THE HOUSING AUTHORITY OF THE CITY OF DURHAM REQUEST FOR PROPOSALS SECURITY CAMERA AND MONITORED PANIC BUTTON SYSTEM INSTALLATION RFP #17-015
THE HOUSING AUTHORITY OF THE CITY OF DURHAM REQUEST FOR PROPOSALS SECURITY CAMERA AND MONITORED PANIC BUTTON SYSTEM INSTALLATION RFP #17-015 I. Invitation II. Profile of the Authority III. Scope of Work IV. Submission Requirements V. Evaluation Criteria TABLE OF CONTENTS ATTACHMENTS 1. Non-Collusive Affidavit 2. Hold Harmless Agreement 3. Representations, Certifications, and Other Statements of Bidders form HUD-5369-A (11/92) 4. Instructions to Offerors - Non-Construction HUD Form 5369-B (8/93) 5. General Conditions for Non-Construction Section HUD Form 5370-C Section I and II 6. Certification for a Drug-Free Workplace HUD Form 50070 2: DHA RFP #17-015
I. INVITATION The Housing Authority of the City of Durham (DHA), North Carolina requests sealed proposals (RFP #17-015) from qualified individuals or firms to provide Security Camera and Monitored Panic Button System Installation at the DHA central offices. Proposals in response to this Request for Qualifications must be received by delivery to the address below, no later than 2:00 pm (EDST) on August 23, 2017, at the following location: Housing Authority of the City of Durham Attn: Procurement RE: RFP 17-015: Security Cameras 330 East Main Street Durham, North Carolina 27701 Questions regarding the interpretation of this Request for Qualifications should be submitted via email no later than August 9, 2017 by 2:00 pm to procurement@dha-nc.org, or by fax at (919) 667-2127. Proposed contract documents and specifications, are available beginning July 24, 2017 at www.durhamhousingauthority.org No proposals shall be withdrawn for a period of 30 days subsequent to the opening of the proposals without the consent of the Housing Authority of the City of Durham, North Carolina. The term of this contract will be for one (1) year. II. PROFILE OF THE AUTHORITY DHA is an autonomous, non-profit municipal entity created by the City of Durham in 1949 pursuant to state law and the National Housing Act of 1937. The Authority exists to provide safe, decent, and sanitary housing for low-income families in Durham in accordance with the rules and regulations prescribed by the U.S. Department of Housing and Urban Development (HUD) and other federal agencies. The mission of DHA is to be a leader for affordable housing in Durham County by serving as a housing safety net, promoting individual self-sufficiency, and leveraging core housing competencies. To support DHA s mission, the agency manages real estate and participates in the development of mixed income housing. DHA operates over 1,716 units of conventional public housing, and provides rental assistance to over 2,700 residents through the Housing Choice Voucher Program. DHA is also responsible for the management of 160 Affordable Housing Units and is invested in 4 Mixed Finance ventures. The governing body of the Authority is its Board of Commissioners (Board) and is comprised of six members appointed by the City Council of the City of Durham and one member appointed by the Mayor of the City of Durham. The Board appoints a Chief Executive Officer (CEO) to administer the affairs of the Authority. 3: DHA RFP #17-015
III. SCOPE OF WORK The Housing Authority of the City of Durham (DHA) is seeking proposals from qualified and experienced firms who have a demonstrated record of accomplishment in successfully providing security camera and monitored panic button installation. The proposed project involves the installation of a security camera system and a monitored panic button system at the Authority s Central Office. The selected vendor will provide all labor, equipment, required cabling, conduit, and other materials necessary to install the networked digital cameras and monitored panic button system as indicated within this document. Every effort shall be made to install the cameras in locations specified. The vendor is responsible for purchasing all materials needed to complete the job and provide a fully functional system. In addition, the vendor shall provide training on all system components and software to enable Authority staff to operate and maintain the equipment. General Information for Security Cameras 1. Purchase, install and configure 4 power over Ethernet (POE) fixed network cameras at specified locations. Three of these should have a minimum of 2-megapixtel resolution and one should be mounted at about 125 feet from the workstation. 2. The cameras should be: a. At least 2-megapixel resolution indoor and at least 5-megapixel resolution outdoor; b. H. 264 capable; c. Able to generate 1080p HD video output; d. Rated for indoor/outdoor use; e. Capable of filming in day and night conditions; f. Wide dynamic range. 3. Purchase, install and configure one 16 channel 4 TB hybrid network video recorder (NVR)/server with a 12-volt DC power supply and 4 to 6 hour UPS backup. The hybrid NVR will allow configuration and tie in all of our existing analog cameras by the selected vendor. The server and all related peripherals will be located on site in the Fraud/Security Manager s office. 4. Purchase, install and configure video converter, if needed. 5. Configure all 4 cameras to connect to the network video recorder/server via a wired or wireless local area network. 6. Install and configure a management workstation with video management software which: a. Allows local or remote viewing of video from multiple devices simultaneously; b. Capable of retrieving up to 30 days recorded video data from the cameras at a minimum of 7 frames per second; c. Archives and records motion only; d. Video data must be exportable to flash drive or DVD. 7. If a wired LAN is installed, vendor will purchase and install CAT 6 (IEEE standard) cables and conduit materials to run from 16 single or 8 double POE ports to all camera locations. The cables cannot be exposed. Vendor is to provide POE switches. 4: DHA RFP #17-015
8. Purchase and install network cables from the network source(s) to all systems. This may include wiring in the interior of the management office to provide a connection to the server and/or management workstation. 9. Purchase and install power cables from the power source(s) to all systems as necessary. 10. Provide power to all cameras and all other network equipment using existing power source(s). 11. Vendor shall provide protection of the equipment from power spikes and surges. If protection is needed as part of the power run, the Vendor shall advise Authority staff before conduit or power is run. Also, surge/power protection for the cameras and local control equipment and accessories shall be the responsibility of the Vendor. Design The Contractor shall provide a design for both the infrastructure and network configurations of the camera installation. In addition, the Contractor shall produce the supporting documentation. Cameras 1. The locations will require fixed cameras for a fixed view setting. The locations and types of cameras shall be identified in the plans during the design phase of the project. 2. Cameras must be color, digital, and utilize IR illumination or comparable capabilities. 3. Cameras must deliver a minimum 30 frames per second in resolutions up to 1080p HD. 4. The cameras will have a minimum 6-12 mm wide angle lens with varifocal lenses and built in infrared illumination. 5. The cameras will have digital pan/tilt/zoom capabilities while using the video management software. 6. All cameras must be mounted and housed in a vandal resistant housing dome, or other protective device, that will obscure them from public view but still retain full functionality. 7. Cameras and enclosures must be rated for use in outside locations, if applicable. 8. Cameras must have automatic restart and return to operation capabilities in the event of power failures or fluctuations. 9. Camera enclosures shall be impact and vandal resistant and tinted so that a person standing under the camera cannot see the device within. Tinting or enclosure must not obscure or prevent unlimited visibility of the necessary field of view. Operating Software and Hardware Vendor shall provide video management software, programming, and customer training on the system operations. General Information for Panic Button The intended use of the panic button system is to allow DHA staff to alert the authorities/persons as directed by the call back roster given to the monitoring center. The vendor shall complete the following: 1. Purchase, install, and program a monitored panic button system with cellular communicator at specified location. a. Monitored system set up with its own panel; b. Work with cellular communicator (include monitoring fees). 5: DHA RFP #17-015
c. Panic button capable with add on capability. 2. Purchase and install power cables from the power source(s) to all systems as necessary. 3. Vendor shall provide protection of the equipment from power spikes and surges. If protection is needed as part of the power run, the Vendor shall advise Authority staff before conduit or power is run. Also, surge/power protection for the cameras and local control equipment and accessories shall be the responsibility of the Vendor. Design The Contractor shall provide a design for both the infrastructure and configurations of the panic button system installation. In addition, the Contractor shall produce any supporting documentation. Note: Vendor shall provide any programming and customer training on the system operations. IV. SUBMISSION REQUIREMENTS All respondents are required to submit four (4) copies of their proposal, each bound using a 3-ring binder or similar format. All proposals should include a Table of Contents page showing the order of the following items: 1. Cover Sheet 2. Letter of interest, including an executive summary of the respondent s proposal 3. Discussion of your knowledge and experience in performing work that is the same as, or substantially similar to what is required in the Scope of Work. 4. Detailed description of your technical capacity (personnel, equipment and materials) and management plan for the Scope of Work. This should include but is not limited to the company s resume, including resumes of key personnel and method of assigning work. 5. Detailed methodology for the Scope of Work which is reasonable and logical and will indicate that the respondent has a clear understanding of the services required. 6. Price proposal: The cost shall be inclusive and there shall be no additional charges. Please place the price and unit cost information in a separate, sealed envelope included with the rest of the submission package. 7. Name, telephone number, mailing and e-mail addresses of no more than three (3) references that can attest to your capabilities to perform the Scope of Work within the last five (5) years. 8. Insurance requirements - Contractor will obtain and maintain (a) workers' compensation insurance in accordance with state workers' compensation Law; (b) liability insurance with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury liability and property damage liability; and (c) business auto liability with coverage with minimum limits of $500,000 per occurrence, combined single limit for bodily injury liability and property damage liability. 6: DHA RFP #17-015
DHA reserves the right to amend the Scope of Work or any part of this Request for Proposal prior to or after the submission deadline. If an amendment is made prior to the submission deadline, DHA shall issue a written amendment to all those prospective respondents who were issued a copy of this Request for Qualifications. If necessary, based on the nature and extent of the amendment, DHA may extend the deadline. If an amendment is made after the submission deadline, DHA shall issue a written amendment to all those who submitted a proposal, and, if necessary, provide a date for submitting additional information based on the amendment. Absent an amendment by DHA and minor omissions mentioned below, no modification to a respondent s submission shall be accepted after the submission deadline. All proposals will become the property of DHA. DHA reserves the right to, in its sole discretion, cancel this Request for Qualifications, reject any or all proposals, either in whole or in part, with or without cause, and waive any informality in this Request for Qualifications process. Final awards will be subject to available funds. DHA considers as NON-RESPONSIVE any respondent for which critical information is lacking or whose submission represents a substantial deviation from the requirements of this Request for Qualifications. Any contact during the procurement process between the respondent and the Board of Commissioners, evaluation panel or DHA employees, regarding this Request for Qualifications, is disallowed, except as stated above. The procured respondent will not be considered a DHA employee. DHA assumes the proposal of certain personnel to be a statement of their availability to do the work. All costs incurred by the respondent in preparing its response proposal are to be borne by the respondent. V. EVALUATION CRITERIA All proposals received will be reviewed and evaluated by an Evaluation Committee assigned by the Chief Executive Officer. Proposals will be considered in terms of the evaluation indicated in the table below. Proposals will be scored against these criteria and a rank ordered list generated to identify the highest bidders. Knowledge and Experience Capacity Demonstrated successful experience and capability of the proposed staff and sub-consultants for this project. Knowledge of applicable local, state and federal statutes, regulations and codes of forensic audit methods and standards Ability to provide the resources (staffing, equipment, office facilities, and other) necessary for the timely and efficient implementation of the scope of work. Methodology Proposed Methodology is reasonable and logical. 25 30 20 Cost Please provide your proposed overall costs in a separately sealed envelope. 25 MBE/WBE Demonstrated commitment of the respondent to assist the agency in meeting its goals related to MBE/WBE Section3 Proposal includes a detailed Section 3 participation plan 15 10 7: DHA RFP #17-015
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