COUNTY OF COLE
JEFFERSON CITY, MISSOURI
REQUEST FOR PROPOSAL
2020-21: VIDEO SURVEILLANCE SYSTEM
ENHANCEMENT & EXPANSION
SUBMISSIONS SHALL BE ACCEPTED THROUGH
THURSDAY, JULY 2, 2020 AT 3:00 p.m. CENTRAL
AND RECEIVED AT:
COLE COUNTY COMMISSION
311 EAST HIGH STREET, ROOM 200
JEFFERSON CITY, MO 65101
Direct Contact Name (Typed/Printed)
Office Telephone Number
Direct Line or Extension
I hereby certify that I am submitting the following information on behalf of the above-listed company and understand that by
virtue of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete and
unconditional acceptance of the terms and conditions set forth herein, all attachments and the contents of any addendum or
amendment released hereto. (Submission must be signed by an officer or employee having authority to legally bind the
Authorized Name (Typed/Printed
REQUEST FOR BID
Sealed offers will be accepted by the Cole County Commission for consideration in provision of the
2020-21 VIDEO SURVEILLANCE SYSTEM ENHANCEMENT & EXPANSON
Submissions will be received at the office of the Cole County Commission, 311 East High Street, Room 200,
Jefferson City, Missouri until 3:00 p.m. on Thursday, July 2, at which time they will be publicly opened and
taken under advisement. Bidders should be aware that submissions are public record under state law.
Specifications are available at www.colecounty.org or by contacting Jessica Bryant at (573) 634-9168 or
NEWS TRIBUNE: June 7, 14, 21
Cole County Commission
311 East High Street
Jefferson City MO 65101
COLE COUNTY COMMISSION
1736 SOUTHRIDGE DRIVE
JEFFERSON CITY, MISSOURI 65109
REQUEST FOR PROPOSAL
1.1 NOTIFICATION. The County is requesting proposals for a comprehensive camera surveillance
system designed to provide coverage of the following Jefferson City, Missouri locations:
Cole County Courthouse
301 East High Street
311 East High Street
210 Adams Street, Jefferson City, Missouri
1.2 SCHEDULE OF EVENTS (TENTATIVE). The County will attempt to follow this timetable; however,
these dates are estimates and are subject to change.
Issuance of RFP
Mandatory Pre-Proposal Conference- 1:00 p.m. CST
Deadline for Questions
Deadline for Proposal Submissions- 3:00 p.m. CST
Review of Proposals/Interviews & Presentations
Recommendation to/Award by Cole County Commission
June 7, 2020
June 17, 2020
June 25, 2020
July 2, 2020
July 14, 2020 – approximate date
1.3 MANDATORY PRE-BID MEETING. A mandatory pre-proposal meeting will be held at 1:00 p.m. CST
on Wednesday, June 17th. Participants shall meet in the County Commission Chambers, 311 East
High Street, Room 200, Jefferson City, Missouri. A mask will be required in order to enter the Cole
County Courthouse for the pre-bid meeting, please provide your own. Attendance is a prerequisite
for submitting a response to this solicitation and will be evidenced by the representative's signature
on the attendance roster. This meeting will provide an opportunity for potential respondents to view
the site of work, existing equipment and seek clarification on the requirements of Cole County prior
to submitting a response.
1.4 QUESTIONS, REQUESTS FOR CLARIFICATION OR INTERPRETATION. Respondents are advised that
all questions concerning the meaning or intent of these specifications must be submitted IN
WRITING and received at least five (5) business days prior to the date scheduled for bid opening.
All inquiries shall be directed to:
Jessica Bryant, Purchasing Agent
As of the issuance date of this solicitation and continuing until the final date for acceptance of
submissions, all respondents are specifically directed not to discuss, hold meetings, conferences, or
technical discussions with any County employee for the purpose of responding to this solicitation
except as otherwise permitted by this bid document. Respondents should not otherwise ask any
County officials or employees questions about the bid or related issues, either orally or by written
communication. Respondents directly contacting other County employees risk elimination from
1.5 ISSUANCE OF ADDENDA. Every attempt shall be made to ensure that all written questions receive an
adequate and prompt response. However, in order to maintain a fair and equitable bid process, all
respondents will be advised of any questions submitted, the County’s response, and any other
pertinent information related to this solicitation via the issuance of addenda, which will be posted at
www.colecountypurchasing.org. All issued addenda are incorporated by reference as if fully set out
herein. Respondents are cautioned that the only official position of Cole County is that which is
issued by Cole County in these specifications or by addendum/amendment thereto. No other means
of communication, whether written or oral, shall be construed as a formal or official response or
An addendum may contain information that could affect bid responses. It shall be the responsibility
of the respondent to verify whether or not any addenda have been issued prior to submitting a bid
response to Cole County. The County assumes no liability if a contractor fails to incorporate
addenda into their bid. Failure to have requested an addendum covering any questions affecting the
interpretation of these specifications shall not relieve the awarded party from delivering the
completed project, product and/or service in accordance with the intent of these specifications.
1.6 SUBMISSION REQUIREMENTS. A fully executed response, including the specification pages
comprising this invitation and any related illustrative documentation and/or issued addenda
Be submitted in a sealed envelope identified by bid number, bid title, and bid opening
Be complete and signed by an official authorized to obligate company submitting the bid;
Include one (1) complete original and three (3) exact duplicates.
It is the responsibility of each respondent to deliver its submission to the office of the Cole County
Commission, 311 East High Street, Room 200, Jefferson City, Missouri on or before the date and
exact time indicated for public bid opening. Fax and email submissions will not be accepted.
Responses will be time and date stamped; those received late will be determined non-responsive
without exception. Late bids may be returned unopened to the respondent upon request within ten
(10) business days after the bid opening. All returns will be made at the respondent’s expense.
1.7 BID OPENING. Submissions will be publicly opened in the Cole County Commission Chambers on
Thursday, July 2 at 3:00 p.m. CST. Respondents and the public are invited but not required to attend
the formal bid opening. All documents will be made available for public inspection, but no decision
relating to the award of the contract or agreement will be made at the bid opening.
1.8 ADVICE OF AWARD. Upon bid award by the Cole County Commission, award notification letters,
including a bid tabulation summarizing responses received, will be sent via email to all parties
submitting a response.
2.0 INSTRUCTIONS TO RESPONDENTS
2.1 INSPECTION OF PLANS, SPECIFICATIONS, AND SITE OF WORK. All respondents are required to
examine carefully the site of the proposed work, the plans, specifications, supplemental
specifications, special provisions, contract forms and any other documents provided by the County
before submitting a proposal.
2.2 BID SECURITY. Each response shall be accompanied by a Bid Bond, Certified Check, Cashier’s
Check or Bank Money Order payable to the County of Cole for an amount equal to Five Percent
(5%) of the amount of the bid submitted. Bid securities will be returned after award of the contract
except to the successful bidder. The security of the successful respondent will be retained until the
contract is executed and a satisfactory Performance Bond in the amount equal to One Hundred
Percent (100%) of the bid amount is furnished. Should the respondent or respondents fail or refuse
to execute the bond and the contract required within ten (10) days after he has received Notice of
Acceptance of his bid, he shall forfeit to the County of Cole as liquidated damages for such failure or
refusal, the security deposited with his bid.
2.3 PERFORMANCE BOND. A Performance Bond in an amount equivalent to one hundred percent
(100%) of the contract price for the awarded portion of work must be furnished and executed by the
successful respondent or respondents before the commencement of work guaranteeing the
Contractor’s performance of the work as specified and awarded. The Surety shall be a corporate
Surety Company or companies of recognized standing licensed to do business in the State of
Missouri and acceptable to the County of Cole.
2.4 GUARANTEE. The Contractor guarantees that the equipment, materials, and workmanship furnished
under this contract will be as specified and will be free from defects for a period of one (1) year from
the date of final acceptance. In addition, the equipment furnished by the Contractor shall be
guaranteed to be free from defects in design.
Within the guarantee period and upon notification of the Contractor by the County, the Contractor
shall promptly make all needed adjustments, repairs, or replacements arising out of defects which, in
the judgment of the County, become necessary during such period.
The cost of all materials, parts, labor, transportation, supervision, special tools, and supplies required
for replacement of parts, repair of parts, or correction of abnormalities shall be paid by the
Contractor or by his surety under the terms of the Bond.
The Contractor shall also extend the terms of this guarantee to cover repaired parts and all
replacement parts furnished under the guarantee provisions for a period of one (1) year from the date
of installation thereof.
If within ten (10) days after the County gives the Contractor notice of a defect, failure, or
abnormality of the work, the Contractor neglects to make, or undertake with due diligence to make,
the necessary repairs or adjustments themselves or order the work to be done by a third party, the
County may employ labor to remedy said defect, failure or abnormality and the Contractor shall be
responsible for the costs occasioned thereby.
In the event of an emergency where, in the judgment of the County, delays would cause serious loss
or damage, repairs or adjustments may be made by the County or a third party chosen by the County,
without giving notice to the Contractor, and the cost of the work shall be paid by the Contractor, or
by his surety under the terms of the Bond.