Citywide Security Camera System Maintenance

Agency: City of Ventura
State: California
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 561621 - Security Systems Services (except Locksmiths)
Posted Date: Oct 19, 2021
Due Date: Nov 16, 2021
Solicitation No: P-130000668
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Bid Number: P-130000668
Bid Title: Citywide Security Camera System Maintenance
Category: Information Technology
Status: Open

Description:

The City of Ventura invites your proposal for the Citywide Security Camera System Maintenance per the attached Request for Proposal.

All questions shall be submitted via email to Nicole Supan, Senior Buyer, at nsupan@cityofventura.ca.gov For security reasons, you must enable JavaScript to view this E-mail address. no later than Thursday October 28, 2021, at 2:00 PM.

Closing Time and Date

One (1) original proposal and five (5) identical copy must be submitted in a sealed envelope marked “RFP No. P-130000668” prior to:

Tuesday November 16, 2021 at 4:00 PM

Submit your proposal package to the following address:

Purchasing & Contracts Office

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001

Publication Date/Time:
10/19/2021 12:00 AM
Closing Date/Time:
11/16/2021 4:00 PM
Business Hours:
08:00 AM - 05:00 PM
Related Documents:

Attachment Preview

CITY OF SAN BUENAVENTURA
REQUEST FOR PROPOSAL NO. P-130000668
Tuesday October 19, 2021
The City of Ventura invites your proposal for the Citywide Security Camera System
Maintenance per the attached Request for Proposal.
All questions shall be submitted via email to Nicole Supan, Senior Buyer, at
nsupan@cityofventura.ca.gov no later than Thursday October 28, 2021, at 2:00 PM.
Closing Time and Date
One (1) original proposal and five (5) identical copy must be submitted in a sealed
envelope marked “RFP No. P-130000668” prior to:
Tuesday November 16, 2021 at 4:00 PM
Submit your proposal package to the following address:
Purchasing & Contracts Office
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001
Table of Contents
City of San Buenaventura
RFP No. P-130000667
Citywide Video Management Software and Support
1
Introduction
3
1.1 Clarification and Interpretation of RFP
3
1.2 Purpose
3
2
Background Information
3
2.1 General
3
3
Scope of Work
4
3.1 General
4
3.2 Scope of Services
4
4
Timeline
5
5
Instructions to Bidders
5
5.1 Consideration for Selection
5
6
Contract Terms and Conditions
6
6.1 Agreement Terms
6
6.2 Form/Contract Requirements
7
6.3 Insurance and Indemnification Requirements
7
6.4 Ownership of documents
7
6.5 Selection Process and Criteria
7
7
Proposal Submission
8
Bidders Statement of Past Contract Disqualifications
9
Proposal Authorization Sheet
10
City of San Buenaventura General Provisions for Standard Form Contracts
11
Attachment “A” Existing Camera Inventory
17
Attachment “B” Sample General Services Agreement
18
Exhibit “C” Insurance Requirements
31
Attachment “C” Small Local Business Certification
35
City of San Buenaventura
RFP No. P-130000667
Citywide Video Management Software and Support
City of San Buenaventura
Request for Proposal No. P-130000668
Citywide Security Camera System Maintenance
1 Introduction
The Information Technology Division in the City of Ventura Finance and Technology Department
(hereafter referred to as the City) seeks proposals from qualified vendors to provide maintenance and
support of the City’s existing Security Camera System.
The existing Security Camera System is managed by the Information Technology Division whose goal
in the City is to provide reliable, responsive, cost-effective and relevant technology services and counsel
to all City departments. The City is looking to work with a qualified vendor that can not only support and
maintain the existing system but also assist with new camera installation as well as any technical issues
that may arise. The City is looking to partner with a qualified vendor that not only has the technical
expertise needed to manage the system but also the customer service needed that will eliminate or
minimize any potential disruptions to this critical system.
The City currently manages 143 cameras and 112 are fixed cameras, 31 are pan-tilt-zoom cameras,
and four encoders. The cameras are mostly Axis and Hikvision and the City is expecting to exceed a
total of 175 cameras shortly. Please see Attachment A for the latest security camera inventory sheet.
1.1
Purpose
The purpose of this RFP is to provide minimum requirements, solicit proposals and gain
adequate information from which the City may evaluate the vendor’s services as they compare
to other vendors and as they pertain to the needs of the City’s organization as defined in this
document.
2 Background Information
2.1
General
The City of Ventura, incorporated in 1866 as the City of San Buenaventura, has a population
of approximately 109,000. The city encompasses approximately 32.1 square miles of which
21.7 square miles is land and 10.4 square miles is water. Located in the State of California
thirty (30) miles south of Santa Barbara, and sixty (60) miles northwest of Los Angeles, Ventura
is a coastal community known for its historic downtown, harbor, pier, golf courses, beaches,
parks, and passion for art and culture. The City operates under its own charter with the Council-
Manager form of government. Ventura is a full-service city providing police and fire services,
parks and recreation, public works, and community development in addition to water treatment
and distribution, storm water processing, and wastewater management.
3 Scope of Work
3.1 General
A proposal is requested from qualified vendors to provide support, maintenance, installation,
and monitoring of the City’s existing Security Camera System. The City is looking to work with
a vendor that can assist with any technical issues that may arise and that has experience and
City of San Buenaventura
RFP No. P-130000667
Citywide Video Management Software and Support
expertise in the camera system equipment utilized by the City. All work will be completed at
various locations around the City of Ventura.
3.2 Scope of Services
The Scope of Services in the contract will include the below minimum tasks:
Security Camera System Maintenance and Support
Ongoing monitoring of the existing system and needed repairs of all pertinent
equipment, such as the cameras, wireless point-to-point and other field devices.
Regular scheduled quarterly preventive maintenance on the system that is
recommended to ensure functionality, reliability, and picture quality.
Verify that camera devices are securely mounted and optimize all point-to-point and
point-to-multipoint wireless connections used by the system.
Periodic cleanings (camera domes, lenses etc.) as necessary and needed.
Address any wear/tear or damage to devices and replace equipment under warranty.
Check all wiring, cabling and associated connectors to advice if repair or replacement
is necessary.
Check cables/conduit are properly supported, undamaged and show no wearing.
Additional tasks to complete as necessary:
Troubleshooting of system issues and resolution. The City expects regular business
hour customer service support from the selected vendor.
Installation of new or additional hardware. The City will purchase all new Security
Camera equipment prior to any installation of hardware.
Replacement or repair of items under factory warranty.
Troubleshooting means checking the Security Camera connection and everything
related to the equipment in the field to ensure that everything is working effectively.
4 Timeline
The vendor selection process will follow the timeline shown below. Estimated key milestone dates for the
competition of the project are also included:
Request for Proposals Issued: Tuesday October 19, 2021
Deadline for Submitting Questions: Thursday October 28, 2021 by 2:00 p.m.
Proposal Submission Deadline: Tuesday November 16, 2021 by 4:00 p.m.
5 Instructions to Bidders
5.1 Consideration for Selection
To be considered responsive, proposals should address all items identified in this section.
Please note: Some items require that the offeror provide a detailed response and/or attachments.
Failure to provide a complete response may be grounds for rejection of proposal.
City of San Buenaventura
RFP No. P-130000667
Citywide Video Management Software and Support
Furthermore, proposals should be prepared in such a way as to provide a straightforward and
concise discussion of Offeror’s ability to provide the services that can best satisfy the requirements
herein and the needs of City. Elaborate or unnecessarily lengthy documents are discouraged.
Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the
RFP requirements and on completeness and clarity of content.
In order to facilitate evaluation and comparison, proposals should be submitted in the format
described in this section. Format instructions must be adhered to; all requirements and requests for
information in the proposal must be responded to; all requested data must be supplied. Failure to
comply with this requirement may be cause for rejection.
Answer/Responses that must be uploaded should use 8 1/2" X 11" sheets. Assemble and present
your proposal response in the order that the items are listed, identifying each response by the
corresponding number.
A. Cover Letter/Signature on Proposal
A cover letter, which will be considered an integral part of the proposal, will be signed
by individual(s) who is/are authorized to bind vendor contractually. The signature(s)
must indicate the classification or position that the individual(s) hold in the firm.
The cover letter will designate a person or persons who may be contacted during the
period of evaluation with questions or contract issues. Include name(s), title, address,
telephone number, fax number and email address.
The cover letter will acknowledge receipt of all addenda (if applicable).
B. Vendor Background and Qualifications/Availability
This section should identify the following:
- A description of the vendor’s background, nature of business and organizational
history.
- A statement of how long the vendor has been providing support as required by this
RFP.
- A description of key personnel and their position within the organization. Please
include existing staff resources in this section.
- A description of the existing customer support as well as the ability to respond to
any Security Camera maintenance issues.
The Vendor Background section should not exceed three (5) pages
C. Client References
Vendor must provide a minimum of three (3) references from clients. For each
reference, vendor should provide the following information:
- Entity name.
- Customer technical and functional contact information (name, title, phone, and
email).
- Scope of work performed identifying the services provided.

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