As-Needed Video Management System Licenses and Hardware (Rebid)

POWER SHARED SERVICES
REQUEST FOR BIDS
AS-NEEDED VIDEO MANAGEMENT SYSTEM LICENSES AND
HARDWARE REBID
SPECIFICATION NO. PS26-0074N

City of Tacoma
Power Shared Services
REQUEST FOR BIDS PS26-0074N
Needed Video Management System Licenses And Hardware
Rebid
Submittal Deadline: 11:00 a.m., Pacific Time, Monday, April 20, 2026
Submittals must be received by the City's Procurement and Payables Division by 11:00 a.m. Pacific Time.
For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email server,
as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid
submittals. Include the specification number in the subject line of your email. Your submittal must be sent as
an attachment, links to your electronic submittal will not be accepted.
For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp
located at the lobby security desk, as the official time of receipt. Include the specification number on the
outside of the envelope. Late submittals will be returned unopened and rejected as non-responsive.
Submittal Delivery: Submittals will be received as follows:
By Email: In Person:
sendbid@tacoma.gov Tacoma Public Utilities Administration Building North,
Maximum email size, including attachments: 35 MB. Main Floor, Lobby Security Desk
Multiple emails may be sent for each submittal. 3628 South 35th Street
Tacoma, WA 98409
Note: Email may pass through multiple servers before arriving Monday - Friday 8:00 am to 4:30 pm
at its destination. Please allow sufficient time for email delivery
of submittals. Timely electronic delivery is at the risk of the
supplier.
Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and
obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.
* Register for the Bid Holders List to receive notices of addenda, questions and answers and related
updates.
* Click here to see a list of vendors registered for this solicitation.
Pre-Proposal Meeting: A pre-proposal meeting will not be held.
Project Scope: to establish a contract with a qualified vendor to fulfill TPU's needs for Video Management
System Licensing and Video System Equipment Supply on an as-needed basis
Estimate: $450,000
Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with
Washington State law.
Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of
the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to
nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be
made available in an alternate format by emailing the contact listed below in the Additional Information
section.
Title VI Information: "The City of Tacoma" in accordance with provisions of Title VI of the Civil Rights Act of
1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders
that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged
Form No. SPEC-040C Revised: 08/12/2024

business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of race, color, national origin in consideration of award.
Additional Information: Requests for information regarding the specifications may be obtained by
contacting Aaron Bratton by email to Abratton@Tacoma.gov.
Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures
for protests submitted prior to and after submittal deadline.
Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with
disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.
Form No. SPEC-040C Revised: 08/12/2024

TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................................ 4
SUBMITTAL CHECK LIST ......................................................................................................... 5
1. MINIMUM REQUIREMENTS .............................................................................................. 5
2. STANDARD TERMS AND CONDITIONS / GENERAL PROVISIONS ................................ 6
3. DESCRIPTION OF WORK ................................................................................................. 6
4. ANTICIPATED CONTRACT TERM ..................................................................................... 6
5. CALENDAR OF EVENTS ................................................................................................... 6
6. INQUIRIES ......................................................................................................................... 7
7. PRE-BID MEETING ............................................................................................................ 7
8. DISCLAIMER ...................................................................................................................... 7
9. RESPONSIVENESS ........................................................................................................... 7
10. AWARD .............................................................................................................................. 8
11. BID BOND .......................................................................................................................... 8
12. DELIVERY .......................................................................................................................... 8
13. WARRANTY ....................................................................................................................... 9
14. INSPECTION ...................................................................................................................... 9
15. COMPLIANCE WITH SPECIFICATIONS ............................................................................ 9
16. MATERIALS AND WORKMANSHIP ................................................................................... 9
17. ENVIRONMENTALLY PREFERABLE PROCUREMENT .................................................... 9
18. LEAP REQUIREMENTS ....................................................................................................10
19. EQUITY IN CONTRACTING ..............................................................................................10
APPENDIX A - Submittal Package ...........................................................................................11
APPENDIX B - Sample Contract ..............................................................................................12
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

SUBMITTAL CHECK LIST
This checklist identifies items to be included with your submittal. Any submittal received without
these required items may be deemed non-responsive and not be considered for award.
Submittals must be received by the City of Tacoma Purchasing Division by the date and time
specified in the Request for Bids page.
The following items make up your complete electronic submittal
package (include all the items below):
Signature Page (Appendix A)
To be filled in and executed by a duly authorized officer or representative of the bidding entity.
If the bidder is a subsidiary or doing business on behalf of another entity, so state, and provide
the firm name under which business is hereby transacted.
Price Proposal Form (Excel spreadsheet posted with Spec)
The unit prices bid must be shown in the space provided. Check your computations for
omissions and errors.
Certifications (Respondents to submit)
Current Milestone CPP Letter and documentation of 2 current employees experience with
Milestone, Verification of Partner Level from Axis and documentation of 2 current employees
experience with Axis
After award, the following documents will be executed:
City of Tacoma Contract (See sample in Appendix B)
Must be executed by the successful bidder.
1. MINIMUM REQUIREMENTS
Bidders must have previous experience supporting Milestone systems of similar size and scope,
and have previous experience with BriefCam and Axis. References appreciated.
1.1 Milestone Partner. Bidders must be a Gold or Higher-Level Milestone Partner at the time
of bid release, with two years of continual Gold or higher partner status. Provide current
Milestone CPP Letter with bid.
1.2 Milestone Certified Staff. Bidders must have two (2) each Milestone certified employees
on staff at the time of bid.
1.3 Axis Partner. Bidders must be a Gold Level Axis Partner at the time of bid release, with
two years of continual Gold partner status. Provide verification from Axis as to partner
level with bid.
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

1.4 Axis Certified Staff. Bidders must have two (2) each Axis Certified Employees on Staff at
the time of bid.
2. STANDARD TERMS AND CONDITIONS / GENERAL PROVISIONS
City of Tacoma Standard Terms and Conditions apply.
3. DESCRIPTION OF WORK
The City of Tacoma (City) / Tacoma Public Utilities (TPU) is soliciting bids to establish a contract
with a qualified vendor to fulfill TPU's needs for Video Management System Licensing and
Video System Equipment Supply on an as-needed basis. A Contract will be awarded to the
lowest responsive and responsible bidder based on price, product quality and availability.
The estimated annual usage is $125,000 to $150,000. This is an estimated quantity only and
does not guarantee a specific volume or dollar amount. Products are specified by part number
to be compatible with the TPU's existing Milestone VMS and Axis camera and analytics
implementation.
Vendors are required to bid manufacturers and part numbers listed, and thus are not required to
submit product data with their solicitation. Products that fail to meet City standards or any of the
specifications herein may be rejected. Should a contracted vendor fail to meet quality and/or
availability requirements contained in these specifications; the City may move to terminate the
contract with 10 days written notice.
3.1 The engineer's estimate for this project is $450,000
4. ANTICIPATED CONTRACT TERM
The contract term will be three years, with the option to renew the contract for
two (2) additional one-year terms. The City reserves the right to cancel the contract for any
reason, by written notice, as stipulated in the contract.
5. CALENDAR OF EVENTS
This is a tentative schedule only and may be altered at the sole discretion of the City.
The anticipated schedule of events concerning this RFB is as follows:
Question Deadline: 4/8/2026
City response to Questions: 4/10/2026
Submittal Due Date: 4/20/2026
Anticipated Award Date, on or about: 4/22/2026
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

6. INQUIRIES
6.1 Questions can be submitted to Aaron Bratton, Senior Buyer, via email to
Abratton@tacoma.gov Subject line to read:
PS26-0074N-As-Needed Video Management System Licenses and Hardware Rebid:
VENDOR NAME
6.2 Questions are due by 3 pm on the date included in the Calendar of Events section.
6.3 Questions marked confidential will not be answered or included.
6.4 The City reserves the discretion to group similar questions to provide a single answer or
not to respond when the requested information is confidential.
6.5 The answers are not typically considered an addendum.
6.6 The City will not be responsible for unsuccessful submittal of questions.
6.7 Written answers to questions will be posted alongside these specifications at
www.tacomapurchasing.org.
7. PRE-BID MEETING
No pre-bid meeting will be held; however, questions and request for clarifications of the
specifications may be submitted as stated in the inquiries section.
8. DISCLAIMER
The City is not liable for any costs incurred by the Respondent for the preparation of materials,
or a proposal submitted in response to this RFB, for conducting any presentations to the City, or
any other activities related to responding to this RFB, or to any subsequent requirements of the
contract negotiation process.
9. RESPONSIVENESS
Bid submittals must provide ninety (90) days for acceptance by City from the due date for
receipt of submittals. All submittals will be reviewed by the City to determine compliance with
the requirements and instructions specified in this RFB. The Respondent is specifically notified
that failure to comply with any part of this RFB may result in rejection of the submittal as non-
responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed
immaterial. The City also reserves the right to not award a contract or to issue subsequent
RFB's.
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

10. AWARD
Awardee shall be required to comply with 2 CFR part 25 and obtain a unique entity
identifier and/or be registered in the federal System for Award Management as
appropriate.
Award will be made to the lowest responsive, responsible bidder. All bidders shall provide unit
or lump sum pricing for each line item. Each line item will be added up for a subtotal price. The
subtotal price will be compared amongst each bidder, including any payment discount terms
offered twenty (20) days or more. The City may also take into consideration all other criteria for
determining award, including evaluation factors set forth in Municipal Code Section 1.06.262.
All other elements or factors, whether or not specifically provided for in this specification, which
would affect the final cost to and the benefits to be derived by the City will be considered in
determining the award of the contract. The final award decision will be based on the best
interests of the City.
The City reserves the right to let the contract to the lowest responsible bidder whose bid will be
the most advantageous to the City, price and any other factors considered. In evaluating the
proposals, the City may also consider any or all of the following:
1. Compliance with specification.
2. Proposal prices, listed separately if requested, as well as a lump sum total
3. Time of completion/delivery.
4. Warranty terms.
5. Bidder's responsibility based on, but not limited to:
a) Ability, capacity, organization, technical qualifications and skill to perform the
contract or provide the services required.
b) References, judgment, experience, efficiency and stability.
c) Whether the contract can be performed within the time specified.
d) Quality of performance of previous contracts or services
11. BID BOND
There is no Bid Bond requirement for this solicitation.
12. DELIVERY
12.1 Delivery shall be to Tacoma Public Utilities, 3628 S 35th Street, Tacoma, WA, 98409.
Each vendor will be required to submit a delivery timeline they can commit to. Purchase
order delivery dates will reflect this timeline. In the event a purchase order deliver date is
not met, the City reserves the right to purchase these products elsewhere if they are in a
time constraint. If constant late deliveries occur, the City may terminate the contract.
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

12.2 Hours of operation shall be Monday through Friday, 9:00 a.m. to 3:30 p.m., excluding
legal holidays, as referred to in the Standard Terms and Conditions or as otherwise
approved by the City.
13. WARRANTY
Parts: Manufacturer's warranty or minimum one-year warranty whichever is greater.
Vendor will warrant goods according to the manufacturer's warranty guidelines. The start of the
warranty commences once the goods are delivered and accepted by the City.
14. INSPECTION
All goods are subject to final inspection and acceptance by the City. If any inspection fails, the
vendor shall be required to make arrangements to exchange the goods at their own expense
and replace it in a timely manner acceptable to the City.
Material failing to meet the requirements of this contract will be held at Vendor's risk and may be
returned to Vendor. If so returned, the cost of transportation, unpacking, inspection,
repackaging, reshipping, or other like expenses are the responsibility of the Vendor.
15. COMPLIANCE WITH SPECIFICATIONS
All products shall be new and unused. Any product that does not comply with any part of these
technical specifications shall be rejected and the vendor shall, at its own expense, including
shipping, replace the item.
16. MATERIALS AND WORKMANSHIP
The successful bidder shall be required to furnish all materials necessary to perform contractual
requirements. Materials and workmanship for this contract shall conform to all codes,
regulations and requirements for such specifications contained herein and the normal uses for
which intended. Material shall be manufactured in accordance with the best commercial
practices and standards for this type of goods. All literature and products must be packaged and
labeled to sell in the United States.
17. ENVIRONMENTALLY PREFERABLE PROCUREMENT
In accordance with the City's Sustainable Procurement Policy and Climate Action Plan, it is the
policy of the City of Tacoma to encourage the use of products or services that help to minimize
the environmental and human health impacts of City Operations. Respondents are encouraged
to incorporate environmentally preferable products or services that have a lesser or reduced
effect on human health and the environment when compared with competing products or
services that serve the same purpose. This comparison may consider raw materials acquisition,
products, manufacturing, packaging, distribution reuse, operation, maintenance or disposal of
the product or service.
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025

The City of Tacoma encourages the use of sustainability practices and desires any awarded
contractor(s) to assist in efforts to address such factors when feasible for:
* Durability, reusability, or refillable
* Pollutant releases, especially persistent bioaccumulative toxins (PBTs), low volatile
organic compounds (VOCs), and air quality and stormwater impacts
* Toxicity of products used
* Greenhouse gas emissions, including transportation of products and services, and
embodied carbon
* Recycled content
* Energy and water resource efficiency
18. LEAP REQUIREMENTS
This project has no LEAP requirements; however, the City of Tacoma is committed to equality in
employment for WA-State approved Apprentices, City of Tacoma residents, residents of local
economically distressed areas, youth, veterans, minorities, and women. Please contact
the LEAP Office for assistance in locating qualified employees. Visit the LEAP website for more
information.
19. EQUITY IN CONTRACTING
This project has no EIC requirements, however, the City of Tacoma is committed to
encouraging firms certified through the Washington State Office of Minority and Women's
Business Enterprise to participate in City contracting opportunities. See TMC 1.07 Equity in
Contracting Policy at the City's Equity in Contracting Program website.
Request for Bids Specification No. PS26-0074N
Template Revised: 08/01/2025