CITY OF ALHAMBRA. February 1, 2017 RFP2M17-1 REQUEST FOR PROPOSAL

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1 CITY OF ALHAMBRA February 1, 2017 RFP2M17-1 REQUEST FOR PROPOSAL FOR DESIGN SPECIFICATION SERVICES FOR A BUILDING ACCESS CONTROL SYSTEM AND CCTV SYSTEM IN ALHAMBRA CITY HALL IN THE CITY OF ALHAMBRA City of Alhambra 111 South First Street Alhambra, California

2 REQUEST FOR PROPOSAL FOR DESIGN SPECIFICATION SERVICES FOR A BUILDING ACCESS CONTROL SYSTEM AND CCTV SYSTEM IN ALHAMBRA CITY HALL GENERAL INFORMATION: IN THE CITY OF ALHAMBRA The City of Alhambra is requesting proposals from qualified professionals with experience in designing specifications for access control systems and CCTV systems for buildings. This RFP is for system design ONLY, and is not intended for installation services. Following the design of the system, a subsequent RFP will be issued for installation and maintenance services. NOTE: THE COMPANY HIRED FROM THIS RFP FOR DESIGN SERVICES WILL NOT BE ALLOWED TO SUBMIT AN RFP FOR INSTALLATION IN ORDER TO AVOID ANY POTENTIAL CONFLICTS OF INTEREST. A selection committee comprised of the Director of Administrative Services (who oversees Building Maintenance and IT), IT Manager and consultant, and the Building Maintenance Worker will review all proposals and make the final determination. The selected company will be expected to attend several meetings in person at City Hall, and will personally inspect the building in order to make recommendations regarding any required infrastructure improvements, and to recommend the correct products. Send proposals to: City of Alhambra Administrative Services Department 111 South First Street Alhambra, CA Attn: Chris Paulson, Administrative Services Director Or via to: Proposals due: February 17, 2017 before 4:30pm Contact person: Chris Paulson, Admin. Services Dir (626) , 2

3 THERE WILL BE A NON-MANDATORY SITE WALK FOR BIDDERS INTERESTED IN SEEING THE SIZE AND LAYOUT OF THE BUILDING. THIS WILL TAKE PLACE ON WEDNESDAY, FEBRUARY 8, 2017 AT 10:00AM. MEET IN THE LOBBY OF CITY HALL, 111 S. FIRST STREET, ALHAMBRA, CA THIS WILL BE THE ONLY OPPORTUNITY TO SEE THE SITE. Award of contract, if any, will be made in the best interest of the City and shall be based upon various factors, including but not limited to the following: price, bidder s qualifications and references, experience, and reputation. The City of Alhambra reserves the rights to accept or reject any or all Proposals, to be the sole judge of the merits and qualifications of the services and/or items offered and the ability of bidder to responsibly perform. The City reserves the right to waive any irregularities or informalities in any Proposal or in the bidding procedure and may accept other than the lowest bid offered. Proposal may not be withdrawn for a period of sixty (60) days after the time Proposals are due. The successful bidder shall meet all insurance requirements of the City including but not limited to the provisions of personal and property liability including automobile coverage and Workers Compensation in the limits acceptable to the City. All required insurance shall name the City of Alhambra as Additional Insured. Interest in Submitting a Proposal If you expect to submit a proposal, please send an notifying us of your interest, so that we will have your contact information in order to notify you of any Addendums issued. your Notification of Interest to: Chris Paulson No questions will be asked or answered on the site walk. All bidders who have submitted a Notification of Interest may submit questions in writing, via to Chris Paulson at by February 10, 2017 at 5:00pm. A unified response will encompass questions and answers from all bidders and will be disseminated via to all qualifying bidders by February 14, 2017 at 5:00 p.m. TIMETABLE OF ACTIVITIES RFP available on City s website or via February 1, 2017 Notification of Interest February 8, 2017 Non-Mandatory Site Walk Deadline to submit Questions Response to submitted Questions Proposals Due February 8, am February 10, pm February 14, pm February 17, :30pm 3

4 The City of Alhambra reserves the right to adjust this schedule as necessary. Except for additional information specifically requested within this document or by written addenda, no additional material will be accepted. All responses must be completed as required, signed by an official of the firm who is authorized to enter into a binding agreement with the City on behalf of the company, and must be received in the place and by the time designated in this document. If hard-copy proposals are submitted, there needs to be an original and 4 copies; or the proposal can be ed. GENERAL REQUIREMENTS Purpose The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified firms interested in contracting with the City of Alhambra (hereinafter referred to as City ) to provide design specification services for a building access control system and CCTV system in Alhambra City Hall. Alhambra City Hall is approximately 55,000 square feet three story building (basement, first and second floor) constructed in City Option to reject all proposals The City may, at its sole discretion, reject any and all proposals submitted in response to this RFP. The City will not be liable for any costs incurred in connection with the preparation and submittal of any proposal. The City reserves the right to waive any irregularities in a submitted proposal. Contract Sum All proposals will include specific pricing, listed in the form of an hourly rate (with travel and other expenses included) and estimated length of time to complete the design, with a grand total cost. Employment Practices -- Any contract entered into pursuant to this notice will incorporate the provisions of the State Labor Code. Compliance with the prevailing rates of wages and apprenticeship employment standards established by the State Director of Industrial Relations will be required. Contractors shall ensure against discrimination in employment practices on the basis of race, color, national origin, ancestry, sex or religion will also be required. The City of Alhambra hereby ensures that minority business enterprises will be afforded full opportunity to submit proposals in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract. Discrepancies and Misunderstandings Contractors must satisfy themselves by personal examination of the work site, specifications, and other contract documents, and by any other means as they may believe necessary, as to the actual physical 4

5 conditions, requirements and difficulties under which the work must be performed. No contractor will at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies called to the attention of the City of Alhambra will be clarified by the City in writing to all proposer s prior to the submission of proposals. Legal Responsibilities All proposals must be submitted, filed, made, and executed in accordance with State and Federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not. Any proposers submitting a proposal will by such action thereby agree to each and all of the terms, conditions, provision, and requirements set forth, contemplated, and referred to in the Specifications, and other contract documents, and to full compliance therewith. Examination of Site and Contract Documents Proposers MAY attend the site walk scheduled for Wednesday, February 8, 2017 at 10 A.M. in the Lobby of City Hall, 111 S. First Street, Alhambra. Attendance at the site walk is not required in order to submit a proposal, but it is encouraged so that you are familiar with the facility and able to accurately quote a price to design the requested systems. This will be the only opportunity to examine the site. Interpretation of Documents A person in doubt as to the meaning of any part of the documents, or finds discrepancies, in, or omissions from the specifications, may submit to the City a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the documents will be made only by addendum duly issued and a copy of such addenda will be mailed or delivered to each person receiving a set of the contract documents. No oral interpretation of any provision in the contract will be made to any proposer. Proposer Interested in More than One Proposal No person, firm, or corporation will be allowed to make or file, or be interested in more than one proposal for the same work unless alternate bids are specifically called for. This restriction does not apply to formal proposals as a prime contractor. No proposal will be accepted from a contractor who has not been licensed in accordance with the provisions of the State Business and Professional Code. 5

6 PROPOSAL CONTENT: INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS Cover Letter A one-page cover letter will be provided which includes the firm name, address and telephone number of the person or persons to be used for contact and who will be authorized to make presentations for the firm. The cover letter must bear the signature of the person authorized to sign on behalf of the bidder and to bind the applicant in the contract. Table of Contents A comprehensive table of contents of the material should be included in the proposal. Statement of Work The proposal will provide a statement of the proposer s understanding of the work to be done a description of the methods and techniques to be used by the proposer to achieve the objective of the contract, and a positive statement of commitment to perform. Contractor Costs This section of the proposal will outline all costs for services specified in the technical provisions of this document for the duration of the contract. The proposal should specify an all-inclusive hourly rate (meaning that travel and other business expenses should be included in the rate), and then an estimate of the length of time to complete the design and the total cost to the City. Qualifications This section should show that the organization is adequately staffed and trained to perform the required service or should demonstrate the capability for recruiting such staff. Corporate Capability This section must provide a summary of relevant background information to ensure that the prospective contractor has the capacity to perform the required services. The firm submitting the proposal must have sufficient experience as a corporation or other entity. References This section should provide a list of other similar design specification projects by name, address, and telephone number, and a brief description of the work performed. Additional Data This section may contain material not specifically requested for the evaluation, but which the proposer wishes to submit. This may include sales brochures, pictures, a general narrative, and a statement of additional services the contractor may wish to provide. 6

7 Project and Scope of Work The City of Alhambra is requesting proposals from qualified professionals with experience in designing specifications for access control systems and CCTV systems for buildings. The selected proposer will work with the Director of Administrative Services to create, design, and generate specifications for an access control system and CCTV system for Alhambra City Hall. These specifications will then be used in a future RFP to solicit proposals for installation and implementation of the project. The project has two distinct facets, an access control system and a CCTV system. Access Control System: The selected proposer will design a new access control system for Alhambra City Hall. There is a current system that controls 3 exterior doors, and has an aging software platform to control the system; these will be replaced. The new system shall control 3 exterior doors, 8 sets of double-doors separating the lobby from the Departments, and approximately 7 additional doors that separate the public from the staff work areas. The existing system uses Keri key fobs. The new system will be access cards that are also employee identification cards with a photo of the employee and name and title and/or Department. The new system will employ a modern computer operating system. Panic Alarm: The selected proposer will also incorporate panic alarm buttons into the project design. The panic alarm buttons will be placed at the front counter of each Department, in approximately 10 locations. It is desired that the panic alarm will generate a call to Alhambra Police Department Dispatch, which is located next door to City Hall. CCTV System: The selected proposer will design a CCTV system for Alhambra City Hall. The CCTV system will feature approximately 40 cameras at various locations inside and outside of City Hall. The system will be designed with either independent viewing stations, or internet based viewing capabilities. Infrastructure, Hardware, Software, and Equipment: The selected proposer will design every aspect of the access control and CCTV systems. The design will identify any infrastructure work needed, such as running of network wiring; reframing of doorways; purchase and installation of new doors; any and all hardware, software, and equipment and the specifications called for each item, as intended to work best with the new system, and made clear to future proposers that will be performing the installation, training, and maintenance on said system. *** 7

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