COUNTY OF COLUSA SHERIFF OFFICE REQUEST FOR BIDS VIDEO SURVEILLANCE CAMERA SYSTEM
REQUEST FOR BIDS DESCRIPTION OF ITEMS: The County of Colusa, Sheriff s Office is seeking bids for a video surveillance system including installation. Bids shall be delivered to the office of Central Services, Colusa County located at 547 Market Street, Suite 110, Colusa, CA 95932 as per specifications attached herewith. TERMS AND CONDITIONS: 1. Description of Item: Video Surveillance Camera System, including installation, requested by the Colusa County Sheriff Office. 2. Types of Bids Required: A. Lump-sum Bids shall be provided for a Video Surveillance Camera System including installation as per the bid specifications included in this bid package. B. Conditional Bids shall not be considered. 3. Time of Completion: The order is to be processed within 30 calendar days measured from the date of the issuance of the County Purchase Order. 4. Time and Place of Submission of Bids: A. Time: Bids shall be submitted on or before February 19, 2015, no later than 3:00 pm. B. Place: All Bids shall be submitted either by: Mail: at the following address: Central Services, County of Colusa, 547 Market Street, Suite 110, Colusa, CA, 95932. Fax: (530) 458-0435 E-Mail: kmoore@countyofcolusa.org C. All information requested of the Vendor can be entered on the Colusa County Bid Worksheet included with this bid package or on the Vendors quote form. D. All information shall be typewritten or entered in ink. Mistakes may be crossed out and corrections inserted before submission of your Bid. Corrections shall be initialed in ink by the person signing the Bid. E. Corrections and/or modifications received after the closing time specified will not be accepted. 2
F. Bids must be submitted by the closing date or prior to the time specified to be considered. G. Any Bid tendered after the time specified will be returned to the Vendor unopened. H. All Bid prices shall be F.O.B. County of Colusa. I. Bid pricing shall remain open and valid subject to acceptance for sixty (60) days after RFB closing date. J. Bid prices shall remain firm for a minimum of 120 days after award to cover subsequent purchase requirement. K. Bid prices by Vendor are considered accurate and cannot be withdrawn after the RFB process is closed. L. Upon submission of Bid, all such documents shall become the property of the County. M. Time of delivery may be a consideration in the award. N. Colusa County generally solicits Bids from a wide variety of Vendors that may include retailers, wholesalers, suppliers, distributors, etc. O. All Bids will be opened, announced and recorded by the County. 5. Quantity and Quality of Materials or Services: All materials and supplies furnished under this Bid shall be in accordance with the County specifications. Materials or supplies, which, in the opinion of the County, are not in accordance within conformity with such specifications, shall be rejected and promptly removed from the County premises at the Vendor s expense. 6. Award: A combination of the following factors will be considered in awarding this Bid. These factors are not necessarily listed in order of priority. A. Prices. B. Vendor s previous record of product quality. C. Ability of Vendor to render satisfactory product in this instance. D. Quality and conformance to specifications. The County shall be the sole judge in making this determination. 3
7. Each Bid shall follow the format specified by the County. 8. Securing Document: The bid specifications are obtainable from the Central Services Department, 547 Market Street, Suite 110, Colusa, California, 95932. 9. Withdrawing Bids: No Vendor may withdraw his bid for a period of ninety (90) days after the date and time set for the opening thereof, and no proposal security shall be released prior to said date; provided, however, that the County may release the Bid and Bid security of unsuccessful vendors after confirming the technical and formal sufficiency of the Bid and Bid security of the three (3) lowest vendors. In no event shall the Bid for security of the three (3) lowest vendors be released before execution with the County of Colusa of an Agreement with the successful vendor, or the expiration of ninety (90) days, whichever occurs first. 10. Rejection of Bids: The County of Colusa reserves all rights to utilize any alternate procedure authorized by the Public Contracts Code Sections 20150.9 and 20150.10 and/or to waive any informality in the RFB process. 11. Default by Vendor: In case of default by vendor, the County reserves the right to: A. Cancel the order and obtain the service on the open market, in which case, Vendor shall be responsible to County for the difference between the Bid price and the purchase price if the purchase is higher; and/or B. Assess a reasonable per day charge against the vendor for inconvenience or damages incurred by County as a result of delayed delivery, except when delivery is delayed by fire, strike, freight embargo, act of Government, or an act of God. C. The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 12. Non-Funding Clause: Funds provided for commodities or services under the terms of an agreement, contract or Bid are contingent on availability of funds. Should sufficient funds not be allocated during those terms, amounts due may be modified or terminated at any time by the County upon thirty (30) day notice. Notice shall be fully given in writing or through service in person or by first class mail. 13. Local Preference: A five percent (5%) local preference may be applied to the price or bid submitted by a local business. The definition of a local business and preference as provided for in Section 17-10 of Chapter 17 of the Colusa County Code is as follows: 4
A. Local Bidder means an organization or individual, who regularly maintains a place of business and transacts business in, or maintains an inventory of merchandise for sale, in the County, and has a valid license to do business in the County. B. Preference shall mean an amount, expressed in terms of a percentage, by which a bid or price may exceed the next lower submitted bid or price. C. This section shall not apply to transactions required by state or federal statues or regulations to be awarded to the lowest responsible bidder, or otherwise exempted from local Preferences (i.e., construction projects). D. Any person or business falsely claiming a preference under this section shall be ineligible to bid on County purchases or contracts for a period no less than one (1) year from the date of discovery of the false representation. STATE IF COMPANY MEETS THE REQUIREMENTS AS A LOCAL BUSINESS : YES NO 14. Detailed specifications are attached, marked Bid Specifications. These minimum specifications are not intended to be restrictive, but descriptive of the type and quality of product the County desires to obtain. Vendors will not be allowed to make unauthorized substitutions. 15. Bid sheet is attached, marked Bid Worksheet. 16. Point of Sale is Colusa County. 5
SPECIFICATIONS FOR BID REQUEST ONE (1) VIDEO SURVEILLANCE CAMERA SYSTEM, INCLUDING INSTALLATION FOR THE COLUSA COUNTY SHERIFF S OFFICE Provide all labor and material to install a new high resolution video surveillance system. Equipment: Six (6) Outdoor Dome Cameras with 960H Resolution, 2.8 10.5mm lens with wall mounts One (1) Digital Video Recorder (DVR), 2 TB Storage, 960H resolution, 16 channels. DVR should be able to: 1. Be networked for remote viewing from an off-site computer or smartphone app. 2. Record a minimum of fourteen (14) days, running 24 hours per day of high resolution footage. One (1) Camera Power Supply, 16 fused outputs One (1) Back-Up Power Supply for DVR All coaxial connectors and wire required to complete the installation Services: Make all final connections of all system equipment. Provide Warranty information for all equipment included in bid CONTACT INFO: SPECIFICATION QUESTIONS OR SITE VISIT Lieutenant Russ Jones rjones@colusasheriff.com or (530) 458-0230 6
PLEASE NOTE Equipment shall be delivered to Colusa County Sheriff Office, 929 Bridge Street, Colusa, California 95932. Equipment shall be fully serviced and ready for operation within the specified time of delivery. All improvements and parts shall be covered under the current factory warranty. Vendor shall submit a copy of any and all extended warranties which are available with cost, if any, for such extended warranties. Dollar figure shall include all appropriate costs including base cost, California sales tax 7.5%, freight, etc. If some specifications are not available through your product line, please advise County of substitution(s). County reserves the right to purchase any or all of the proposed equipment. A detailed list of equipment specifications must be submitted with this proposal. 7
BID WORKSHEET To: Central Services County of Colusa 547 Market Street Ste. 110 Colusa, CA 95932 Bid From: NAME ADDRESS CITY STATE ZIP CODE PHONE FAX For a video surveillance system, including installation per the specifications noted: QUANTITY DESCRIPTION PRICE 1 Video Surveillance System Equipment $ $ INSTALLATION $ CALIFORNIA SALES TAX - 7.5% $ TOTAL LUMP SUM PURCHASE PRICE $ VENDOR Signature Name (Printed or Typed) If the vendor is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer authorized to sign on behalf of the corporation; if the bidder is a co-partnership, the true name of the firm shall be set forth below. If signature is by an agent, other than an officer of a partnership, a Power of Attorney must be included with the bid. This bid is made this day of, 2015. 8