request for proposals · 2021. 7. 21. · 2 request for proposals security improvements – camera,...
TRANSCRIPT
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Request for Proposals
Security Improvements – Camera, access control, and alarm
systems
2022-RFP-GGS-01
Notice is hereby given that Village of Bible Hill will receive proposal submittals from qualified
vendors for services as described herein.
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Request for Proposals
Security Improvements – Camera, access control, and alarm systems
2022-RFP-GGS-01
1. Introduction
Village of Bible Hill (the Village) seeks proposals from qualified security system contractors to
supply and install multiple camera, access control, and alarm systems at multiple locations.
The intent is to obtain an offer from qualified proponents to perform work to complete security
improvement upgrades to multiple sites, for a stipulated price contract. The proposal submissions
will form the basis for evaluation, interview, and potential award. Substantial completion of the
project to be achieved on or before March 31, 2022.
2. Issuing Office
The issuing office for this request for proposal (RFP) and the point of contact for all process and
contract questions, as well as protest, is as follows:
Mitchell Bell, CPA, CA – Clerk and Treasurer
Village of Bible Hill
67 Pictou Road, Bible Hill, NS B2N 2R9
Phone: 902-893-8083
Email: [email protected]
3. Anticipated RFP Schedule
The Village anticipates the following timeline for this RFP:
Posting of RFP to NS Procurement website – Wednesday, July 21, 2021
Mandatory site walkthrough at 67/69 Pictou Road, Bible Hill (proponents required to attend) –
Wednesday, August 4, 2021 at 9:00 AM ATL
Deadline for RFP questions – 48 hours prior to proposal submission deadline
Deadline for proposal submission – Friday, August 27, 2021 at 10:00 AM ATL
Probable date of consideration by Village Commission – Tuesday, September 21, 2021
Commencement of contract – 0-30 days following award
4. Submission Date and Location
Each proponent must deliver one (1) hard copy and/or one (1) electronic copy of any submission
under this RFP, marked “Security Improvements – Camera, access control and alarm systems –
2022-RFP-GGS-01”, in a sealed envelope to the issuing office by way of courier, mail, or in-person
to be received by the Village no later than the deadline for proposal submission. Proponents
seeking to deliver a submission in-person are advised to contact the issuing office in advance to
arrange for acceptance as regular open access to the issuing office may be restricted due to COVID-
19.
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5. Changes (Addenda)
Any clarifications or revisions to this RFP will be addressed and issued in addenda. The issuing
office must receive questions or requests for changes in writing (i.e. via email or mail) within the
schedule indicated above. Proponents are responsible for checking with the Village for the issuance
of any addenda prior to submitting a proposal.
Addenda, if any, will be posted online on the following website, on the applicable page for this
RFP: https://procurement.novascotia.ca/ns-tenders.aspx.
The proponent is held responsible for reviewing all addenda/changes to the documents and may
be considered non-responsive if their proposal does not reflect those addenda/changes.
6. Protests
Any protest, complaint, or perceived inequity related to this RFP shall be made in writing and
directed to the issuing office. The Village’s purchasing policy guiding this RFP can be found at:
https://biblehill.ca/380-procurement-policy/file.
7. Rejection of Proposals
The Village reserves the right to cancel this RFP and any and all proposals submitted, for any
reason, without penalty or liability to any proponent. Proponents are advised that the lowest cost
proposal or any other proposal will not necessarily be accepted.
The Village reserves the right to waive or not waive any non-compliance, formalities, informalities,
irregularities, or technicalities in proposal responses and may, at its sole discretion, elect to retain
for consideration proposals which are non-conforming, which do not contain the content or form
required by the RFP or because they have not complied with the process for submission set out
herein.
A response to this RFP does not constitute a formal bid, therefore, the Village retains the right to
contact any or all proposing firms after submittal in order to obtain supplemental information and
or clarification in either oral or written form. Furthermore, an explicit provision of this RFP is that
any oral communication made is not binding on the proposal process.
The Village may, at its sole discretion, proceed with all of the components, none of the
components, or selected components of the work as described in this RFP.
8. Modification / Withdrawal
Unless otherwise specified, modification of the proposal will not be permitted; however, a
proponent may withdraw their proposal at any time prior to the scheduled closing time for receipt
of proposals; any proponent may withdraw their proposal by written request to the issuing office.
Withdrawal of proposal shall not disqualify the proponent from submitting another proposal
provided the time for receipt of proposals has not expired.
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9. Duration of Proposals
Proposals must remain valid for at least 60 days following the RFP closing date. Proposals must
be signed by an official authorized to bind the proponent.
10. Public Record
All proposals submitted are the property of the Village and become public record. All documents
received by the Village are subject to public disclosure per the Municipal Government Act.
11. Incurring Costs
The Village will not be liable for, nor pay for any costs incurred by proponents relating to the
preparation or submission of any proposal for this RFP. The Village is not liable for any cost
incurred by proponents prior to execution of a contract. Neither the Village nor its representatives
shall be responsible for any error or omission in a proponent’s submission, nor for the failure on
the part of the proponent to determine the full extent of their exposures. No proponent shall have
any claim for any compensation of any kind whatsoever, as a result of participating in the RFP,
and by submitting a proposal each proponent shall be deemed to have agreed that is has no claim.
12. Acceptance of Agreement
The agreement for this project between the successful proponent and the Village shall be drafted
by the successful proponent upon award. The successful proponent will be required to execute a
formal contract in a form acceptable to the Village to give effect to the services required. Under
this contract, any reports or data collected while executing the duties of the contract will become
the property of the Village upon completion of the project.
The award of the contract, if any, is subject to negotiations with the lead proponent whose
proposal, as determined through the evaluation criteria described in this RFP, provides the best
overall value in meeting the requirements of the RFP, and with whom a contract will be considered.
Such negotiations include, but are not limited to:
a) changes or work refinements in the service requirements or scope of work proposed by the
lead proponent;
b) price – if directly related to a change or refinement in the proposed scope of work proposed
by the lead proponent; and
c) specific contract details as deemed reasonable for negotiation by the Village.
13. Cancellation of Agreement
The Village reserves the right to cancel award of a contract at any time before execution of the
contract by both parties if cancellation is deemed to be in the Village’s best interest. In no event
shall the Village have any liability for the cancellation of award. If a written contract cannot be
negotiated within 30 days of notification to the lead proponent, the Village may, at its sole
discretion at any time thereafter, terminate negotiations with the lead proponent and either enter
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into negotiations with the next qualified proponent or cancel the RFP process and not enter into a
contract with any proponent.
14. Project Staffing
The project will be overseen by Mitchell Bell, CPA, CA, Clerk and Treasurer and Angie Ogden,
Finance Officer. This team will represent all management level decision-making for the project,
with direction from the Village Commission as required.
15. Proposal Evaluation
Proposals will be evaluated on the basis of all information provided by the proponent. Each
proposal will be reviewed to determine if the proposal is responsive to the submission requirements
outlined in the RFP. Failure to comply with these requirements may deem the proposal non-
responsive. In recognition of the importance of the procedure by which a proponent may be
selected, the following criteria outline the primary considerations to be used in the evaluation and
consequent awarding of this project (not in any order). Selection of a proposal will be based on
the following criteria and any other relevant information provided by the proponent in the
submission. The Village reserves the right to prioritize and weigh the importance of each sub-
criterion within the identified criteria confidentially.
Criteria Weight
Methodology / Approach 15%
Resources (including reference projects) 15%
Cost* 70%
Total 100%
*Cost points will be awarded at the highest level to the proposal with the lowest cost and to any
proposal within 20% of that cost. Thereafter, cost points will be awarded based on progressive
ranges of 20% (i.e. within 21-40%, 41-60%, 61-80%, 81-100% of proposal with the lowest
cost), with successively lower points awarded to proposals in each range of higher cost.
16. Proposal Contents
Proposals are to include, but not necessarily be limited to, the content listed below. The volume
or size of the proposal should be consistent with the relative complexity of the project.
Concise proposals without needless duplication are requested.
Cover page - Include an introductory memo expressing interest in the project. The memo should
include name of proposing corporation, project title, date of submission, and must be signed by a
person authorized to bind the firm.
Description, Design and Approach - Provide a statement of the services to be provided including
a detailed explanation of how the services are to be provided and managed. Indicate how
important each service is to successful project completion. Identify the expected involvement by
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Village staff for each major activity in the project. Describe the relevant functions and
specifications of proposed systems, and how (if any) the systems interact.
Team - List the experience and qualifications of staff who will be working on the project. Describe
the applicable skills and accomplishments of the project manager. Confirm availability and
commitment of named key staff to the project. Describe how project management, coordination
and communications with the Village will be accomplished. Do not include persons who will not
be working on the project. Indicate what additional resources are available if needed.
Specify if subcontractors will be used, name of subcontractors, and list the work the subcontractor
will perform of the work specified in this request for proposals.
Confirm safety certifications of the project staff (fall-arrest, etc.)
Related Experience - Provide project descriptions for up to two recent projects similar in nature
and size to the proposed project, including project name, type of entity, year completed,
involvement of the proponent and measures used to indicate quality and successful project
completion. Provide client reference names and phone numbers.
Cost Proposal - Provide a cost proposal to perform the scope of work (an example is included in
Appendix 4). Include estimated labour costs and expenses for each task listed in the scope of
work. The proposed costs must include any applicable travel and all other expenses. Pricing
should be presented by location and by system type (camera, access control, alarm).
Clearly describe any deviation from the listed scope of work that would significantly affect costs.
Separate the cost of any proposed optional services from the cost of services requested. The
format for the cost proposal is to be selected by the consultant.
Include a listing of hourly rates for all employee classifications anticipated to work on the project,
as well as rates for non-labor direct expenses. Include similar information for any major sub-
contractors. The listed rates will be used in preparation of any future change orders.
Proponent’s submission sheet – Include a complete and executed proponent’s submission sheet,
found in Appendix 1. The total cost on this sheet must tie to your more detailed cost details.
17. Scope of Work
Project Locations:
i. Village Office – 67 Pictou Road, Bible Hill
ii. H. Douglas Boyce Village Hall – 69 Pictou Road, Bible Hill
iii. Bible Hill Recreation Park – 38 Guest Drive, Bible Hill
iv. Airport Field Park – 55 Jennifer Drive, Bible Hill
The project locations are shown on Appendix 2.
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Further detail (i.e. floorplans, existing system component locations, etc. will be made available at
the mandatory site meeting.
Description of Work:
The contract will provide all labour, materials, equipment, and other related services to complete
the work described herein. The proponent shall dedicate an experienced efficient individual or
team capable of undertaking a variety of tasks, including but not limited to the following:
Review
- Review existing information on the sites including record drawings, maps, etc.
- Review site and existing systems for compatibility (i.e. wiring, door receivers, network
equipment, etc)
Access control
- Removal of two existing access control systems and supply and installation of new access
control system(s) (to be proposed) for no more than 100 access fobs/cards at:
o Village Office building and H. Douglas Boyce Village Hall building
▪ Village Office and the community hall and maintenance shop portions of the Village
Hall access to be managed by Village admin only
▪ Fire station portion of Village Hall building access to be managed by Village admin and
Brigade admin
▪ New access control system shall include all doors on existing access control, plus
installation on two additional interior doors at Village office
o Bible Hill Recreation Park
▪ New install on six exterior doors (intended function: programmable lock/unlock)
o Airport Field Park
▪ New install on three exterior doors (intended function: programmable lock/unlock)
Security cameras
- Supply and installation of high-definition IP security cameras and control equipment, with
minimum quality of 1080p, storage capacity to be proposed but ideally minimum 60 day period
before over-write. The intent/direction for surveillance being protection of property.
o Village Office building and H. Douglas Boyce Village Hall building (1 or 2 systems)
▪ Perimeter/approach to buildings
▪ Village office –
• Reception area, with focus on entry door and reception counter
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• Commission chambers, with focus on entries/exits
• Back door
• Basement door/stairwell
▪ Community hall – two entry/exit doors
▪ Fire Station –
• Five entry/exit doors
• Two groups of garage bay doors
• Three stairwells
• View of apparatus in ‘old truck bay’
• View of apparatus in ‘new truck bay’
▪ Maintenance shop
• Two entry/exit doors (and nearby vault)
• One group of garage bay doors
• View of trucks/equipment in bay
▪ Bible Hill Recreation Park
• Perimeter/approach to building
• Splash pad surface
• Parking lot
• Top of driveway entry/exit and utility sheds (using existing empty conduit between
building and pole) (if possible)
• Interior of building - utility room, with focus on splash pad plumbing/control
▪ Airport Field Park
• Perimeter/approach to building
• Parking lot (if possible – using existing utility pole)
• Interior of building - utility room
Intrusion alarm
- Supply and installation of alarm system(s), keypads, door contacts, and any other requirement
for forced access alarm (i.e. door forced open/no fob) to three separate zones at H. Douglas
Boyce Village Hall
- System should ideally link to access control system so that use of fob disables alarm system
(i.e. no need for separate codes for regular users)
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Misc
- Camera and access control systems are to be able to function locally ‘off-line’ (vs cloud
access/storage) – Park locations do not have internet access.
- Identify wiring with permanent labels on both ends of cables used and at junctions
- Minimize the need for wire conduit on building exteriors and finished interiors
- Any necessary upgrade(s) to existing network wiring and equipment at Village Office and/or
H. Douglas Boyce Village Hall in order to add equipment under this project (our IT firm is G&G
Computers, Truro)
- Meet with Village staff a minimum of twice (i.e. at 50% completion and at 90% completion to
update on progress
- Supply electronic copies of any drawings, specifications, schematics, login credentials, IP
addresses or other network settings, and other documentation in pdf format or hard copy
- Carry out a follow-up site review once all the deficiencies are addressed, at the end of the
three-month period following substantial completion
- Specify warranty period of equipment/installation
18. No Conflict of Interest
The proponent and members of the proponent are requested to disclose any conflict of interest,
real or perceived, which exists now or which may in the opinion of the proponent exist in the
future. The Village reserves the right to disqualify the proponent if, in the opinion of the Village
acting reasonably, it has a conflict of interest, whether such conflict exists or arises in the future.
19. No Interest in Another Proponent
The proponent shall not have any interest whatsoever in any other proponent or in the proposal
of any other proponent nor enter into any arrangement, agreement or understanding either before
or after the submission date that would have that result. Provided however, after the closing date,
the unsuccessful proponents or members of the unsuccessful proponents may, with the consent
of the Village, become involved in the contract, provided such involvement is limited solely to
acting as a subcontractor to the successful proponent.
20. Other
All information collected and materials prepared in regard to this RFP is considered to be property
of the Village. This information shall not be provided to any third-party without prior written
approval of the Issuing Office.
If there is any evidence of misleading or false information in any proposal, the Village may reject
that proposal.
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Time shall be of the essence of this request for proposals and all proposals.
This RFP and all activities connected therewith shall be governed in all respects by the laws of the
Province of Nova Scotia and the laws of Canada applicable therein.
21. Payment Schedule
Payments will be made based on performance and supply of deliverables. The proponent shall
propose a payment schedule, subject to acceptance by the Village.
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Appendix 1 - Proponent’s Submission Sheet - Project: 2022-RFP-GGS-01
The undersigned hereby acknowledges that he/she, as an officer of the stated corporation (the
proponent), has read and understands the specifications and requirements of the proposed project.
He/she further acknowledges that the proponent’s proposed product, equipment, materials, and
services fully meet or exceed those as specified in Village of Bible Hill’s request for proposals.
Additionally, the proponent agrees that all its submission documents and responses to the
aforementioned request for proposals will, at the option of Village of Bible Hill, become a legally
binding and essential portion of the final contract between the successful proponent and Village of
Bible Hill.
The following information must be completed to ensure proposal acceptance:
Dated this ______ day of _________________, 2021.
Proponent’s corporation name: __________________________________________________
Address: __________________________________________________
Village/town/city: __________________________________________________
Province: ___________________ Postal Code: ___________________
Phone number: ___________________ Website: ___________________
Email address: __________________________________________________
Contact name: __________________________________________________
Title: __________________________________________________
Phone number: __________________________________________________
Authorized signature: __________________________________________________
HST registration number: __________________________________________________
NS WCB coverage: ______ Yes ______ No
Professional liability insurance: ______ Yes Amount ($): _________________ ______ No
Having carefully examined the request for proposal document for the aforementioned project and
addenda no. ______ to ______ inclusive, as prepared by Village of Bible Hill, the undersigned
hereby offers to enter into a contract to perform the project work for the fixed fee contract price
of:
Total submission price: ___________________________
The price shall be presented in Canadian dollars and shall include all goods and services to complete
the project, but not including HST.
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Appendix 2 – Overhead of project areas - 2022-RFP-GGS-01
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Appendix 3 – Project area detail - 2022-RFP-GGS-01
*Note: These sheets include existing floorplans from other projects – drawing comments do not
necessarily relate to this project. Please inquire if a drawing component is not clear.
*Note: Additional detail on placement of existing system and an example of a suggested placement
and scope of the project will be provided at the mandatory site meeting. The proponent’s proposal
can deviate from the example to be provided but should include all requirements unless not
reasonably possible or advisable.
Village Office – 67 Pictou Rd
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H. Douglas Boyce Village Hall – 69 Pictou Rd (first floor)
*Note: 3 separate alarm 'zones' are needed for this building due to separate uses:
Yellow – Village Hall
Red – Fire Station
Green – Maintenance Shop
*Note: Existing Cansec (but not Paradox) access control system, along with small network in this
building is connected to system in Village Office building via U/G conduit.
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H. Douglas Boyce Village Hall – 69 Pictou Rd (second floor)
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Bible Hill Recreation Park – 38 Guest Dr
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(continued)
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Airport Field Park – 55 Jennifer Dr
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Appendix 4 – Project costing sheet example - 2022-RFP-GGS-01
*This sheet is available in excel version for interested proponents.