications 10. Evaluation Criteria 11. Format for Proposals

3 1. SUMMARY AND GUIDELINES The Village of Lynbrook is accepting proposals from qualified vendors to provide Engineering services to design a Police License Plate Reader/Intersection Camera System and related data transfer infrastructure. The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. This is an open and competitive process. Proposals received after 11:00am on August 30, 2018, will not be considered and will be returned unopened. The proposal must contain the signature of a duly authorized officer of the company submitting the proposal. The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the use of subcontractors you must clearly state this in your proposal. Any sub-contractors must be identified and the work they will perform must be defined. In your proposal please provide the name, address, and EIN of any sub-contractors. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations. 2. CONTRACT TERMS The Village of Lynbrook will negotiate contract terms upon selection. All contracts are subject to review by Village of Lynbrook legal counsel, and will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. 3. PROJECT DESCRIPTION The Incorporated Village of Lynbrook (The Village) is interested in implementing CCTV and License Plate Recognition Readers at (18) eighteen key roadway intersections entering the Village. The system purpose includes deterrence, reviewing incidents (automobile accidents, robberies, breaking and entering s, etc.) and early notification of potential bad actors entering the Village, by means of license plate recognition and Law Enforcement data base interconnectivity. The Village is interested in exploring CCTV, License Plate Recognition Reader (LPR) and Data Transfer technologies and, choosing the most beneficial, resilient, cost effective, user-friendly solutions. Other areas of consideration include, Operations and Maintenance costs, readily available and easily serviceable

4 equipment and, solutions which are compatible with existing Law Enforcement, Nassau County and NY State technologies. There are a few main areas of consideration for video/data transfer to support the future Village CCTV and LPR System. These areas include and are not limited to: - purchasing and installing a Village Owned fiber optic system via contractor or by Village of Freeport Electric Department, -Leasing a fiber optic system (Verizon, etc.), -Leasing a copper system with associated routers (Optimum), -Cellular (5G) system, - Sharing existing copper and future Nassau County Traffic Management fiber system - a mesh type system (cellular or similar signal relaying) or, a combination of the above mentioned solutions. 4. SCOPE OF SERVICES The Village expects this project to occur in three different phases: Phase I is to include the research of available technologies and the many means of data transfer. The successful proposer is to explore the different options, offer the pros and cons of each technology or solution, analyze the initial cost and operations & maintenance costs, and provide recommendations based upon our understanding of the Village s needs and the vendors findings. A. Field survey of existing conditions B. Review of the latest available CCTV and LPR technologies. C. Interview with Village staff, Freeport Village representatives, Village contractors, LPR and Camera suppliers and data transfer infrastructure providers. D. Develop and submit for review and approval, a technical report discussing the available technologies, solutions for data transfer, associated costs, pros & cons and, recommendations. The proposer will meet with Village Staff to discuss the submitted report and recommendations; incorporate Village comments and submit final technical report. Phase II is to include developing Construction Documentation ready for bidding and construction of the recommended security system and data transfer infrastructure. This phase will also include the analysis of bids and recommendations for awarding the contract.. A. Design and preparation of Contract Documents (Design Development and Contract Document Phases) including Drawings and Technical Specifications on the Drawings ready for bid for the engineering work outlined in Item 1, Project Description.

5 B. Prepare a final Engineer s estimate of Probable Construction Cost for the proposed Project. C. Based on a single bid phase, provide one (1) set of signed and sealed reproducible for Village and Bidding purposes; answer questions during the Bid Phase. Analyze the bid offers and provide recommendations for contract award. Phase III is to include Construction Administration and Construction Observation Services. A. Construction Administration Phase services including review of any shop drawings B. Construction Observation Phase Engineering Services including attendance at construction meetings and/or site visits to inspect the work. Respond to Contractor design related questions. Anticipate at least (6) six construction meetings and (12) construction site visits as part of the Construction Observation Services. C. Preparation of a Punch List; prepare written responses to Contractor questions, review and recommend Contractors payment requests, review as-built drawings if applicable, project closeout, special inspections, etc. 5. ADDITIONAL SERVICES With prior authorization by the Village, the vendor may provide any of the following additional services : A. Design for additions or major alterations to the project, changes after the design work has been implemented, changes for budgetary purposes, etc. B. Attendance at additional construction phase meetings and/or site visits. Address the comments of a Construction Manager should they be brought into the project after design has commenced. Design of corrective measures due to unforeseen or unexpected field conditions. C. Serving or preparing to serve as a witness in any legal proceedings or attendance at public hearings or meetings. 6. FEES AND PAYMENTS A. For the completion of PHASE s 1-3 set forth herein, the Proposer shall offer an Engineering Fee on a lump sum basis. B. Reimbursable expenses are in addition to the fee for Professional Services. Items such as blueprinting and photocopying, photographic expenses, messenger service, express mail, and other minor administrative expenses shall be reimbursable as a separate cost. C. Permitting, expediting, filing and filing fees shall be the responsibility of the Village. Site safety, supervision, direction, and construction means and methods, and techniques shall be the sole responsibility of the Proposer.

6 D. Additional Services (IV) shall be authorized before the work commences. The Fee would be either a lump sum or performed on a time card (hourly rate) basis, as agreed and billed monthly, as follows: 7. TIMELINE 1. Lump Sum Basis: Percent of Completion 2. Time Card Basis: Principal and technical staff time would be performed hourly in accordance with our Billing Rate Schedule in effect at the time the work is performed. This RFP is dated July 16, Proposers may obtain a copy at lynbrookvillage.com Proposals are due no later than 11:00am on August 30, Proposals will then be evaluated. During this time we may require interviews at our office. The winning firm will be selected on or about September 10, BACKGROUND OF ORGANIZATION The Incorporated Village of Lynbrook is headquartered at 1 Columbus Drive in Lynbrook NY. This includes Village Hall, which houses Administration, the Justice Court, Police Department and Building Department. Other departments such as Recreation, Fire, Library and Public Works are located in other facilities, locally in Lynbrook. 9. QUALIFICATIONS Firm must be in business for a minimum of five years. Please provide proof of incorporation. We are seeking a mature company with a proven track record in business and extensive municipal experience designing or constructing LPR, Camera and related data transfer infrastructure. Provide a company profile, length of time in business, core competencies, and municipal experience. The Village is looking to engage with an organization that has a technical staff that is large enough to engineer the Project. Please include a copy of your firm s organizational chart with employee names and titles. Do not include any subcontractors. Identify staff members that will be providing technical support services. Provide current reference information for at least three clients 10. EVALUATION CRITERIA The following criteria will form the basis upon which the Village of Lynbrook will evaluate proposals. The mandatory criteria must be met and include: Your proposal must be received no later than 11:00am on August 30, Your proposal must include a cost proposal as described above. All costs associated with the delivery of the services should be presented in a flat rate, fee for service format. Deliver proposals in a sealed envelope to the attention of:

7 Village of Lynbrook John Giordano, Village Administrator One Columbus Drive Lynbrook, NY Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in the RFP. Experience Firm has successfully completed comparable initiatives, has the qualifications and resources necessary to undertake this initiative, evidenced by the proposal qualifications and required references. 11. FORMAT FOR PROPOSALS Please use the following as a guideline to format your proposal: Cover Letter: Signed by an officer of the company. QUALIFICATIONS Provide all of the information requested in above Qualifications Section 9. FEES List pricing as requested above