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Bid Title: Security Camera Installation and Maintenance
Category: Park County Request for proposal (RFP)
Status: Closed

Description:

PARK COUNTY GOVERNMENT

BOARD OF COUNTY COMMISSIONERS

Invitation For Bid (IFB)

Public Works Department

Security Camera Installation and Maintenance

Background

The purpose of this IFB is to select a qualified contractor to install security cameras.  A total of 6 security cameras are needed at various Public Works Department locations.  A complete cost breakdown of all materials and installation hardware will be provided by all bidders.  Labor cost for installation shall be fully disclosed. 

Scope of Work

  1. Expected to include, but not be limited to, tasks identified below. 
  2. Provide itemized list of labor and materials used to install security cameras.
  3. Location(s) of service requested (listed below).
  4. Analyze and monitor all related OSHA rules and regulations in regards to project.
  5. Submit monthly reports to Park County Finance Department in regards to installation/construction site lifecycle.
  6. Conduct in coordination with County Finance staff sub recipient monitoring, if applicable, as required by uniform guidance.
  7. Review and monitor, in coordination with County Finance staff, that all related expenditures comply with uniform guidance and other county policies.
    • Park county reserves the right to add, modify, or delete tasks and job sites as necessary; any such action shall be formalized by a written amendment to the contract.
  8. All materials must meet industry standards and shall only use approved materials.  Please reference approved product list.
  9. If subcontractor is to be used by the bidder Park County shall have final approval of said subcontractor.
  10. Contractor will provide lease agreement for camera hardware.  

Location of Job Site(s)

Public Works Buildings 

(5 locations total)

  • Fairplay - 2 cameras required 1246 
    • Co Rd 16, Fairplay, CO 80440
  • Bailey - 1 camera required
    • 1669 County Road 72, Bailey CO 80421
  • Lake George - 1 camera required
    • 39141 Highway 24, Lake George CO 80827
  • Guffey - 1 camera required 
    • 1619 County Road 102, Guffey CO 80820
  • Jefferson - 1 camera required
    • 58 County Road 35, Jefferson CO 80456

Work Zone Preparation

Park County Government Public Works Department will provide paid labor and staffing to prepare the job site(s) for use.  Necessary job site preparations including but not limited to cleaning will be completed before winning bidder arrives at the job site(s). 

Deliverables

Upon completion of the assessment, bidder/contractor shall provide a report that includes the findings of the assessment and recommendation for distribution plan and timeline. It shall include a summary of the construction/installation lifecycle.  An itemized list of labor, product cost, fees and all other financial matters shall be fully disclosed.  Upon completion of assessment by bidder, contractor may provide a copy of assessment and recommendations.  Alternative materials, installation methods and maintenance management may be considered by Park County Public Works.  If necessary please attach alternate installation instructions with original bid document.

Fees and Expenses (Cost)

Total expenses including material, labor and fees will not exceed $6,000.00.

Cameras cost, installation and monthly maintenance fee per camera will be line items of the bid and project budget.

Average industry cost;

  • $1500 installation fee
  • $390 per camera
  • 6 total cameras needed
  • Monthly maintenance fee per camera shall not exceed $30.00 

Entire repair project completion time shall last no more than 21 days, weather and staffing permitted.

Manufacturer(s) & Material(s)
Approved Product List

Manufacturer(s) 

AXIS 

Model(s)

M3075-V Network Camera

Camera specifications;

  • 1080p mini dome (dustproof) with built-in microphone
  • HDTV 1080p video quality (fixed iris)
  • WDR and Day/night functionality
  • HDMI output and built-in microphone
  • Vandal rated
  • Min illumination/ light sensitivity (Color)
  • Waterproof
  • 120-degree range of view
  • Clear definition from 100 feet distance

Manufacturer and material substitutions/replacements are typically acceptable.  Please reach out to Procurement with any questions. 

Installation & Maintenance

Cameras shall include supply, installation and annual maintenance.

Maintenance program:

  • Shall be paid for on a monthly basis.
  • Involves repairing and/or replacing any and all cameras that malfunction.
  • After 4 years all cameras shall be replaced with the latest technology available &/or when the technology changes extensively.  This includes potential replacement &/or installation of both camera hardware and software.
  • Vendor will assist County IT Department with integration of cameras into current IT Systems.

Bid Posting Location(s), Begin and Closure Date(s)

Park County will publicly post (list) this project on the following websites;

You may also see a printed advertisement in the local newspaper, “The Flume.”

The bid will be live posted on 10.5.2021.  Contractors will be able to submit questions including formal bids at this time.  The bid will close on 10.20.2021 at 12:00 AM MST.

Pre-Proposal Inquiries

Pre-proposal questions can be submitted via email prior to 10.19.2021.

Proposals & References

Proposals shall be submitted to the project contact via email by 10.19.2021. Proposals shall include a statement of understanding; proposed team members and their qualifications; team experience on similar projects; a proposed approach and schedule; and any suggested changes to the scope of work.  Please include 3 professional references that demonstrate experience with similar camera installation and maintenance contracts.

Schedule

Proposals will be reviewed and, if necessary, follow-up questions may be issued to one or more bidders/contractors. The goal is to have an assigned contractor as soon as possible. The County will provide copies of relevant documents for contractors use.  After a bid has been accepted by the County the winning bidder shall provide a timeline to complete the project.  The County will inspect the progress of the build checking materials, installation and labor expenses throughout the duration of the build.  The Public Works department is aware of supply chain issues that may adversely affect the start, build and completion of the project(s).

After an award has been granted to the winning bidder a construction team must be mobilized at the job site(s) within 14 days of notice of award. 

After an award has been granted to the winning bidder a construction/installation team must be mobilized at the job site(s) within 20 business days of notice of award.  Potential onsite staff includes surveyors, engineers, management, laborers, inspectors and other authorized staff.

The Public Works/Facilities Departments are aware of supply chain issues that may adversely affect the start, build and completion of the project(s).

Site Survey(s)

Contractors may complete site surveys during normal business hours at worksite location.  The building is open Monday through Thursday from 6:30 AM to 3:30 PM MST.  Potential onsite staff includes surveyors, engineers, management, laborers, inspectors and other authorized staff.

Permit(s) & Building Code(s)

Bidder(s) shall be responsible for application and obtainment of all Local, County, State and Federal permits required to cover the project(s) build.  Contractor(s) are responsible for compliance with approved building codes and standards for all construction on County owned properties and/or facilities.

Please contact the Building Department directly with permit concerns.  

Building Department

856 Castello Ave
P.O. Box 517
Fairplay, CO 80440

Phone: 719-836-4255
Fax: 719-836-4268

Warranty

Contractor(s) is required to provide a 3-year warranty for all work completed.  The warranty period shall cover all defects in materials and craftsmanship.

Tax Exemption

Government Agencies & Offices
style="text-align: center;">Colorado statute exempts from state and state-collected sales tax all sales to the United States government and the state of Colorado, its departments and institutions, and its political subdivisions (county and local governments, school districts and special districts) in their governmental capacities only (§39-26-704.1, C.R.S.). For more information, review FYI Sales 63.

C.R.S. 24-49.5-105
Historically underutilized businesses - legislative declaration – definitions

(a) Businesses owned by minorities and women are among the fastest growing in the state but are historically underutilized in government contracts.

(b) Securing government procurement contracts is a major determinant in the success of businesses owned by minorities and women.

(c) The owners of historically underutilized businesses can benefit from surety technical assistance programs that help those businesses qualify for the performance bonds that are required for businesses to bid on public projects.

(d) It is the intent of the general assembly to assist historically underutilized businesses by creating a surety technical assistance program.

Immigration Status of Employees/Independent Contractors

Important: Colorado law imposes obligations on employees to verify the immigration status of their employees that extend beyond the obligations imposed by federal law. 

Colorado law (C.R.S. § 8-2-122) imposes the following additional requirements:

(1) Within 20 days after hiring each new employee, an authorized representative of the employer must sign an affirmation that the employer has complied with all of the immigration laws.

 (2) The employer must retain legible copies of both the affirmation and the documents required by federal law to verify immigration status. This means that the employer must retain the Form I-9 for the employee AND a copy of the documents the employer examines in the course of completing the Form I-9. The Division of Labor and Employment may conduct random audits of employer files for compliance with this document retention law.  To comply with the affirmation requirement, it is recommended that employers download the “Affirmation of Legal Work Status” form from the Division of Labor and Employment website. This form is available at: http://www.coworkforce.com/lab/AffirmationForm.pdf.

Independent Contractor Requirements

Colorado law requires all public entities (including charter schools) to include numerous certifications and covenants in all of their personal services contracts with independent contractors regarding the immigration status of the independent contractor’s employees and subcontractors. See C.R.S. § 8-17.5-102. 

In addition, if the personal services contractor is an individual or a sole proprietorship (i.e., not a corporation or other form of legal entity), the contractor must sign an affidavit verifying immigration status. § 24-76.5-103.

Insurance

Contractor shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons and/or damages to property.  Aforementioned injuries and/or property damage(s) may arise from General Contract Terms and Provisions compliance.  The performance of said Contractor, his agents, representatives, employees or subcontractors and their collective work/labor must be professionally licensed and insured.

Contractor shall provide, at a minimum, the following:

  1. Commercial General Liability
    1. Insurance Services covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal and advertising injury with limits no less than $1,000,000.00 per occurrence. 
  2. Commercial Automobile Liability
    1. Insurance Services covering any auto or, if Contractor has no owned autos, hired and (non-owned), with limit no less than $1,000,000.00 per accident for bodily injury and property damage.
  3. Workers' Compensation
    1. Insurance as required by the State of Colorado, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000.00 per accident for bodily injury or disease.
  4. Professional Liability (Errors and Omissions)
    1. For consultant contracts, insurance appropriate to Consultant’s profession, with limit no less than $1,000,000.00 per occurrence or claim, $2,000,000.00 aggregate.

If Contractor maintains broader coverage and/or higher limits than the minimums shown above, Park County requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Park County.

Bond(s)

A bond is not required if the total project cost is under the County’s bond requirement threshold.  

Project thresholds;

  • Under $150,000.00
  • Over $150,000.00

Bid Withdrawal/Cancellation

Any decision to permit or deny correction or withdrawal of a bid shall be supported by a written determination prepared by the director, head of a purchasing agency or their designee.  Bidder shall be notified of specific reason for cancellation including requirements that were not met.  Any contractors listed as unacceptable by Park County Government or the State of Colorado will not be allowed to bid on said projects.

Records Request

If you would like a digital copy of bid documents in Adobe PDF and/or Microsoft Word please contact Procurement.

Contact

Questions regarding this bid shall be directed to Jeremy Steffen; Procurement Specialist, 719.836.4278 (Phone), .

Publication Date/Time:
10/5/2021 10:00 AM
Closing Date/Time:
10/20/2021 12:00 AM
Contact Person:
Jeremy Steffen; Procurement Specialist, 719.836.4278 (Phone), jsteffen@parkco.us.

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