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jefferson county purchasing department

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1. Contractor Name HUB p Yes p No Address Street City State Zip Phone with area code Fax with area code Project Title amp No Prime Contract Amount HUB Subcontractor Name HUB Status Gender amp Ethnicity Certifying Agency Tx Bldg amp Procurement Comm Jefferson County Tx Unified Certification Prog Address Street City State Zip Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed Printed Name of Contractor Representative Signature of Representative Date Printed Name of HUB Signature of Representative Date NOTE NOTHING ON THIS NOTICE OF INTENT FORM IS INTENDED TO CONFER ANY RIGHTS EXPRESSED OR IMPLIED TO ANY THIRD PARTIES Pre Approval for Subcontractor Substitutions must be obtained from the Jefferson County Purchasing Agent s Representative The HUB Subcontractor Subconsultant Change Form must be completed and faxed to 409 835 8456 IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 34 of 38 HISTORICALLY UNDERUTILIZED BUSINESS HUB SUBCONTRACTING PARTICIPATION DECLARATION FORM PAGE 1 OF 4 This information must be submitted with your bid Prime Contractor HUB L Yes 1 No HUB Status Gender amp Ethnicity Address Street Ci
2. Supported Operating Systems 1 Microsoft Windows XP 2 Microsoft Windows Vista J Mechanical Specifications 1 Dimensions H x W x D 17 5 x 48 0 x 54 5 cm 7 0 x 19 0 x 21 5 in 2 Weight 16 20 4 kg 25 55 lbs based on model specified K Camera Inputs 1 Analog Channels Models 6 BNC DB 06 C1 12 BNC DB 12 C2 18 BNC DB 18 C3 24 BNC DB 24 C4 30 BNC DB 30 C5 2 One 1 Ethernet RJ45 Connector Models 16 IP devices DB 06 C1 DB 12 C2 DB 18 C3 32 IP devices DB 24 C4 DB 30 C5 L Transmission Rates for Bandwidth Throttling can be set to value from 32 Kbit s to 1 Gbit s reception rate and transmission rate can be set individually IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 22 of 38 M Electrical Specifications 1 100 240 VAC 50 60 Hz auto switch 2 Power Consumption a Typical 150 W b Maximum 210 W N Environmental Specifications 1 Temperature a Operating 5 C to 40 C 41 F to 104 F b Storage 10 C to 60 C 14 F to 140 F 2 Relative Humidity a Operating 15 to 80 noncondensing b Storage 8 to 80 noncondensing PART 3 EXECUTION 3 1 EXAMINATION A Examine areas to receive devices and notify adverse conditions affecting installation or subsequent operation B Do not begin installation until unacceptable conditions are corrected 3 2 PREPARATION A Protect devices from damage during construction 3 3 INSTALLATION A Install
3. 1 20 Proprietary Data Bidder may by written request indicate as confidential any portion s of a bid that contain proprie tary information including manufacturing and or design processes exclusive to the vendor Jeffer son County will protect from public disclosure such portions of a bid unless directed otherwise by legal authority including existing Open Records Acts 1 21 Public Bid Opening Bidders are invited to be present at the opening of bids After the official opening of bids a period of not less than one week is necessary to evaluate bids The amount of time necessary for bid evaluation may vary and is determined solely by the County Following the bid evaluation all bids submitted are available for public review 2 Performance 2 1 Design Strength and Quality Design strength and quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practices The apparent silence of specifications and or plans as to any detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail All interpretations of these specifications and or plans shall be made on the basis of this statement 2 2 Age and Manufacture All tangible goods being bid must be new and unused unless otherwise specified in first class condition of current manufacture and furnished ready to use All items not specifically mentioned that are required
4. REFERENCE TWO Government Company Name Address Contact Person and Title Phone Fax Contract Period Scope of Work REFERENCE THREE Government Company Name Address Contact Person and Title Phone Fax Contract Period Scope of Work BIDDER Must RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 29 of 38 SIGNATURE PAGE As permitted under Article 4413 32c V A C S other governmental entities may wish to partici pate under the same terms and conditions contained in this contract i e piggyback In the event any other entity participates all purchase orders will be issued directly from and shipped directly to the entity requiring supplies services Jefferson County shall not be held responsible for any orders placed deliveries made or payment for supplies services ordered by another entity Each entity reserves the right to determine their participation in this contract Would bidder be willing to allow other governmental entities to piggyback off this contract if awarded under the same terms and Conditions ccccccceeceeeeseeeeeeeeees Yes No This bid shall remain in effect for ninety 90 days from bid opening and shall be exclusive of federal excise and state and local sales tax exempt The undersigned agrees if this bid is accepted to furnish any and all items upon which p
5. for up to thirty 30 cal endar days 2 9 Compliance with Federal State County and Local Laws Bids must comply with all federal state county and local laws including but not limited to all applicable standard safety emission and noise control requirements Any vehicles or equipment shall contain all standard safety emission and noise control requirements required for the types and sizes of equipment at the time of their manufacture The contractor agrees during the per formance of work or service to comply with all applicable codes and ordinances of Jefferson County or the State of Texas as they may apply as these laws may now read or as they may hereafter be changed or amended 2 10 OSHA The bidder will certify all equipment complies with all regulations and conditions stipulated under the Williams Steiger Occuaptional Safety and Health Act of 1971 as amended The successful bidder will further certify that all items furnished under this project will conform and comply with federal and State of Texas OSHA standards The successful bidder will agree to indemnify and hold harmless Jefferson County for any and all damages that may be assessed against the County 2 11 Patents and Copyrights The successful vendor agrees to protect the County from claims involving infringements of patents and or copyrights 2 12 Samples Demonstrations and Testing At Jefferson County s request and direction bidder shall provide product sa
6. price and other factors considered Unless otherwise specified in this IFB Jefferson County reserves the right to accept a bid in whole or in part and to award by item or by group whichever is deemed to be in the best interest of Jefferson County Any bidder who is in default to Jefferson County at the time of submittal of the bid shall have that bid rejected Jefferson County reserves the right to clarify any contractual terms with the concurrence of the Contractor however any substantial nonconformity in the offer as determined by Jefferson County shall be deemed non responsive and the offer rejected In evaluating bids Jefferson County shall consider the qualifications of the bidders and where applicable operating costs delivery time maintenance requirements performance data and guarantees of materials and equipment In addition Jefferson County may conduct such investi IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 2 of 38 10 11 gation as it deems necessary to assist in the evaluation of a bid and to establish the responsibil ity qualifications and financial ability of the bidders to fulfill the contract Jefferson County reserves the right to award this contract on the basis of lowest and best bid in accordance with the laws of the State of Texas to waive any formality or irregularity to make awards to more than one offeror and or to reject any or all bids In the event the
7. 2 Certificate of completion of Bosch Video IP Solutions class 3 List of correctional facilities serviced for video surveillance over the past three years 4 List distance from primary office to the Jefferson County Correctional Facility 5 Employee name date and location of Bosch Video Management System training completion 6 List of Bosch DiBos installations over the last five years B Product Data 1 Manufacturer s data user and installation manuals for all equipment and software programs including computer equipment and other equipment required for complete video management system C Shop Drawings include 1 System device locations on floor plans 2 Full Schematic of system including wiring information for all devices D Closeout Submittals 1 User manual 2 Parts list 3 System device locations on architectural floor plans 4 Wiring and connection diagram 5 Maintenance requirements 1 6 QUALITY ASSURANCE A Manufacturer 1 Minimum of 10 years experience in manufacture and design Video Surveillance Devices 2 Manufacturer s quality system Registered to ISO 9001 Quality Standard B Video Surveillance System 1 Listed by UL EN and FCC specifically for the required loads Provide evidence of compliance upon request C Installer 1 Minimum of 5 years experience installing Video Surveillance System 1 7 DELIVERY STORAGE AND HANDLING IFB 09 086 KJS Surveillance Equipment for Jefferson Coun
8. SUBSCRIBED AND SWORN to before me by the above named on this the day of 2008 Notary Public in and for the State of BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 40 of 38
9. a pixel s color or brightness C Svideo Separate video also known as Y C is an analogue video signal that carries the video data as two separate signals brightness and color D WXGA Stands for Wide XGA a standard monitor resolution of 1366 x 786 pixels This resolution of 1 04 million pixels is an enhancement of the standard XGA E Contrast Ratio The ratio of the intensity of the brightest bright to the darkest dark 1 4 SYSTEM DESCRIPTION A Digital Video Recorders and Analog Recording Devices 1 DiBos Hybrid Digital Video Recorder and Transmission System 2 Complete turnkey installation of two BoschDB30C5025R2 30Channel analog and 32Channel IP digital video recorder with 250GB hard drive and recording capacity of 450 images per second in conjunction with existing Raid 5 Video Array B Performance Requirements 1 The product specified shall be a hybrid Digital Video Recorder DVR and transmission system with a graphical user interface display to view live video from as many as 30 analog cameras depending on model and 32 network IP cameras while simultaneously recording or viewing recorded images 2 The DVR shall accept programming to record images and audio continuously or only when motion alarm or a triggered event occurs 3 The DVR shall provide two analog spot monitor outputs for alarm call up or full screen or sequenced display from attached analog cameras 4 The DVR shall use MPEG4 compression technology an
10. cause upon thirty 30 days written notice to either party unless otherwise specified Jefferson County reserves the right to award canceled contract to the next lowest bidder Bidder in submitting this bid agrees that Jef ferson County shall not be liable to prosecution for damages in the event that the County declares the bidder in default 4 6 Conflict of Interest Employees of the County are not permitted to maintain financial interest in or receive payment directly or indirectly borrow from lend to invest in or engage in any substantial financial transac tion with any individual organization supplier or subcontractor who does business with the County without disclosure When conflict of interest is discovered it shall be grounds for termination of contract 4 7 Injuries or Damages Resulting from Negligence Successful vendor shall defend indemnify and save harmless Jefferson County and all its officers agents and employees from all suits actions or other claims of any character name and descrip tion brought for or on account of any injuries or damages received or sustained by any person per sons or property on account of any negligent act or fault of the successful vendor or of any agent employee subcontractor or supplier in the execution of or performance under any contract which may result from bid award Successful vendor shall pay any judgment with cost which may be obtained against Jefferson County growing out
11. devices in accordance with manufacturer s instruction at locations indicated on the floor drawings plans Perform installation with qualified service personnel Install devices in accordance with the National Electrical Code or applicable local codes Ensure selected location is secure and offers protection from accidental damage Location must provide reasonable temperature and humidity conditions free from sources of electrical and electromagnetic interference moO OW 3 4 FIELD QUALITY CONTROL A Test snugness of mounting screws of all installed equipment B Test proper operation of all video system devices C Determine and report all problems to the manufacturer s customer service department 3 5 ADJUSTING A Make proper adjustment to video system devices for correct operation in accordance with manufacturer s instructions B Make any adjustment of camera settings to comply with specific customer s need IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 23 of 38 3 6 DEMOSTRATION A Demonstrate at final inspection that video management system and devices functions properly 3 7 WARRANTY A One year warranty with parts and labor B One year of warranted repair free and clear of travel expenses 3 8 SPECIFICATIONS The specifications shown above are based on equipment products manufactured by various manufacturers and are intended to define the level of quality a
12. for a complete unit shall be furnished 2 3 Delivery Location All deliveries will be made to the address es specified on the purchase order during normal work ing hours of 8 00 a m to 4 00 p m Monday through Friday unless otherwise authorized by the Purchasing Agent or designee 2 4 Delivery Schedule Delivery time may be an important consideration in the evaluation of best value The maximum number of days necessary for delivery ARO shall be stated in the space if provided on the bid form 2 5 Delivery Charges All delivery and freight charges F O B destination shown on Jefferson County purchase order as necessary to perform contract are to be included in the bid price 2 6 Installation Charges All charges for assembly installation and set up shall be included in the bid price Unless other wise stated assembly installation and set up will be required IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 7 of 38 2 7 Operating Instructions and Training Clear and concise operating instructions and descriptive literature will be provided in English if requested On site detailed training in the safe and efficient use and general maintenance of item s purchased shall be provided as needed at the request of Jefferson County Instructions and training shall be at no additional cost to the County 2 8 Storage Bidder agrees to provide storage of custom ordered materials if requested
13. lowest dollar offeror meeting specifications is not a awarded a contract Offeror may appear before the Com missioners Court and present evidence concerning Offeror responsibility after officially notifying the Office of the Purchasing Agent of Offeror s intent to appear Contract A response to an IFB is an offer to contract with Jefferson County based upon the terms condi tions and specifications contained in the IFB Bids do not become contracts unless and until they are executed by Jefferson County eliminating a formal signing of a separate contract For that reason all of the terms and conditions of the contract are contained in the IFB unless any of the terms and conditions is modified by an IFB Amendment a Contract Amendment or by mutually agreed terms and conditions in the contract documents Waiver of Subrogation Bidder and bidder s insurance carrier waive any and all rights whatsoever with regard to subroga tion against Jefferson County as an indirect party to any suit arising out of personal or property damages resulting from bidder s performance under this agreement Fiscal Funding A multi year contract if requested by the specifications continuing as a result of an extension option must include fiscal funding out If for any reason funds are not appropriated to continue the contract said contract shall become null and void Bid Results Bid results are not provided in response to telephone inquiries A p
14. of governmental contracts pertinent provisions of 2252 001 are stated below 3 Nonresident bidder refers to a person who is not a resident 4 Resident bidder refers to a person whose principal place of business is in this state including a contractor whose ultimate parent company or majority owner has its principal place of business in this state certify that company name is a Resident Bidder of Texas as defined in Government Code 2252 001 certify that company name is a Nonresident Bidder as defined in Government Code 2252 001 and our principal place of business is city and state Taxpayer Identification Number T 1 N Company Name submitting bid proposal Mailing address If you are an individual list the names and addresses of any partnership of which you are a general partner Property List all taxable property owned by you or above partnerships in Jefferson County Jefferson County Tax Acct No Property address or location This is the property amount identification number assigned by the Jefferson County Appraisal District For real property specify the property address or legal description For business property specify the address where the property is located For example office equipment will normally be at your office but inventory may be stored as a warehouse or other location BIDDER MusT RETURN TH
15. recorded from the analog and compatible MPEG4 and JPEG cameras 6 The hybrid DVR will be capable of transmitting live video images via a net work upon an alarm or triggered event to a remote location s that is running the specified manufacturer s DVR remote software program The DVR will maintain a list of remote sites in order of priority so that an attempt is made to establish communication with the first site on the list If the attempt fails the DVR will move to the next remote site on the list to establish connection Once communication is established the DVR will initially alert the operator at the remote station via a flashing icon and audible tone or selected wav file that an alarm has occurred The operator will then have the option to acknowledge the alarm and display the live video at the workstation The DVR will also have the capability to be programmed to establish communication with multiple remote sites upon an alarm 7 The hybrid DVR will provide motion detection sensing of the connected analog cameras Sensitive areas of the camera s field of view may be programmed within the DVR The DVR will also react to Bosch IP cameras and encoders on the network that have been programmed to detect video motion 8 The hybrid DVR will be capable of automatically commanding Bosch Auto Dome pan tilt zoom cameras to move to preprogrammed preset positions 9 The hybrid DVR will provide 32 virtual alarm inputs that can be controlled via
16. the browser interface to execute preprogrammed jobs within the DVR such as controlling relay outputs camera sequences alarm recording etc 10 The hybrid DVR will interface to a Bosch G Series Alarm Panel via an RS232 interface E DVR Setup and Configuration 1 The hybrid DVR will provide the following two methods of system setup and configuration a A Quick Configuration Wizard will be provided and intended for the inexperienced user who must create a basic system configuration and operate the recorder in a minimum amount of time The quick configuration will allow setup of the following system parameters 1 Time and date 2 Authorization levels and users 3 Network settings including the capability to limit the bandwidth to a value that the system does not exceed 4 Display analog cameras that were automatically detected during the initial startup of the configuration wizard 5 A graphical time planner to allow the record rates quality of recording and type of recording to be assigned to specific days of the week and times IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 20 of 38 6 A dialog box to determine the type of recordings rate of recording and quality of recording desired including up to 30 minutes of pre alarm recording b A Default customized Configuration shall be provided to allow for programming of more complex applications of the specified DVR A configurati
17. to perform on the project regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees This includes without limitation independent contractors subcontractor leasing companies motor carriers owner operators employees of any such entity or employees of any entity which furnishes persons to provide services on the project Services includes without limitation providing hauling or delivering equipment or materials or providing labor transportation or other service related to a project Services does not include activities unrelated to the project such as food beverage vendors office supply deliveries and delivery of portable toilets The Contractor shall provide coverage based on proper reporting of classification code and payroll amounts and filing any coverage agreements which meets the statutory requirements of Texas Labor Code Section 401 011 44 for all employees of the contractor providing services on the project for the duration of the project The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract If the coverage period shown on the Contractor s current certificate of coverage ends during the duration of the project the Contractor must prior to the end of the coverage period file a new certificate of coverage with the governmental entity showing that coverage has been extended T
18. tractor adequate information regarding the project i e plans specifica tions scope of work bonding and insurance requirements and a point of contract within the Prime Contractor Consultant s organization L Yes LINo 4 Negotiate in good faith with interested HUBs and not reject bids from HUBs that qualify as lowest and responsive bidders L Yes LINo 5 Document reasons HUBs were rejected Was a written rejection notice including the reason for rejection provided to the rejected HUBs LI Yes LINo 6 If Prime Contractor Consultant has zero 0 HUB participation please explain the reasons why If No was selected please explain and include any pertinent documentation with your bid If necessary please use a separate sheet to answer the above questions Printed Name of Authorized Representative Signature Title Date BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 33 of 38 NOTICE OF INTENT NOI TO SUBCONTRACT WITH HISTORICALLY UNDERUTILIZED BUSINESS HUB This information must be submitted with your bid Instructions for Prime Contractor Consultant Please submit the form to the Purchasing Agent s Representative after contract award but prior to beginning performance on the contract Please submit one form for each HUB Subcontractor Subconsultant with proper signatures per the terms and conditions of your contract
19. whom it contracts to provide services on a project to 7 9 1 Provide coverage based on reporting of classification codes and payroll amounts and filing of any coverage agreements which meets the statutory requirements of Texas Labor Code Section 401 011 44 for all its employees providing services on the project for the duration of the project 7 9 2 Provide to the Contractor prior to that person beginning work on the project a certifi cate of coverage showing that coverage is being provided for all employees of the person providing services on the project for the duration of the project 7 9 3 Provide the Contractor prior to the end of coverage period a new certificate of cover age showing extension of coverage if the coverage period shown on the current cer tificate of coverage ends during the duration of the project 7 9 4 Obtain from each person with whom it contracts and provide to the Contractor 7 9 4 1 A certificate of coverage prior to the other person beginning work on the pro ject and 7 9 4 2 the coverage period if the coverage period shown on the current certificate of a new certificate of coverage showing extension of coverage prior to the end of coverage ends during the duration of the project 7 9 5 Retain all required certificates of coverage on file for the duration of the project and for one 1 year thereafter 7 9 6 Notify the governmental entity in writing by certified mail or personal delivery withi
20. with chapter 176 of the Local OFFICE USE ONLY Government Code by a person doing business with the governmental entity By law this questionnaire must be filed with the records administrator of the local government not later than the 7 business day after the date the person becomes aware of facts that require the statement to be filed See Section 176 006 Local Government Code A person commits an offense if the person violates Section 176 0006 Local Government Code An offense under this section is a Class C misdemeanor 1 Name of person doing business with local governmental entity 2 L Check this box is you are filing an update to a previously filed questionnaire The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section 176 006 a Local Government Code is pending and not later than the 7 business day after the date the originally filed questionnaire becomes incomplete or inaccurate 3 Describe each affiliation or business relationship with an employee or contractor of the local government entity who makes recommendations to a local government officer of the local governmental entity with respect to expenditure of money 4 Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the loca
21. 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 14 of 38 MINIMUM SPECIFICATIONS The following requirements and specifications supercede General Requirements where applicable Contact Karen J Smith MBA Contract Specialist Senior Buyer e mail ksmith co jefferston tx us Phone 409 835 8593 regarding any questions or comments Please reference bid number 09086 KJS 1 Objective Jefferson County seeks a vendor to provide Security Equipment for Jefferson County 2 Scope SECTION 28 23 19 DIGITAL VIDEO RECORDERS AND ANALOG RECORDING DEVICES DIBOS 8 5 HYBRID DIGITAL VIDEO RECORDER AND TRANSMISSION SYSTEM PART 1 GENERAL 1 1 SUMMARY A Section Includes 1 Video Surveillance Monitoring and Supervisory Interfaces B Related Sections 1 Section 28 23 13 Video Surveillance Control and Management Systems 2 Section 28 23 23 Video Surveillance Systems Infrastructure Specifier s note Include those standards referenced elsewhere in this SECTION Specifier Notes This product guide specification is written according to the Construction Specifications Institute CSI 3Part Format based on MasterFormat 2004 and The Project Resource Manual CSI Manual of Practice The Manufacturer is responsible for technical accuracy The section must be carefully reviewed and edited by the Architect or Engineer to meet the requirements of the project and local building code Words and sentences within br
22. County HUB Office contacted for assistance in locating HUBs O Yes L No PART Ill DISCLOSURE OF OTHER NON HUB SUBCONTRACTS The bidder shall use this area to provide a listing of all Non HUB Subcontractors including suppliers that will perform under this project A list of those Non HUB Subcontractors the bidder selects after bid submission shall be provided to the Purchasing Office not later than five 5 calendar days after being notified that bidder is the apparent low bidder A list of those Non HUB Subcontractors that are selected after contract award must be provided immediately after their selection Subcontractor Name Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed Subcontractor Name Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 37 of 38 HISTORICALLY UNDERUTILIZED BUSINESS HUB SUBCONTRACTING PARTICIPATION DECLARATION FORM PAGE 4
23. County is operated and funded on an October 1 to September 30 basis accordingly the County reserves the right to terminate without liability to the County any contract for which funding is not available 4 Contract 4 1 Contract Definition The General Conditions of Bidding and Terms of Contract Specifications Plans Bidding Forms Addenda and any other documents made a part of this bid shall constitute the complete bid This bid when duly accepted by Jefferson County shall constitute a contract equally binding between the successful bidder and Jefferson County 4 2 Contract Agreement Once a contract is awarded the unit prices offered by the successful bidder shall remain firm for the term of the contract Contract shall commence on date of award and continue with an option for up to a four 4 year period IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 9 of 38 4 3 Change Order No different or additional terms will become part of this contract with the exception of a change order No oral statement of any person shall modify or otherwise change or affect the terms con ditions or specifications stated in the resulting contract All change orders to the contract will be made in writing and at the discretion and approval of Jefferson County No change order will be binding unless signed by an authorized representative of the County and the vendor 4 4 Price Re determination A price re d
24. IS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 39 of 38 BID AFFIDAVIT The undersigned certifies that the bid prices contained in this bid have been carefully reviewed and are submitted as correct and final Bidder further certifies and agrees to furnish any and or all commodities upon which prices are extended at the price offered and upon the conditions contained in the specifications and the Notice to Bidders STATE OF COUNTY OF BEFORE ME the undersigned authority a Notary Public in and for the State of on this day personally appeared who name after being by me duly sworn did depose and say T am a duly authorized officer of agent name for and have been duly authorized to execute the name of firm foregoing on behalf of the said name of firm I hereby certify that the foregoing bid has not been prepared in collusion with any other bidder or other person or persons engaged in the same line of business prior to the official opening of this bid Further I certify that the bidder is not now nor has been for the past six 6 months directly or indirectly concerned in any pool or agreement or combination to control the price of services commodities bid on or to influence any person or persons to bid or not to bid thereon Name and address of bidder Fax Telephone by Title print name Signature
25. Invitation for Bid including but not limited to all required certificates are fully incorporated herein as a material and necessary part of the con tract The undersigned hereby states under penalty of perjury that all information provided is true accurate and complete and states that he she has the authority to submit this bid which will result in a binding contract if accepted by Jefferson County We acknowledge receipt of the following amendmenit s J J certify under penalty of perjury that have the legal authorization to bind the firm here under For clarification of this offer contact Company Name Address Name City State Zip Phone Fax Signature of Person Authorized to Sign E mail Printed Name Title BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 26 of 38 ACCEPTANCE OF OFFER The Offer is hereby accepted for the following items The Vendor is now bound to sell the materials or services listed by the attached contract and based upon the Invitation for Bid including all terms conditions specifications amendments etc and the Contractor s Offer as accepted by Jefferson County This contract shall henceforth be referred to as Contract No 09 086 KJS The Contractor has not been authorized to commence any billable work or to provide any material or service under this contract until Contrac
26. JEFFERSON COUNTY PURCHASING DEPARTMENT Deborah L Clark Purchasing Agent 1149 Pearl Street Beaumont TX 77701 409 835 8593 Fax 409 835 8456 LEGAL NOTICE Advertisement for Invitation for Bids March 30 2009 Notice is hereby given that sealed bids will be accepted by the Jefferson County Purchasing Department for IFB 09 086 KJS Surveillance System for Jefferson County Correctional Facility Specifications for this project may be obtained from the website www co jefferson tx us or by calling 409 835 8593 Bids are to be addressed to the Purchasing Agent with the bid number and name marked on the outside of the envelope Bidders shall forward an original and two 2 copies of their bid to the address shown below Late bids will be rejected as non responsive Bids will be publicly opened and read aloud in the Jefferson County Commissioners Courtroom at the time and date below Bidders are invited to attend the sealed bid opening BID NAME Surveillance System for Jefferson County Correctional Facility BID NO IFB 09 086 KJS DUE DATE TIME 11 00 Am April 20 2009 MAIL OR DELIVER TO Jefferson County Purchasing Department 1149 Pearl Street 1 Floor Beaumont Texas 77701 Any questions relating to these requirements should be directed to Karen J Smith MBA Contract Specialist Senior Buyer at 409 835 8593 or ksmith co jefferson tx us All interested firms are invited to submit a bid in accordance with the terms and conditions
27. OF 4 Subcontractor Name Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed Subcontractor Name Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed hereby certify that have read the HUB Program Instructions and Information truthfully completed all applicable parts of this form and attached any necessary support documentation as required fully understand that intentionally falsifying information on this document may result in my not receiving a contract award or termination of any resulting contract Name print or type Title Signature Date E mail address Contact person that will be in charge of invoicing for this project Name print or type Title Date E mail address BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 38 of 38 RESIDENCE CERTIFICATION TAX FORM Pursuant to Texas Government Code 2252 001 et seq as amended Jefferson County requests Resident Certification 2252 001 et seg of the Government Code provides some restrictions on the awarding
28. PC 4 The optional remote receiver shall have the ability to display the database information from a DiBos recorder 5 The optional remote receiver shall be able to receive and record alarm video from the DVR to its local drive D Alarm and Trigger Input Capability 1 The hybrid DVR will be capable of automatically displaying incoming camera alarms with the option of displaying alarms when in playback mode The DVR will also allow the option to manually acknowledge an alarm to silence or to delete an alarm All alarm acknowledgements and deletions will be saved to a log file 2 The hybrid DVR will be capable of hiding a camera during normal operation only to display the camera during an alarm when the camera is part of the alarm 3 The hybrid DVR will have the capability to send an email notification on the following events an alarm motion detection video loss or a reference image check failure 4 The hybrid DVR will be capable of handling up to 32 N O or N C alarm inputs IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 19 of 38 and providing up to 16 relay outputs where 1 of those relays will be designated as a malfunction relay 5 The hybrid DVR will be capable of recording pre alarm video on an alarm or motion detection for a time period from 0 to 120 seconds Post alarm recording time will be selectable from 0 to 999 seconds The DVR will be capable of having pre and post alarm video
29. S A AT 28 Conflict of Interest Questionnaire 0 ecccceeeeneeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeenseeeeaees 29 Good Faith Effort Determination Checklist cceccssseeeeeeeeseeeeeeeseeneeeeeeeseeeeeeneeeneeenneeeenees 31 Delile OF aieea T AT 32 HUB Subcontracting Participation Declaration FOrim ccccccsessssseeeeseeseeeesseeseeneeeeeeeeees 33 Residence Certificatiom Tax FOrim cccsssseccsssseeeceessseeeeesseeeeeeeeeeseeeeeeeseenaeeeseseneeenseneeeeess 37 Bid Affidavit ss ces cis cod a eega a eds inte a ees aap a A nce aa iaaa au D an aaie aeiia 38 IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 1 of 38 INSTRUCTIONS TO BIDDERS 1 Bid Submission Bids must be submitted in complete original form by mail or messenger to the following address Jefferson County Purchasing Department 1149 Pearl Street First Floor Beaumont TX 77701 Bids will be accepted at the above address until the time and date specified herein and immedi ately after will be publicly opened and read aloud All bids shall be tightly sealed in an opaque envelope and plainly marked with the Invitation for Bid number due date and the bidder s name and address Late bids will not be accepted and will be returned unopened to the bidder All bids submitted in response to this invitation shall become the property of Jefferson County and will be a matter of public record available for
30. ackets are choices to include or exclude a particular item or statement Coordinate this section with other specification sections and the Drawings Delete all Specifier Notes after editing this section 1 2 REFERENCES A European Norm 1 EMC Directive 89 336 EEC 2 Interference immunity Conformance with EN 501304 requires an external UPS The product is tested according to EN 501304 with the exception of voltage interruption to EN 501304 1995 Chapter 3 8 04 3 To comply with EN 501304 an external UPS is required The UPS Pulsar ellipse 500 is not contained in the product and must be ordered separately IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 15 of 38 4 Interference Emission EN 55022 Class B 5 Mains power fluctuations EN 6100032 6 Voltage fluctuations EN 6100033 7 EN60950 2000 8 EMC directive 89 336 EEC B Canada CSA 1 CAN CSA 22 2 No 6095000 Third edition 2000 C Federal Communications Commission FCC www fcc gov 1 USA FCC Part 15 Class A D International Organization for Standardization ISO 1 9001 Quality System E Underwriters Laboratories Inc UL www ul com 1 UL60950 Third edition 2000 1 3 DEFINITIONS A LCD A Liquid Crystal Display is a thin flat display device made up of any number of color or monochrome pixels arrayed in front of a light source or reflector B Response Time The minimum time necessary to change
31. ble and if previously agreed to Only charges as stated on the Bid Form s submitted as a part of the bid will be considered Invoices must indicate Jefferson County as applicable the address to which the product s and or service s were delivered and the applicable purchase order number Invoices will be matched to delivery tickets prior to payment therefore all delivery tickets should have an accurate description of the product s and or service s Usage Reports Jefferson County reserves the right to request and receive at no additional cost up to two 2 times during the contract period a usage report detailing the products and or services furnished to date under a contract resulting from this IFB The reports must be furnished no later than five 5 working days after written request and itemize all purchases to date by Jefferson County department description of each item purchased including manufacturer quantity of each item purchased per unit and extended price of each item purchased and total amount and price of all items purchased Insurance The contractor shall at all times during the term of this contract maintain insurance coverage with not less than the type and requirements shown below Such insurance is to be provided at the sole cost of the contractor These requirements do not establish limits of the contractor s liability All policies of insurance shall waive all rights of subrogation against the County its off
32. ct of interest Signature of person doing business with the governmental entity Date BIDDER MUST RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 32 of 38 GOOD FAITH EFFORT GFE DETERMINATION CHECKLIST This information must be submitted with your bid Instructions In order to determine if a Good Faith Effort was made in soliciting HUBs for subcontracting opportunities the following checklist and supporting documentation shall be completed by the Prime Contractor Consultant and returned with the Prime Contractor Consultant s bid This list contains the minimum efforts that should be put forth by the Prime Contractor Consultant when attempting to achieve or exceed the goals of HUB Subcontractor participation The Prime Contractor Consultant may extend his her efforts in soliciting HUB Subcontractor participation beyond what is listed below Did the Prime Contractor Consultant O Yes LINo 1 To the extent practical and consistent with standard and prudent indus try standards divide the contract work into the smallest feasible por tions to allow for maximum HUB Subcontractor participation O Yes LINo 2 Notify in writing a reasonable number of HUBs allowing sufficient time for effective participation of the planned work to be subcontracted O Yes LINo 3 Provide HUBs that were genuinely interested in bidding on a subcon
33. ct person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed HUB Subcontractor Name HUB Status Gender amp Ethnicity Certifying Agency LI Tx Bldg amp Procurement Comm Jefferson County Tx Unified Certification Prog Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed All HUB Subcontractor Participation may be verified with the HUB Subcontractor s listed on Part I BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 36 of 38 HISTORICALLY UNDERUTILIZED BUSINESS HUB SUBCONTRACTING PARTICIPATION DECLARATION FORM PAGE 3 OF 4 PART Il STATEMENT OF NON COMPLIANCE FOR NOT MEETING HUB SUBCONTRACTING GOALS Please complete Good Faith Effort GFE Checklist and attach any supporting documentation Our firm was unable to meet the HUB goals for this project for the following reasons C All subcontractors to be utilized are Non HUBs Complete Part III O HUBs were solicited but did not respond C HUBs solicited were not competitive CI HUBs were unavailable for the following trade s Other Was the Jefferson
34. d shall also be able to receive JPEG images from a variety of network cameras 5 The DVR shall allow live and recorded images to be viewed over a public or a private Ethernet network via Internet Explorer 6 0 or higher or via a PC workstation using remote receiver software supplied by the manufacturer 6 The DVR shall also support Bosch Bilinx capability to provide overthecoax pan tilt zoom functionality or camera setup from the local recorder or remote C Vendor Requirements IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 16 of 38 1 Must have been actively involved in the business of installation service and sales of commercial and industrial video surveillance and security systems for at least five years in the Beaumont area at the time of bid 2 Facility must be located not more than 100 miles from Jefferson County Correctional Facility 3 Must be an approved Bosch Certified Security Dealer at the time of bid 4 Must have at least one full time employee on payroll who has completed the Bosch Video IP Solutions training class 5 Must have at least one full time employee on payroll who has completed the Bosch Video Management System training class 6 Must be familiar with Bosch DiBos systems with Raid 5 video array in a network configuration 1 5 SUBMITTALS TO BE PROVIDED WITH BID A Provider Minimum Qualifications 1 Written proof of Bosch Certified Security Dealer BCSD status
35. declared non responsive Non responsive bids will not be considered for award 1 18 Responsiveness A responsive bid shall substantially conform to the requirements of this Invitation to Bid and or specifications contained herein Bidders who substitute any other terms conditions specifications and or requirements or who qualify their bids in such a manner as to nullify or limit their liability to the contracting entity shall have their bids deemed non responsive Also bids containing any clause that would limit contracting authority shall be considered non responsive Examples of non responsive bids include but shall not be limited to a bids that fail to conform to required delivery IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 6 of 38 schedules as set forth in the bid request b bids with prices qualified in such a manner that the bid price cannot be determined such as with vague wording that may include price in effect at the time of delivery and c bids made contingent upon award of other bids currently under consideration 1 19 Responsible Standing of Bidder To be considered for award bidder must at least have the ability to obtain adequate financial resources be able to comply with required or proposed delivery completion schedule have a sat isfactory record of performance have a satisfactory record of integrity and ethics and be otherwise qualified and eligible to receive award
36. ecifications 1 6 Bid Amounts Bids shall show net prices extensions where applicable and net total In case of conflict between unit price and extension the unit price will govern Any ambiguity in the bid as a result of omission error unintelligible or illegible wording shall be interpreted in the favor of Jefferson County 1 7 Exceptions and or Substitutions All bids meeting the intent of the specifications and plans will be considered for award Vendors taking exception to the specifications and plans or offering substitutions shall state these excep tions in the section provided If bid is made on an article other than the one specified which a bid der considers comparable the name and grade of said article must be specified in the bid and suf ficient specifications and descriptive data must accompany same to permit thorough evaluation The absence of stated exceptions and or substitutions shall indicate that the vendor has not taken any exceptions to the specifications and shall be responsible to perform in strict accordance with the specifications As a matter of practice Jefferson County rejects exception s and or substitu tions as non responsive but reserves the right to accept any and or all of the exception s and or substitution s deemed to be in the best interest of Jefferson County 1 8 Alternates The Invitation for Bid and or specifications may expressly allow bidder to submit an alternate bid Presence of such an of
37. equipment products shall submit with their bids an itemized comparison with this specification documenting equivalence for dimensions quality and performance The offered equipment products shall provide the features shown above or equivalent 2 2 BOSCH DIBOS 8 5 HYBRID DIGITAL VIDEO RECORDER AND TRANSMISSION SYSTEM A Playback Requirements 1 The hybrid DVR shall allow playback of the stored video in the forward or reverse direction frame by frame and from beginning or end of the clip using standard VCR like buttons Reviewed video clips or still images can be zoomed in or out The images can be sent to a printer connected to the parallel port of the local recorder or to a network printer An image displayed in the image window can be saved as a single JPEG BMP or HTML file IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 18 of 38 2 The hybrid DVR shall have an instant playback function that allows instant recall of recorded images from 10 to 300 seconds in the past to be replayed at the same rate the images were recorded Live images continue to be simultaneously displayed along with the recorded images B Exporting Video Images 1 The hybrid DVR will be capable of exporting video clips to the CD DVD drive or network drive a Images can be exported along with a standalone player Playback of the exported images with the player will be possible from any Windows based PC This proprieta
38. ers and Payment 3 1 Purchase Orders A purchase order s shall be generated by the Jefferson County Purchasing Agent to the success ful vendor The purchase order number must appear on all itemized invoices and packing slips The County will not be held responsible for any work orders placed and or performed without a valid current purchase order number Payment will be made for all services rendered and accepted by the contract administrator for which a valid invoice has been received 3 2 Invoices All invoices shall reference the Purchase Order number Invoices shall reference the bid item number or a detailed description for each item invoiced If an item purchased and itemized on the invoice does not correspond to an item in any of the categories awarded to the vendor invoice shall reference the item as N C to indicate that it is a non contract item This requirement is to assist the County in verifying contract pricing on all invoices Payment will be made under terms of net thirty 30 days unless otherwise agreed upon by seller and the purchasing department 3 3 Prompt Payment In accordance with the State of Texas Prompt Payment Act Article 601f V T C S payment will be made after receive and acceptance by the County of the merchandise ordered and of a valid invoice Successful bidder s is required to pay subcontractors within ten 10 days after the suc cessful bidder receives payment from the County 3 4 Funding Jefferson
39. etermination may be considered by Jefferson County only at the twelve 12 month and twenty four 24 month anniversary dates of the contract All requests for price re determination shall be in written form Cause for such request i e manufacturer s direct cost postage rates Railroad Commission rates Federal State minimum wage law Federal State unemployment taxes F I C A Insurance Coverage Rates etc shall be substantiated in writing by the source of the cost increase The bidder s past experience of honoring contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid Jefferson County reserves the right to accept or reject any all requests for price re determination as it deems to be in the best interest of the County 4 5 Termination Jefferson County reserves the right to terminate the contract for default if the bidder breached any of the terms therein including warranties of bidder or if the bidder become insolvent or commits acts of bankruptcy Such right of termination is in addition to and not in lieu of any other remedies which Jefferson County may have in law or equity Default may be construed as but not limited to failure to deliver the proper goods and or service within the proper amount of time and or to prop erly perform any and all services required to Jefferson County s satisfaction and or to meet all other obligations and requirements Contracts may be terminated without
40. f Jefferson County opts to include maintenance it shall be so stated in the purchase order and said cost will be included Service will commence only upon expi ration of applicable warranties and should be priced accordingly IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 8 of 38 2 15 Material Safety Data Sheets Under the Hazardous Communications Act common known as the Texas Right to Know Act a bidder must provide the user department with each delivery material safety data sheets which are applicable to hazardous substances defined in the Act Failure of the bidder to furnish this docu mentation will be cause to reject any bid applying thereto 2 16 Evaluation Evaluation shall be used as a determinant as to which services are the most efficient and or most economical for the County It shall be based on all factors having a bearing on price and perform ance of the items in the user environment All bids are subject to tabulation by the Jefferson County Purchasing Department and recommendation to Jefferson County Commissioners Court Compliance with all bid requirements and needs of the using department are considered in evalu ating bids Pricing is not the only criteria for making a recommendation The Jefferson County Purchasing Department reserves to right to contact any bidder at any time to clarify verify or requirement information with regard to this bid 3 Purchase Ord
41. fer shall not be considered an indication of non responsiveness IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 5 of 38 1 9 Descriptions Unless otherwise specified any reference to make manufacturer and or model used in the bid specifications is merely descriptive and not restrictive and is used only to indicate type style or quality of material desired 1 10 Bid Alterations Bids cannot be altered or amended after submission deadline Any interlineations alterations or erasures made before opening time must be initialed by the signer of the bid guaranteeing authen ticity 1 11 Tax Exempt Status Jefferson County is exempt from federal excise tax and state sales tax Unless the bid form or specifications specifically indicate otherwise the bid price must be net exclusive of above men tioned taxes and will be so construed Therefore the bid price shall not include taxes 1 12 Quantities Quantities indicated are estimated quantities only and are not a commitment to buy Approximate usage does not constitute an order but only implies the probable quantity that will be used Com modities will be ordered on an as needed basis Bidder is responsible for accurate final counts 1 13 Bid Award Award of contract shall be made to the most responsible responsive bidder whose offer is deter mined to be the best value taking into consideration the relative importance of price Jefferson Co
42. he Contractor shall obtain from each person providing services on a project and provide to the governmental entity 7 5 1 A certificate of coverage prior to that person beginning work on the project so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project and 7 5 2 No later than seven 7 days after receipt by the Contractor a new certificate of cov erage showing extension of coverage if the coverage period shown on the current certificate ends during the duration of the project The Contractor shall retain all required certificates of coverage for the duration of the project and for one 1 year thereafter The Contractor shall notify the governmental entity in writing by certified mail or personal delivery within ten 10 days after the contractor knew or should have known of any change that materially affects the provision of coverage of any person providing services on the project IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 13 of 38 7 8 The Contractor shall post on each project site a notice in the text form and manner prescribed by the Texas Workers Compensation Commission informing all persons providing services on the project that they are required to be covered and stating how a person may verify coverage and report lack of coverage 7 9 The Contractor shall contractually require each person with
43. icers employees and agents Contractor shall furnish Jefferson County with Certificate of Insurance naming Jefferson County as additional insured All insurance must be written by an insurer licensed to conduct business in the State of Texas IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 12 of 38 Minimum Insurance Requirements Public Liability 300 000 00 Property Damage 300 000 00 Bodily Injury 300 000 00 Excess Liability 1 000 000 00 Workers Compensation Statutory Coverage see attached 7 Workers Compensation Insurance 7 1 7 2 7 3 7 4 7 5 7 6 7 7 Definitions 7 1 1 Certificate of coverage Certificate A copy of a certificate of insurance a cer tificate of authority to self insure issued by the commission or a coverage agree ment TWCC 81 TWCC 82 TWCC 83 or TWCC 84 showing statutory workers compensation insurance coverage for the person s or entity s employees providing services on a project for the duration of the project 7 1 2 Duration of the project Includes the time from the beginning of the work on the project until the contractor s person s work on the project has been completed and accepted by the governmental entity 7 1 3 Persons providing services on the project subcontractor in article 406 096 Includes all persons or entities performing all or part of the services under the con tractor has undertaken
44. l governmental entity that is the subject of this questionnaire BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 31 of 38 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ Page 2 For vendor or other person doing business with local government entity 5 Name of local government officer with whom filer has affiliation or business relationship Complete this section only if the answer to A B or C is YES This section item 5 including subparts A B C amp D must be completed for each officer with whom the filer has affiliation or business relationship Attach additional pages to this Form CIQ as necessary A Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire L Yes L No Is the filer of the questionnaire receive or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local government entity L Yes L No Is the filer of the questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director or holds an ownership of 10 percent or more L Yes L No Describe each affiliation or business relationship 6 Describe any other affiliation or business relationship that might cause a confli
45. mples and or testing of items bid to ensure compliance with specifications Samples demonstrations and or testing may be requested at any point prior to or following bid award Samples demonstrations and or testing may be requested upon delivery and or any point during the term of resulting contract All samples including return thereof demonstrations and or testing shall be at the expense of the bid der vendor 2 13 Acceptability All articles enumerated in the bid shall be subject to inspection by an officer designated for that purpose by Jefferson County If found inferior to the quality called for or not equal in value to the specifications deficient in workmanship or otherwise this fact shall be certified to the Purchasing Agent who shall have the right to reject the whole or any part of the same Items and or work determined to be contrary to specifications must be replaced at the vendor s expense Inferior items not retrieved by the vendor within thirty 30 calendar days or an otherwise agreed upon time shall become the property of the County If disposal of such items warrants an expense an amount equal to the disposal expense will be deducted from amounts payable to the vendor 2 14 Maintenance Maintenance required for equipment bid should be available in Jefferson County by a manufacturer authorized maintenance facility Cost for this service shall be shown on the bid sheet as requested or on a separate sheet as required I
46. n ten 10 days after the person knew or should have known of any change that mate rially affects the provision of coverage of any person providing services on the pro ject and 7 9 7 Contractually require each person with whom it contracts to perform as required by paragraphs 1 I 7 with the certificates of coverage to be provided to the person for whom they are providing services 7 10 By signing this contract or providing or causing to be provided a certificate of coverage the Contractor is representing to the governmental entity that all employees of the contractor who will provide services of the project will be covered by workers compensation coverage for the duration of the project that the coverage will be based on proper reporting of classification codes and payroll amounts and that all coverage agreements will be filed with the appropriate insurance carrier or in the case of a self insured with the commission s Division of Self Insurance Regulation Providing false or misleading information may subject the contractor to administrative penalties criminal penalties civil penalties or other civil actions 7 11 The Contractor s failure to comply with any of these provisions is a breach of contract by the Contractor which entitles the governmental entity to declare the contract void if the Contractor does not remedy the breach within ten 10 days after receipt of notice of breach from the governmental entity IFB 09
47. nd performance of the requested equipment products and not to be restrictive Equipment offered shall be of equivalent dimen sions quality and performance Bidders offerings other equipment products shall submit with their bids an itemized comparison with this specification documenting equivalence for dimen sions quality and performance The offered equipment products shall provide the features shown above or equivalent IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 24 of 38 BID SUBMITTAL CHECKLIST Items checked below represent components comprising this bid package If the item IS NOT checked it is NOT APPLICABLE to this bid Bidders are asked to review the package to be sure that all applicable parts are included If any portion of the package is missing notify the Purchasing Department immediately It is the Bidder s responsibility to be thoroughly familiar with all Requirements and Specifications Be sure you understand the following before you return your bid packet X 1 X 2 X 3 X 4 X 5 X 6 X 7 X 8 X X X X X X X X X Cover Sheet Table of Contents Offer and Acceptance Form General Requirements You should be familiar with all of the General Requirements Special Requirements Instructions Provides information you must know in order to make an offer properly Specifications Contains the detailed description of the product service sough
48. of such injury or damages 4 8 Interest by Public Officials No public official shall have interest in this contract in accordance with Texas Local Government Code 4 9 Warranty The successful vendor shall warrant that all materials utilized in the performance of this contract shall conform to the proposed specifications and or all warranties as stated in the Uniform Com mercial Code and be free from all defects in material workmanship and title IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 10 of 38 4 10 Uniform Commercial Code The successful vendor and Jefferson County agree that both parties have all rights duties and remedies available as stated in the Uniform Commercial Code 4 11 Venue This agreement will be governed and construed according to the laws of the State of Texas This agreement is performable in the County of Jefferson Texas 4 12 Sale Assignment or Transfer of Contract The successful vendor shall not sell assign transfer or convey this contract in whole or in part without the prior written consent of Jefferson County 4 12 Silence of Specifications The apparent silence of these specifications as to any detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail All interpreta tions of these specifications shall be made on the basis of this statement IFB 09 086 KJS Surveillance Equi
49. on menu will be displayed in a Windows tree format to allow the user to create the system configuration setup by going from top to bottom of the menu and making the corresponding entries in the dialog boxes The Default Configuration will provide but not be limited to the following configuration selections 1 Connection and disconnection of local and network hard drives Displays total storage capacity used storage capacity and available storage 2 Provides an overview of the local recorder including cameras and audio inputs Allows addition deletion editing of cameras and audio inputs including JPEG and MPEG4 IP cameras preposition and setup of preposition scenes motion detection and sequence programming for two analog monitors 3 Recording setup On a camera by camera basis allows setup of IPS rate and type of recording such as continuous motion or alarm Time profiles can be assigned to these setups 4 Graphical time planner provides eight profiles that can be assigned to any day of the week holiday or special day 5 The recorder provides activation and deactivation of up to 32 N O or N C alarm contacts to the input Up to 16 relay outputs will be available at the local station that can be activated from a manufacturer provided remote station software package or via a browser A malfunction relay is also provided Four alarm inputs can be used for alarm simulation purposes 6 The recorder can be compatible with the Bo
50. pment for Jefferson County Correctional Facility Page 11 of 38 SPECIAL REQUIREMENTS INSTRUCTIONS The following requirements and instructions supersede General Requirements where applicable 1 Bid Requirement Each bidder should submit as a bid this entire IFB completed where necessary for example the IFB cover sheet the Price Sheets etc Use an opaque envelope clearly indicating on the outside the Job Number Job Description and marked SEALED BID Jefferson County shall not be responsible for any effort or cost expended in the preparation of a response to this IFB All protests should be coordinated through the Purchasing Office prior to award recommendation to Commissioners Court Multiple Vendor Award Jefferson County reserves the right to award this contract to more than one vendor at the County s discretion Delivery If delivery is required all items must be packaged so as to be protected from damage during shipping and handling Any item s damaged in shipping must be replaced in kind or repaired by the contractor at the discretion of and at no additional charge to Jefferson County Payment Jefferson County will pay original invoices that clearly itemize the goods and or services provided as to quantity part number description price applicable discount if any labor charges showing time differential if applicable and if previously agreed to and delivery installation and set up costs if applica
51. provide an RS 232 port that supports Bosch Panasonic Pelco DProtocol JVC SAE and Sensormatic American Dynamics protocols 4 The hybrid DVR will provide manual or automatic callup to preset positions stored within Bosch AutoDome and other supported dome cameras G System Administration 1 Upon initial installation of the recorder three 3 user authorization levels will be automatically created These levels can not be edited or deleted An unlimited number of users can then be assigned to these authorization levels The authorization levels will be as follows a The first authorization level Administrator will allow the user all the rights of the system including configuration and operation b The second level of authorization Extended User allows the user all system operational rights but no configuration capability The Extended User may however create a user at the next lower authorization level c The third level of authorization Normal User has operational rights of the recorder only but can not configure the unit 2 The hybrid DVR will also have a dual login feature where one user may only login to the system in conjunction with a second user 3 The hybrid DVR will log events of who starts up or shuts down the system who logs in or off status changes and images transmitted H External Archive 1 An optional SCSI adapter port will be provided to connect a recommended external Bosch hard disk array with up to 16TB capacity
52. reliminary tabulation of bids received will be posted on the Purchasing web page http co jefferson tx us purchas ing main htm as soon as possible following bid opening A final tabulation will be posted follow ing bid award and will also be available for review in the Purchasing Department Changes and Addenda to Bid Documents Each change or addendum issued in relation to this IFB document will be on file in the Office of the Purchasing Agent In addition to the extent possible copies will be mailed to each person registered as having received a set of bid documents It shall be the bidder s responsibility to make inquiry as to change or addenda issued All such changes or addenda shall become part of the contract and all bidders shall be bound by such addenda Information on all changes or addenda issued will be available at the Office of the County Purchasing Agent Specifications Unless otherwise stated by the bidder the bid will be considered as being in accordance with Jefferson County s applicable standard specifications and any special specifications outlined in the bid document References to a particular trade name manufacturer s catalogue or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of Jefferson County and should not be construed as excluding bids on other types of materials equipment and supplies However the bidder if awarded a contract will be required to fu
53. review 2 Preparation of Bids The bid shall be legibly printed in ink or typed If a unit price or extension already entered is to be altered it shall be crossed out and initialed in ink by the bidder The bid shall be legally signed and shall include the complete address of the bidder Jefferson County is exempt from Federal and State Sales Taxes and such taxes shall not be included in bid prices 3 Signatures All bids notifications claims and statements must be signed by an individual authorized to bind the bidder The individual signing certifies under penalty of perjury that he or she has the legal authorization to bind the bidder 4 Rejection or Withdrawal Submission of additional terms conditions or agreements with the bid document are grounds for deeming a bid non responsive and may result in bid rejection Jefferson County reserves the right to reject any and all bids and to waive any informalities and minor irregularities or defects in bids Bids may be withdrawn in person by a bidder or authorized representative provided their identity is made known and a receipt is signed for the bid but only if the withdrawal is made prior to the time set for receipt of bids Bids are an irrevocable offer and may not be withdrawn within 90 days after opening date 5 Award The bid will be awarded to the responsible responsive bidder s whose bid conforming to the solicitation will be most advantageous to Jefferson County
54. rices are offered at the price and upon the terms and conditions contained in the Invitation for Bid Conditions of Bidding Terms of Contract and Specifications and all other items made a part of the accepted contract The undersigned affirms that they are duly authorized to execute the contract that this com pany corporation firm partnership or individual has not prepared this bid in collusion with any other bidder and that the contents of this bid as to prices terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other bidder or to any other person s engaged in this type of business prior to the official opening of this bid And further that neither the bidder nor their employees nor agents have been for the past six 6 months directly nor indirectly concerned in any pool or agreement or combination to control the price of goods or services on nor to influence any person to bid or not to bid thereon Bidder Entity Name Signature Street amp Mailing Address Print Name City State amp Zip Date Signed Telephone Number Fax Number E mail Address BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 30 of 38 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local government entity This questionnaire is being filed in accordance
55. rnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid Jefferson County reserves the right to determine if equipment product being bid is an acceptable alternate All goods shall be new unless otherwise so stated in the bid Any unsolicited alternate bid or any changes insertions or omissions to the terms and conditions specifications or any other requirements of the bid may be considered non responsive IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 3 of 38 12 13 14 15 16 17 18 19 Delivery Bids shall include all charges for delivery packing crating containers etc Unless other wise stated by the bidder prices bid will be considered as being based on F O B deliv ered freight included Interpretation of Bid and or Contract Documents All inquiries shall be made within a reasonable time prior to the date and time fixed for the bid opening in order that a written response in the form of an addendum if required can be proc essed before the bids are opened Inquiries received that are not made in a timely fashion may or may not be considered Currency Prices calculated by the bidder shall be stated in U S dollars Pricing Prices shall be stated in units of quantity specified in the bid documents In case of discrepancy in computing the amount of the bid the
56. ry format provides video authentication to assure that images are not altered in any way b Images can also be exported in a format that can be played back with a default software program such as Windows Media Player 2 The DVR shall provide an export video scheduler function that allows previous days recorded video to be exported for back up to a designated target drive Images from the current day can also be exported up to the time that the export program job is activated C Remote Access 1 The hybrid DVR will support login of users in LDAP Lightweight Directory Access Protocol groups 2 The hybrid DVR will provide embedded Internet Web Browser access that allows up to five 5 remote PCs using Windows Explorer 6 0 or higher to communicate with the recorder via a network The browser will be a secure connection using logon and authorization levels during transmission From the remote site using the browser the live video images will be displayed in single or multiscreen format video displayed as single screen sequences status of the inputs will be displayed remote relays will be controllable and compatible P T Z cameras will be controllable 3 Optional remote receiver software programs will be available from the specified digital recorder manufacturer that will operate on a remote Windows XP based PC Operation of these remote receiver software programs will require installation of a manufacturer supplied Dongle key to the remote
57. sch G Series Panel to allow selection of up to 32 software inputs from the panel 7 Jobs may be created that are started by input triggers cameras using motion detection or a virtual input Jobs can also be assigned a time profile Jobs created can 1 control up to 4 dome cameras 2 control relay outputs 3 control camera sequences for two analog monitors and 4 start alarm recording 8 Allow setup of connection between local recorder and remote stations 9 The DVR specified will transmit images and or messages to other locations upon an alarm or trigger event 10 Video authentication 2 The hybrid DVR will support an optional feature that allows the hybrid DVR to a Integrate with a Bosch ATM POS Bridge b Connect to an IP server that sends data for example a POS server and to record this data as metadata along with the camera image F Camera Control 1 The hybrid DVR will provide Bosch biphase camera control from local or remote recorders or via PC workstations running optional remote receiver software and or using the Internet Explorer 6 0 or higher Web Browser IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 21 of 38 2 The hybrid DVR will be capable of configuring Bosch Dinion FlexiDome and AutoDome cameras via Bosch Bilinx technology over a coaxial cable The DVR will provide Bosch Auto Dome camera control via Biphase RS232 or Bilinx Coaxial cable 3 The hybrid DVR will
58. stated in this bid RESPONDENTS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE INVITATION Deborah L Clark Purchasing Agent Jefferson County Texas Publish Beaumont Enterprise April 1 and April 8 2009 Port Arthur News April 1 and April 8 2009 IFB 09 086 KJS SECURITY EQUIPMENT FOR JEFFERSON COUNTY BIDS DUE 11 00 AM APRIL 15 2009 TABLE OF CONTENTS Page Table of Contents isso ces oe aes sa ea cae eee ee ee ae tes 1 Instructions to BIAGGIs a asauwoiceudacis ciceceweatcenciantnrti Setetdcnweasteeatewetie were acter sacanaaaneedameaaa ae eae 2 General Conditions of Bidding and Terms Of Contract cccccccccsssseeeeeeeeeeeeeeseneeneeeeeeeeeess 5 Special Requirements INStructiOns ccccccesecceeeeeeeeeeeeeeeeeeeesseeeeeeeseeeeeeeeeeeeeeseeneeeeeeeneeseenaes 12 Minimum Specitications 0 c nccnnes xis Ae eel as ee ee eh iat elie 15 Bid SUDMIttalGHECKIISE cso 2 5 5S ae cette a at ee le ihe re eee ete 23 Offer and Acceptance Fm ies ictinsec cinco teas ens Ahead ceded Sahn ccd eee 24 Acceptance of Offer FOR uc cse sci ccc ro ccc ccc seee cad Nias a eae cece a dde ceded choad Seca deadts cacade snake 25 BIG ola n casts ssucesacedita tp stacenttanassaauatansencmewsstanc tens iateakantas canny tacuacwendemnccncemeweat 26 Vendor References oie iiss caneceenseeucseasavahneniwne wie caitanshdanedeedersidexustsubabs sthwadentaadhdaxaudcueadede eubnaniesers 27 Se Te 00 IEA oc 2 lt aa pene Mr Ee E oO ee eno Ry REE BEE
59. t by the County Bid Form Used to solicit exact pricing of goods services and delivery costs Attachments a Sapna Bid Guaranty amp Performance Bond Information amp Requirements Applies only to certain bids proposals Read carefully and fill out completely Bid Check Return Authorization Form Applies only to certain forms Read carefully and fill out completely Vehicle Delivery Instructions Included only when purchasing vehicles Minimum Insurance Requirements Included when applicable does not supersede Hold Harmless section of General Requirements Workers Compensation Insurance Coverage Rule 110 110 Applicable for a building or construction contract Financial Statement When this information is required you must use this form Reference Sheet Other From time to time other attachments may be included Signature Page Conflict of Interest Good Faith Effort Notice of Intent HUB Declaration Form HUB Residence Certification Tax Form Bid Affidavit BIDDER MUST RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 25 of 38 OFFER AND ACCEPTANCE FORM OFFER TO CONTRACT To Jefferson County We hereby offer and agree to furnish the materials or service in compliance with all terms con ditions specifications and amendments in the Invitation for Bid and any written exceptions in the offer We understand that the items in this
60. this document the vendor accepts all general and special conditions of the contract as outlined below and in the specifications and plans 1 Bidding 1 1 Bids All bids must be submitted on the bid form furnished in this package 1 2 Authorized Signatures The bid must be executed personally by the vendor duly authorized partner of the partnership or duly authorized officer of the corporation If executed by an agent a power of attorney or other evi dence of authority to act on behalf of the vendor shall accompany the bid to become a valid bid 1 3 Late Bids Bids must be in the office of the Jefferson County Purchasing Agent before or at the specified time and date bids are due Bids received after the submission deadline shall be rejected as non responsive and returned unopened 1 4 Withdrawal of Bids Prior to Bid Opening A bid may be withdrawn before the opening date by submitting a written request to the Purchasing Agent If time allows the bidder may submit a new bid Bidder assumes full responsibility for sub mitting a new bid before or at the specified time and date bids are due Jefferson County reserves the right to withdraw a request for bids before the opening date 1 5 Withdrawal of Bids After Bid Opening Bidder agrees that its offer may not be withdrawn or cancelled by the vendor for a period of ninety 90 days following the date and time designated for the receipt of bids unless otherwise stated in the bid and or sp
61. tor receives a purchase order and or a notice to proceed from the Jefferson County Purchasing Agent Countersigned Ronald L Walker Date County Judge Carolyn L Guidry County Clerk BIDDER MusT RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 27 of 38 BID FORM Using this form each Offeror must state its proposed charges Each Offeror s charges must include the entire cost of providing the services identified in this IFB Cost Fee Proposals may be submitted in any form s Cost will be a factor in the County s selection process 2 DVR Units Video Surveillance System Infrastructure Under Section 1 4 Installation Programming and Turnkey setup Acknowledgment of Addenda if any Addendum 1 Date Received Addendum 2 Date Received Addendum 3 Date Received BIDDER MUST RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 28 of 38 VENDOR REFERENCES Please list at least three 3 companies or governmental agencies preferably a municipality where the same or similar products and or services as contained in this specification package were recently provided THIS FORM MusT BE RETURNED WITH Your BID REFERENCE ONE Government Company Name Address Contact Person and Title Phone Fax Contract Period Scope of Work
62. ty Correctional Facility Page 17 of 38 Comply with requirements of Section 01 60 00 Deliver materials in manufacture s original unopened undamaged containers and unharmed original identification labels Protect store materials from environmental and temperature conditions following manufacturer s instructions Handle and operate products and systems according to manufacturer s instructions Bosch provides off the shelf availability for our top selling products and same day Or 24hour shipping Ww gt moO O 1 8 WARRANTY A Provide manufacturer s warranty covering 3 years for replacement and repair of defective equipment 1 9 MAINTENANCE A Make ordering of new equipment for expansions replacements and spare parts available to dealers and end users B Provide factory direct technical support from 8 00 a m to 8 00 p m via phone and email PART 2 PRODUCTS 2 1 MANUFACTURERS A Acceptable Manufacturer Bosch Security Systems Inc 130 Perinton Parkway Fairport New York 1450 USA Phone 1 800 289 0096 Fax 1 585 223 9180 Substitutions The specifications shown are based on equipment products manufactured by various manufacturers and are intended to define the level of quality and performance of the requested equipment products and not to be restrictive Equipment offered shall be of equivalent dimensions quality and performance Brand Name Bosch is not required Bidders offerings other
63. ty State Zip Phone with area code Fax with area code Project Title amp No IFB RFP No Total Contract Total HUB Subcontract s Construction HUB Goals 12 8 MBE 12 6 WBE Sub goals 1 7 African American 9 7 Hispanic 0 7 Native American 0 8 Asian American Use these goals as a guide to diversify FOR HUB OFFICE USE ONLY Verification date HUB Program Office reviewed and verified HUB Sub information Date Initials PART I HUB SUCONTRACTOR DISCLOSURE HUB Subcontractor Name HUB Status Gender amp Ethnicity Certifying Agency LI Texas Bldg amp Procurement Comm Texas Unified Certification Prog Address Street City State Zip Contact person Title Phone with area code Fax with area code Proposed Subcontract Amount Percentage of Prime Contract Description of Subcontract Work to be Performed BIDDER MUST RETURN THIS PAGE WITH OFFER IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 35 of 38 HISTORICALLY UNDERUTILIZED BUSINESS HUB SUBCONTRACTING PARTICIPATION DECLARATION FORM PAGE 2 OF 4 HUB SUBCONTRACTOR DISCLOSURE PART I Continuation Sheet Duplicate as Needed HUB Subcontractor Name HUB Status Gender amp Ethnicity Certifying Agency L Tx Bldg amp Procurement Comm Jefferson County Tx Unified Certification Prog Address Street City State Zip Conta
64. unit price shall govern Notice to Proceed Purchase Order The successful bidder may not commence work under this contract until authorized to do so by the Purchasing Agent Certification By signing the offer section of the Offer and Acceptance page bidder certifies The submission of the offer did not involve collusion or other anti competitive practices The bidder has not given offered to give nor intends to give at any time hereafter any economic opportunity future employment gift loan gratuity special discount trip favor or service to any public servant in connection with the submitted offer The bidder hereby certifies that the individual signing the bid is an authorized agent for the bidder and has the authority to bind the bidder to the contract Definitions County Jefferson County Texas Contractor The bidder whose proposal is accepted by Jefferson County Minority Women Business Enterprise Participation It is the desire of Jefferson County to increase the participation of Minority MBE and women owned WBE businesses in its contracting and procurement programs While the County does not have any preference or set aside programs in place it is committed to a policy of equitable participation for these firms IFB 09 086 KJS Surveillance Equipment for Jefferson County Correctional Facility Page 4 of 38 GENERAL TERMS AND CONDITIONS OF BIDDING AND TERMS OF CONTRACT By execution of
65. unty reserves the right to be the sole judge as to whether items bid will serve the purpose intended Jefferson County reserves the right to accept or reject in part or in whole any bid sub mitted and to waive any technicalities or informalities for the best interest of the County Jefferson County reserves the right to award based upon individual line items sections or total bid 1 14 Silence of Specifications for Complete Units All materials equipment and or parts that will become a portion of the completed work including items not specifically stated herein but necessary to render the service s complete and opera tional per the specifications are to be included in the bid price Vendor may be required to furnish evidence that the service as bid will meet or exceed these requirements 1 15 Addenda Any interpretations corrections or changes to the specifications and plans will be made by addenda no later than forty eight 48 hours prior to the bid opening Addenda will be distributed to all known recipients of bid documents Vendors shall acknowledge receipt of all addenda with submission of bid 1 16 General Bid Bond Surety Requirements Failure to furnish bid bond surety if requested will result in bid being declared non responsive Non responsive bids will not be considered for award 1 17 General Insurance Requirements Failure to furnish Affidavit of Insurance if required in these specifications will result in bid being

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