CCTV Sewer Assessment Software

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Nov 9, 2023
Due Date: Nov 14, 2023
Solicitation No: PUR0923-090
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Information
Type Request for Proposal
Status Issued
Number PUR0923-090 Addendum 1 (CCTV Sewer Assessment Software)
Issue Date & Time 10/20/2023 10:00:02 AM (CT)
Close Date & Time 11/14/2023 03:00:00 PM (CT)
Notes

Notice of Request for Proposal

N otice is hereby given that sealed proposals will be received electronically before 3:00 p.m. CST on Tuesday, November 14, 2023 , for CCTV Sewer Assessment Software as requested by the City of Cedar Rapids Sewer Division . The City will only accept bids submitted through the City’s Online E-Procurement portal system (IonWave). Email, fax or hard copy Submittals are not acceptable.

Suppliers are solely responsible for correctly submitting their response into the electronic system (IonWave). The City bears no responsibility for delays or errors in submittal of response by the Supplier.

Proposals will be opened on Tuesday, November 14, 2023, at 3:00 p.m. CST (our clock).

Proposals will be evaluated promptly after opening. After an award is made, a proposal summary will be sent to all companies who submitted a proposal. Proposal results will not be given over the telephone or prior to award. Proposals may be withdrawn any time prior to the scheduled closing time for receipt of proposals; no proposal may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

Contact Information
Name Rebecca Johnson
Address 101 First Street SE
Cedar Rapids, IA 52401
Phone (319) 286-5062
Fax
Email r.johnson2@cedar-rapids.org

Attachment Preview

PUR0923-090 Addendum 1
CCTV Sewer Assessment Software
Issue Date: 10/20/2023
Questions Deadline: 11/3/2023 03:00 PM (CT)
Response Deadline: 11/14/2023 03:00 PM (CT)
Purchasing
Contact Information
Contact: Rebecca Johnson
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5062
Email: r.johnson2@cedar-rapids.org
Page 1 of 15 pages
Deadline: 11/14/2023 03:00 PM (CT)
PUR0923-090 Addendum 1
Event Information
Number:
PUR0923-090 Addendum 1
Title:
CCTV Sewer Assessment Software
Type:
Request for Proposal
Issue Date:
10/20/2023
Question Deadline: 11/3/2023 03:00 PM (CT)
Response Deadline: 11/14/2023 03:00 PM (CT)
Notes:
Notice of Request for Proposal
Notice is hereby given that sealed proposals will be received electronically before
3:00 p.m. CST on Tuesday, November 14, 2023 , for CCTV Sewer Assessment
Software as requested by the City of Cedar Rapids Sewer Division . The City will
only accept bids submitted through the City’s Online E-Procurement portal system
(IonWave). Email, fax or hard copy Submittals are not acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Proposals will be opened on Tuesday, November 14, 2023, at 3:00 p.m. CST (our
clock).
Proposals will be evaluated promptly after opening. After an award is made, a
proposal summary will be sent to all companies who submitted a proposal.
Proposal results will not be given over the telephone or prior to award. Proposals
may be withdrawn any time prior to the scheduled closing time for receipt of
proposals; no proposal may be modified or withdrawn for a period of sixty (60)
calendar days thereafter.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Attachments
Certificate to Obtain Insurance.docx
Certificate to Obtain Insurance - Provided by the insurance agent.
Insurance Requirements - 0923-090.pdf
Insurance requirements with one endorsement.
Local Preference.docx
Linn County businesses and TSB businesses in Linn County.
Standard Terms and Conditions - 0923-090.pdf
Standard terms and conditions.
Download
Download
Download
Download
Page 2 of 15 pages
Deadline: 11/14/2023 03:00 PM (CT)
PUR0923-090 Addendum 1
Scope of Work - 0923-090.pdf
Scope of work for CCTV sewer assessment software upgrade.
Download
Requested Attachments
Buy Local Packet
Please attach completed Buy Local Packet if applicable.
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
Proposal Submittal
(Attachment required)
Please upload non-financial portion of the proposal as a pdf document.
Financial Proposal
(Attachment required)
Pricing is requested for each component required for a complete CCTV system software upgrade meeting the
minimum specifications described in the Scope of Work.
Page 3 of 15 pages
Deadline: 11/14/2023 03:00 PM (CT)
PUR0923-090 Addendum 1
Bid Attributes
1 INSTRUCTIONS TO PROPOSERS
Whenever used in this RFP the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Consultant shall mean the firm providing the CCTV software upgrade for the Sewer Division.
Subconsultant shall mean any person, firm, or corporation who contracts with the Consultant to perform a service
for which the basis of payment or Scope of Services is identified as a part of this RFP. Project Manager shall mean
Patrick Keating, Sewer & Construction Superintendent, who is the designated coordinator and administrator for the
Services under this project.
A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to
the City that you have read, understand and will comply with the instructions and all terms and conditions stated in
this Request for Proposal and all attachments.
This Request for Proposal does not commit the City to make an award, nor will the City pay any costs incurred in
the preparation and submission of proposals, or costs incurred in making necessary studies for the preparation of
proposals.
Exceptions to Documents
The Proposer shall clearly state in the submitted proposal any exceptions to, or deviations from, the minimum
proposal requirements, and any exceptions to the terms and conditions of this RFP. Such exceptions or deviations
will be considered in evaluating the proposals. Proposers are cautioned that exceptions taken to this RFP may
cause their proposal to be rejected.
Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the service being offered shall be addressed in writing and submitted with the Proposal.
Incomplete Information
Failure to complete or provide any of the information requested in this Request for Proposal, including references,
and/or additional information as indicated, may result in disqualification by reason of "non-responsiveness".
In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFP) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive proposal process
is strictly prohibited. Such actions will result in removal of the Consultant from the vendors list and rejection of the
Consultant’s proposal. The ONLY official position of the City is that position which is stated in writing and
issued by the Purchasing Services Division. No other means of communication, whether written or oral, shall
be construed as a formal or official response statement.
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
Page 4 of 15 pages
Deadline: 11/14/2023 03:00 PM (CT)
PUR0923-090 Addendum 1
3 INSURANCE IS REQUIRED FOR THIS PROJECT
SERVICES SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Services and the Contract, and any extensions thereof, the Consultant shall
purchase, at its own expense, and maintain with insurance companies in good standing and acceptable to the City.
Such insurance will protect the Consultant from liability and claims for injuries and damages which may arise out of
or result from the Consultant’s operations under the Contract and for which the Consultant may be liable, whether
such operations are by the Consultant or by a Subconsultant or by anyone directly or indirectly employed by any of
them, or by anyone for whose acts any of them may be liable.
For the protection of the Consultant and the City, but without restricting or waiving any obligations of the Consultant
herein contained, the Consultant shall insure the risks associated with the Services and the Contract with minimum
coverages and limits as set forth in the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The initial term of the Contract shall commence on the date the City executes the Contract and shall end on the
date agreed upon with the awarded Consultant.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Services to begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Proposer shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Services to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Consultant. The Consultant shall not commence any additional services or
change the scope of Services until authorized in writing by the City. Consultant shall make no claim for additional
compensation in the absence of a prior written approval and amendment of the Contract executed by both the
Consultant and the City. The Contract may only be amended, supplemented or modified by a written document
executed by the Consultant and the City Manager.
In accordance with the provisions and conditions of the Contract, Consultant shall freely enter into the Contract for
the purpose of providing Services to the City and to be compensated for the Services.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Consultant requests a price increase, the Consultant shall provide sufficient written
certification and documentation to substantiate the request. Documentation shall include, but not be limited to;
actual materials invoices, copies of commercial price lists, provision of appropriate indices, which reflect said
increases. The City reserves the right to accept or reject price increases, to negotiate more favorable terms or to
terminate without cost, the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Equipment and Services authorized under the contract shall be net forty-five (45) days upon
receipt of an acceptable original invoice and after Equipment and Services are provided, inspected and accepted
and all required documentation and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Consultant name and address
ꞏ Date of Delivery or Service
ꞏ City PO number
ꞏ Description of Product or Service
ꞏ The total amount being invoiced
ꞏ The Project Number / Contract Number (RFP #PUR0923-090)
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
item.
All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
a) In a pdf format via e-mail to: accountspayable@cedar-rapids.org
Page 5 of 15 pages
Deadline: 11/14/2023 03:00 PM (CT)
PUR0923-090 Addendum 1

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