TCA Video Surveillance RFQ

Port of Pasco
Video Surveillance Upgrade
REQUEST FOR QUALIFICATIONS:
The Port of Pasco ("Port") invites qualified and licensed firms to submit quotations to furnish, configure, and
install a comprehensive video surveillance system at the Tri-Cities Airport (PSC). This RFQ is intended to
identify a vendor that can deliver a reliable, scalable solution that meets the Port's operational, security, and
compliance requirements.
This is a Request for Qualifications (RFQ) for the procurement and installation of a new video surveillance
system at the Tri-Cities Airport.
Deliverables:
1.System and Equipment: Supply, configure, and install all necessary equipment, including but not limited to
cameras, network video recorders (NVRs), servers, network switches, and cabling.
2.Camera Licensing: Provide licensing for a total of 220 cameras.
3.Video Storage: The system must provide a minimum of 120 days of continuous video storage at a specified
resolution and frame rate. The proposed storage solution should be scalable for future expansion.
Technical Specifications & Requirements
* Video Recording: The system must be capable of continuous recording 24/7 of all 240 cameras.
* Camera Resolution & Frame Rate: Specify a minimum resolution and frame rate for the cameras. For
example, "a minimum of 1080p (2MP) resolution at 15 frames per second (fps)." This is crucial for
calculating the required storage.
* Storage Calculation: Proposers should detail their storage solution and provide a calculation showing
how they will achieve the 120-day storage requirement.
* System Access: The system must include secure access for authorized personnel.
* Licensing: All licenses for cameras and software must be perpetual and do not require recurring
annual fees unless specified otherwise.
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Legal and Compliance Requirements
All proposed solutions must comply with federal, state, and local laws and regulations, including Washington
State RCW (Revised Code of Washington). A critical point for compliance is RCW 9.73.030, which is
Washington's two-party consent law for audio recordings.
Audio Recording: The video surveillance system must not record audio in any area where a person has a
"reasonable expectation of privacy" as defined by Washington law. This includes indoor spaces like offices,
restrooms, and private meeting rooms. While the law permits video recording in public spaces where there
is no expectation of privacy (e.g., airport terminals, parking lots), recording a private conversation without
the consent of all parties is a crime.
Installation Licensing: All vendors and their technicians must be properly licensed to install low-voltage
systems in the State of Washington.
PROCESS & TIMELINE:
Firms submitting a response to the RFQ will be asked at a minimum, to state their qualifications,
understanding/experience relating to the procurement and installation of a new surveillance system for the
Tri-Cities Airport, Port Administration Building and Port's Big Pasco Maintenance building.
Submit 5 hard copies in person or by mail to the Port of Pasco Administrative Office, 1110 Osprey
Pointe Ave., Suite 201, Pasco, WA 99301.
SCHEDULE
RFQ Released March 30, 2026
Cut off for Questions April 8, 2026
Addendum Issue April13. 2026
Submittals Due April20, 2026
Notice of Preferred Candidate April 27-30, 2026
Questions may be submitted by e-mail to Jaime Vera at Jvera@portofpasco.org until the cut-off
date. The Port will attempt to respond to all parties who have requested a copy of the RFQ, but it
is the responsibility of the parties to ensure they have provided a primary point of contact and
that the point of contact information provided is correct.
Copies of this RFQ may also be obtained at the Port of Pasco Administrative Office, 1110 Osprey Pointe
Ave., Suite 201, Pasco, WA 99301, during the hours of 9:00 a.m. and 3:30 p.m., Monday through Friday
or from the website at www.portofpasco.org
ATTACHMENTS TO RFQ
1. Professional Services Agreement
HOW TO SUBMIT
Interested firms should submit the information in person or by mail to the following address no later than
4:00 April 20, 2026. Please provide five (5) hard copies of the submittal for review.
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Jaime Vera
Project Manager
Port of Pasco
1110 Osprey Pointe Ave, Suite 201
Pasco, WA 99301
jvera@portofpasco.org
Submittal Contents
1. Cover Letter: A brief letter introducing the firm and expressing interest in the project.
2. Project Approach: A detailed narrative outlining the firm's approach to completing the procurement,
installment, including methodology, a proposed timeline, and how they will manage coordination
for the video surveillance project.
3. Team and Qualifications: Resumes and professional licenses for the proposed project team,
including the Project Manager and lead professionals.
4. Minimum of three similar projects as work experience.
5. References: A list of three (3) professional references from clients for whom similar work
has been performed.
Submittal Evaluation
The review panel will include the Airport Executive Director, Port Project Manager, Airport
Facilities Manager, Assistant Airport Director of Public Safety and Assistant Airport Director of
Facilities and Maintenance. Firms will be rated on submittal contents outlined above. Each
element will be equally weighed. The panel will score independently and meet to determine top
candidate. The committee reserves the right to call for in-person interviews for top 2 or 3
candidates. Interviews will be scored separately and combined with submittal evaluation scores
for an overall total score.
Contract
The winning consultant will be expected to enter into a Professional Service Agreement with the
Port of Pasco, the preliminary form of which is attached as Attachment 1. The winning firm will
be required to provide a breakdown of their fee upon request. There will be an upfront contract
amount not to exceed a dollar amount for a specific time to perform the Warehouse Facility
Assessment requested by the Port.
Addenda
As the Port determines it is appropriate, it will issue addenda to this RFQ. Each consultant shall
provide the Port with contact information for receipt of such addenda. Any applicant who
downloads the RFQ from www.portofpasco.org or otherwise obtains this document, must send
an e-mail to Jaime Vera at Jvera@portofpasco.org with the party's contact information in order
to receive any addendum. The Port is not responsible for e-mail delivery failure for any reason. It
shall be conclusively presumed that the applicant did, before submitting a Response to the RFQ
read all addenda, posted decisions, and other items relevant to the qualifications. All addenda
shall be acknowledged by the firm and returned to the Port with the submittal document.
OPEN PUBLIC RECORDS ACT
Documents submitted in response to this RFQ are subject to the Washington State Open Public
Records Act, RCW 42.56. If the proposer believes that any information, data, process or other
material in its proposal constitutes trade secrets, privileged information, or confidential
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commercial, financial, geological, or geophysical data, then the proposer should mark those
items as confidential or proprietary and provide a list of those items with specificity as to the
page and paragraph and on what basis it believes the material is confidential or proprietary. The
Port is not bound by the proposer's determination as to whether materials are subject to
disclosure under the Public Records Act.
If the Port receives a request for such information marked as confidential, it will notify the
consultant that the information has been requested. The notice will provide that the
information will be released in ten business days and then any applicable regulatory challenge to
prevent the disclosure of the information will be the sole burden of the firm.
The consultant agrees 1) to intervene in any lawsuit arising out of a request for its materials to
protect and assert its claims of privilege against disclosure of such material; 2) that its failure to
object or intervene and assert claims of privilege against disclosure in relation to its proprietary
or confidential information results in waiver the same; 3) to release and defend, indemnify and
save and hold harmless the Port, its officers, agents and employees, from any claim, damages,
expense, loss or costs, including reasonable attorneys' fees, arising out of or in any way relating
to requests for disclosure of material provided or produced in response to this RFQ.
PROPOSAL PREPARATION, CONSULTANTS COSTS AND EXPENSES
The Port is not liable for any costs or expenses arising out of preparation of the consultant's
submittal. If selected, the consultant may not include any of these costs or expenses as part of its
fee, rates, or charges for performing work under the Contract. Proposals should be prepared
simply, economically, providing straightforward, concise description of proposer's ability to
satisfy the requirements of the RFQ.
The successful consultant will supply its own materials and will provide and pay for all labor,
supervision of its employees and agents, travel, insurance, vehicles, materials, and tools
necessary to provide services under the resulting contract.
The Port reserves the right to reject any or all submittals, waive informalities, and make the award
in the best interest of the Port. The Port reserves the right to contact a firm for clarifications of its
proposal during the evaluation process. The successful firm should be prepared to accept this RFQ for
incorporation into an AGREEMENT resulting from this RFQ. It is also understood that the proposal
will become part of the official contract file.
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ATTACHMENT #1
Professional Services Agreement
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made as of the day of , 202_, by
and between PORT OF PASCO, P. O. Box 769, 1110 Osprey Pointe Blvd, Suite 201,
Pasco, Washington 99301, hereinafter referred to as the PORT, and
, ,
, Washington , hereinafter referred to as the
CONSULTANT.
WHEREAS the PORT requires professional services, the scope of which is
described in Exhibit A, which is attached hereto and incorporated herein, hereinafter
referred to as the "PROJECT".
NOW, THEREFORE, the PORT and CONSULTANT, in consideration of their mutual
covenants herein, agree as set forth below.
STANDARD TERMS AND CONDITIONS
SECTION 1. SERVICES AND FEE: The CONSULTANT will provide the services
described in Exhibit A, according to all the terms and conditions of this Agreement. The
PORT will pay CONSULTANT on a billable-hours basis up to the amount described in
Exhibit A, which is expressly understood as a not-to-exceed fee.
SECTION 2. TERM: The term of this agreement is from the date executed by both
parties until , 20 . This date may be extended by mutual agreement and
amendment to this Agreement by the PORT and CONSULTANT.
SECTION 3. TERMS OF PAYMENT: Payment for services specified herein will be due
and payable thirty (30) days after receipt of invoice unless otherwise specified herein.
Any monies not paid when due under this Agreement shall bear a finance charge at the
rate of one percent (1%) a month on the balance until paid.
Payments under this Agreement shall not exceed dollars and no cents ($ ). This
not-to-exceed amount may be increased by mutual agreement and amendment to this
Agreement by the PORT and CONSULTANT.
SECTION 4. TERMINATION: This Agreement may be terminated by the PORT upon
seven (7) days written notice without cause. CONSULTANT may terminate this
Agreement upon seven (7) days written notice in the event of substantial failure by the
PORT to perform in accordance with the terms hereof. In the event of termination
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without cause by the PORT, CONSULTANT shall be paid for services performed to the
termination notice date plus reasonable termination expenses, but shall not be entitled
to lost profits on uncompleted work.
SECTION 5. JOB CONDITIONS: The PORT shall give CONSULTANT free and
unobstructed access at all times to the place where work is to be done.
SECTION 6. DELAYS: Services will be performed expeditiously as is consistent with
professional skill and care and the orderly progress of the Project. Notwithstanding
anything to the contrary contained herein, CONSULTANT shall not be deemed in
default of this Agreement to the extent that any delay or failure in the performance of its
obligations results from any cause beyond its reasonable control and without its
negligence.
SECTION 7. EXTRAS: If the PORT requests an alteration, modification or deviation
from the original scope of work as described in Exhibit A ("Scope of Work"), the PORT
agrees to pay the extra costs that occur. CONSULTANT shall identify and negotiate
with the PORT any such changes in the Scope of Work prior to commencing work on
said changes. Said changes will further follow the procedures provided in Section 1 of
this Agreement.
SECTION 8. STANDARD OF PERFORMANCE: The standard of care for all
professional consulting and related services performed or furnished by CONSULTANT
under this Agreement will be the care and skill ordinarily used by members of
CONSULTANT's profession practicing under the same or similar circumstances at the
same time and in the same locality.
SECTION 9. INSURANCE: CONSULTANT agrees to procure and maintain, at its
expense, Commercial General Liability insurance of $1,000,000 combined single limit
for personal injury and property damages, and Professional Liability Insurance of
$1,000,000 per claim for protection against claims arising out of the performance of
services under this Agreement caused by negligent acts, errors, or omissions for which
CONSULTANT is legally liable. CONSULTANT shall name the PORT as an additional
insured under the policies, and deliver to the PORT, prior to execution of the Agreement
by the PORT and prior to commencing work, evidence that policies providing such
coverage and limits of insurance are in full force and effect in a form acceptable to the
Port. Thirty (30) days advance notice will be given in writing to the PORT prior to
cancellation, termination or alteration of said policies of insurance.
SECTION 10. INDEMNIFICATION/HOLD HARMLESS: CONSULTANT shall defend,
indemnify and hold the PORT, its officers, officials, employees and volunteers harmless
from any and all claims, injuries, damages, losses or suits including attorney fees,
arising out of or resulting from the acts, errors or omissions of the CONSULTANT in
performance of this Agreement, except for injuries and damages caused by the sole
negligence of the PORT. Should a court of competent jurisdiction determine that this
Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising
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out of bodily injury to persons or damages to property caused by or resulting from the
concurrent negligence of the CONSULTANT and the PORT, its officers, officials,
employees, and volunteers, the CONSULTANT's liability, including the duty and cost to
defend, hereunder shall be only to the extent of the CONSULTANT's negligence. It is
further specifically and expressly understood that the indemnification provided herein
constitutes the CONSULTANT's waiver of immunity under Industrial Insurance, Title 51
RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement.
SECTION 11. OPINIONS OF PROBABLE COST: Any opinions of probable project
cost or probable construction cost provided by CONSULTANT are made on the basis of
information available to CONSULTANT and on the basis of CONSULTANT's
experience and qualifications, and represents its judgment as an experienced and
qualified consultant. However, since CONSULTANT has no control over the cost of
labor, materials, equipment or services furnished by others, or over the contractor(s')
methods of determining prices, or over competitive bidding or market conditions,
CONSULTANT does not guarantee that proposals, bids or actual project or construction
cost will not vary from opinions of probable cost CONSULTANT prepares.
SECTION 12. DISPUTES: This Agreement shall be governed by and interpreted under
the laws of the State of Washington. The parties agree that in the event it becomes
necessary to enforce any of the terms and conditions of this Agreement that the form,
venue and jurisdiction in that particular action shall be in Franklin County, Washington.
SECTION 13. OWNERSHIP OF DOCUMENTS: All drawings, plans, specifications,
electronic data, electronic files, and other related documents prepared by
CONSULTANT pursuant to this Agreement shall be the property of the PORT.
SECTION 14. AGREEMENT: This Agreement represents and incorporates the entire
understanding of the parties hereto concerning the statement of work specified in
Exhibit A, and each party acknowledges that there are no representations, covenants or
understandings of any kind, manner or description whatsoever by either party to the
other except as expressly set forth and hereinabove written.
SECTION 15. CONSULTANT: In performing services under this Agreement
CONSULTANT shall operate as and have the status of an independent contractor and
shall not act as or be an agent or employee of the PORT. For this reason, all of the
CONSULTANT's activities will be at its own risk.
SECTION 16. NOTICES: Any notice required to be given under this Agreement shall
be given by depositing in the U.S. Mail with certified postage prepaid to the address of
the PORT or CONSULTANT, respectively, as set forth herein and shall be effective on
the date of mailing as shown by the postmark or shall be given in writing served on an
officer of the CONSULTANT or on the Executive Director of the PORT.
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SECTION 17. ATTORNEY FEES: In the event of any dispute between the PORT and
CONSULTANT arising out of or relating to this Agreement, the prevailing party shall be
entitled, whether or not a suit, action, or arbitration proceeding is instituted, to recover
all costs incurred in connection with the dispute, including without limitation reasonable
attorneys' and expert witness fees, whether at trial, on appeal or denial of any petition
for review, or in connection with enforcement of any judgment.
SECTION 18. SECRETS, CONFIDENTIAL INFORMATION: The Defend Trade Secrets
Act provides that an individual may not be held criminally or civilly liable under any
federal or state trade secret law for disclosure of a trade secret: (1) made in confidence
to a government official, either directly or indirectly, or to an attorney, solely for the
purpose of reporting or investigating a suspected violation of law; and/or (2) in a
complaint or other document filed in a lawsuit or other proceeding, if such filing is made
under seal. Additionally, an individual suing an employer for retaliation based on the
reporting of a suspected violation of law may disclose a trade secret to his or her
attorney and use the trade secret information in the court proceeding, so long as any
document containing the trade secret is filed under seal and the individual does not
disclose the trade secret except pursuant to court order.
SECTION 19. DEBARMENT AND SUSPENSION: In performing services under this
Agreement CONSULTANT certifies that neither it nor its principals, nor any
subconsultants are presently debarred or suspended by any Federal or State
department or agency from participation in this transaction.
PORT: CONSULTANT:
Port of Pasco
By: By:
Name: Name:
Title: Title:
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EXHIBIT A
Scope of Work
Project Name;
Fill in Firm Name. will perform the following scope of work: All items as described in letter
dated Fill in date, 202_ Fill in scope letter description. Fill in firm name will provide all
items as proposed in this letter with its attachments.
Fill in firm name agrees to provide the services described in this exhibit for the stipulated
fee of $ including Washington State Sales Tax.
Fill in firm name agrees to provide all items per scope of work within weeks following
the receipt of this executed agreement and Notice to Proceed.
Client designates Stephen McFadden as Client's authorized representative to act in
Client's behalf with respect to the services to be performed by fill in firm name.
This agreement is made under and shall be governed by and construed and enforced
under the laws of the State of Washington.
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