Sei sulla pagina 1di 8

ACCESS CONTROL & SECURITY SYSTEM DESIGN

REQUEST FOR PROPOSALS (RFP)

Release Date: Tuesday, June 21, 2018

Mandatory pre-proposal meeting: Thursday, July 12, 2018 at 1:00 PM

Submittals Due: Thursday, July 26 2018 at 4:00 PM

200 Civic Center Drive, Vista, CA 92084

Prepared by: Chris Mitchell, cmitchell@ci.vista.ca.us


 
Contents

Statement of Purpose ................................................................................................................................ 3 
City of Vista Information ............................................................................................................................ 3 
Background Information ............................................................................................................................ 3 
Scope of Services ...................................................................................................................................... 4 
Additional Information ................................................................................................................................ 5 
Proposal Schedule ..................................................................................................................................... 5 
Proposal Requirements ............................................................................................................................. 6 
Selection Criteria ........................................................................................................................................ 6 
Delivery ........................................................................................................................................................ 7 
Late, Modified, or Withdrawn Proposal ................................................................................................... 7 
Right to Reject Proposals ......................................................................................................................... 8 
Disclosure .................................................................................................................................................... 8 
Inventions, Patents and Copyrights ......................................................................................................... 8 

Access Control & Security System Design 2 of 8


Statement of Purpose

The City of Vista seeks to hire a highly qualified company or individual(s) (hereby
referred to as “Consultant”) to provide security system design and consulting services
for various City owned properties within the City of Vista. These security system design
and consulting services will be utilized to design an array of security systems to ensure
City of Vista facilities are properly protected, including: card access, video surveillance
and alarm monitoring. The Consultant shall be responsible to conduct site inspection,
prepare complete design, drawings, technical specifications, Terms of Reference (ToR),
complete bill of quantity (BoQ) and technical architecture for the proposed systems that
shall be used for bidding purposes. In addition, the Consultant shall provide advisory
services to the City of Vista in evaluating the bids and inspecting the installation of the
new systems.

City of Vista Information

Located in North County San Diego, the City of Vista is a local government providing
daily services to over 100,000 residents through various departments. In addition to the
traditional governmental operations, Vista operates a water park, senior center, two
theaters, community parks and a historical site. Please refer to the City of Vista website
for additional information at www.cityofvista.com.

Background Information

Video Surveillance: The City of Vista currently has five unique camera systems located
at five separate locations consisting of a total of 80 cameras. The current cameras and
video storage systems have reached end of life and no longer meet the needs of the
City. There is currently no integration between camera systems and door access or
alarm systems.

Card Access: The City of Vista currently operates two separate card access security
systems across five separate locations. The current access systems have reached end
of life and need updated.

Alarm Systems: The City of Vista currently has several different basic building alarm
systems monitored by a third party company. These systems monitor building access as
well as fire suppression systems. Some of the alarm systems are integrated into the
current card access systems.

Access Control & Security System Design 3 of 8


Scope of Services

The scope of services is to review the existing City of Vista security systems and
recommend and design a comprehensive security system to replace the existing
components. Respondents should consider if components of the existing systems can
be utilized in a new system. Additionally, the design should include recommended
additions to enhance security to address deficiencies and/or risk management issues.
The consultant hired to provide this scope of work would be ineligible to bid on scopes
of work for which they have provided a design and/or other bid document.

Professional services included under this scope of work to be performed by the


consultant should include, but are not limited to, the following:

Phase I. Evaluation and Recommendation


1. Attend on-site project kick-off and information gathering meeting.
2. Identify security system improvements needed to enhance security to an
appropriate level.
3. Identify all software and hardware components needed for a new system.
4. Identify existing components that can be reused.
5. Attend on-site meeting with City staff to review and present consultant
recommendations.

Phase II. Design Documents


1. Prepare detailed bid documents including drawings and technical specifications
for City staff for review.
2. Perform revisions as needed.
3. Provide city staff with possible construction timeline and installation cost
estimates for scheduling and budgeting purposes.

Phase III. Bidding & Contract Services


1. Provide detailed bid documents including drawings and technical specifications
for bidding purposes.
2. Identify potential qualified bidders.
3. Attend pre-bid meeting.
4. Provide written answers to bidder questions.
5. Provide written recommendation and justification for the most qualified bid.
6. Review all contract documents between the City of Vista and the winning bidder.

Phase IV. Installation


1. Provide on-site inspections during installation.
2. Provide lists of deficiencies and perform follow-up inspections to make sure all
deficiencies have been corrected.

Access Control & Security System Design 4 of 8


Additional Information

The City of Vista currently has approximately 80 video security cameras and is looking
to replace 46 of them as well install an additional 84 cameras in new locations. Five
different software applications manage the current cameras. It is our intention to have a
single new software system that manages all cameras.

Currently the City has approximately 350 employees with security badges that grant
access through 92 doors at five different locations. These doors are managed by two
different software systems. It is our intention to add badge access to an additional 123
doors across 17 locations and manage all access through a single access management
system. This system may or may not be integrated with the security camera system.
The badge access system should integrate with the building alarm systems and provide
a central location to manage arming/disarming codes.

Specific details about existing systems and desired improvements will be provided at
the mandatory pre-proposal meeting on Thursday, July 12.

Proposal Schedule

The City of Vista’s schedule for the selection process is as follows:

RFP release by City of Vista Thursday, June 21, 2018


Mandatory Pre-proposal meeting Thursday, July 12, 2018 at 1:00 PM
Written Questions Due Monday, July 16, 2018 at 5:00 PM
Proposals Due Thursday, July 26, 2018 at 4:00 PM
Interviews TBD
Notice of Consultant Selection Monday, August 06, 2018
Award of Contract TBD

A mandatory pre-proposal meeting will be held in the Morris B. Vance Community


Room at the Vista Civic Center, located at 200 Civic Center Drive in Vista CA, on
Thursday, July 12, 2018 at 1:00 PM. Information packets with details about the project
will be provided to all attendees.

Written questions must be submitted via email and must be received prior to 5pm on
Monday, July 16. Responses to the questions will be provided in the form of an
addendum to the RFP. Please email all questions to Chris Mitchell,
cmitchell@ci.vista.ca.us.

Access Control & Security System Design 5 of 8


All dates are subject to change. The City of Vista reserves the right to extend the date
by which proposals are due.

Proposal Requirements

1. A statement of understanding of the services required and identification of any


potential issues.
2. A detailed scope of services satisfying items listed in the “Scope of Services”
section as well as the following:
a. Description of functionality/features of the proposed scope of services that
have not been defined within this RFP.
b. Description of network security and interface/integration requirements.
c. A detailed project schedule including time frames.
3. Compensation Schedule, to be submitted in a separate, sealed envelope. A
proposed fee schedule detailing the proposed cost for meeting all requirements
in the “Scope of Services” section as well as the following:
a. Assumptions made in estimating time and costs.
b. Net increase/decrease for any RFP modifications suggested or requested
by Consultant that have not been included in the RFP.
c. In addition, provide a breakout (by phase) of estimated costs. Please
include a list of hourly rates, job classifications, hours to be worked, and a
breakdown of work to be performed for personnel working on the project.
List all other expenses.
4. A statement of the Consultant’s qualifications to perform the services required
and summary of the Consultant’s current contracts and previous experience,
particularly describing any similar projects.
5. A list with a minimum of three (3) client references with a brief statement of the
type of work performed for each client.
6. A statement which discloses any past, ongoing, or potential conflicts of interest,
which the Consultant may have as a result of performing the work for this project.
7. Description of any litigation or professional censure relating to services the
proposing firm provides.

Selection Criteria

The City of Vista's consultant evaluation and selection process is based on qualifications-
based selection (QBS) for professional services. An evaluation committee will review the
proposals.

The criteria and weight for evaluating the proposals submitted will be as follows:

1. 20% - Relevant experience and reputation of the design firm, including a


verification of references.
2. 20% - Understanding of project objectives and scope of work as evidenced in
the proposal.

Access Control & Security System Design 6 of 8


3. 20% - Past record of performance in similar projects related to control of costs,
quality of work, and adherence to schedule.
4. 40% - Overall cost effectiveness of the proposal.

Delivery

Two (2) hard copies (one original and one copy) and one electronic PDF copy of the
proposal must be submitted, with all copies having been signed by an official with the
power to bind the company in its proposal and must acknowledge the RFP has been
read and understood. To be considered, all proposals must be completely responsive to
the RFP.

All hard copies and electronic copies (on CD or USB flash drive) should be mailed or
dropped off at:

City of Vista
City Clerk’s Office
Attn: Chris Mitchell
200 Civic Center Drive
Vista, CA 92084.

Faxes and email copies will not be accepted

Late, Modified, or Withdrawn Proposal

Any proposal received at the office designated in the solicitation after the exact time
specified for receipt will not be considered unless it is received before award is made;
and it was sent by mail, and it is determined by the City of Vista that the late receipt was
due solely to mishandling by the City of Vista after receipt at the City of Vista; or it is the
only Proposal received.

Any modification of a proposal, except a modification resulting from the City of Vista's
request for "best and final" offer, is subject to the same conditions as the initial
submission.

Proposals may be withdrawn by written notice received at any time prior to Notice of
Intent to Award. Thereafter, all proposals constitute firm offers, subject to negotiation
and execution of definitive documents that will remain open and cannot be revoked,
withdrawn, or modified for a period of six (6) months thereafter. Proposals may be
withdrawn in person by the consultant or an authorized representative, provided the
authorized representative's identity is made known and the representative signs a
receipt for the proposal prior the posting of Notice of Intent to Award of contract award.

Access Control & Security System Design 7 of 8


 

Right to Reject Proposals

The City of Vista reserves the right to delay the project or reject any or all proposals
submitted and no representation is made hereby that any contract will be awarded
pursuant to this RFP or otherwise.

The City of Vista reserves the right to extend the due date for the proposal, accept or
reject any or all proposals received as a result of this request, negotiate with any
qualified consultant or cancel this RFP in part or in its entirety. The City of Vista may
require the selected consultant to participate in negotiations and to submit such
technical, fee, or other revisions of their proposals as may result from negotiations.
All costs incurred in the preparation of the proposal, the submission of additional
information and/or any aspect of a proposal prior to award of a written contract will be
borne by the Respondent. The City of Vista will provide only the staff assistance and
documentation specifically referred to herein and will not be responsible for any other
cost or obligation of any kind, which may be incurred by the Respondent. All proposals
submitted to the City of Vista become the property of the City of Vista.

Disclosure

All proposals become the property of the City of Vista. The City of Vista is a public
agency subject to the disclosure requirements of the Public Records Act, California
Government Code Section 6250 and following. These requirements include an
exemption for “trade secrets.” If any proprietary information is contained in or attached
to the written proposal, it must be clearly identified. In order to protect trade secrets from
disclosure, pursuant to a public Records Acts request, you must agree in writing to
defend and indemnify the City of Vista if litigation results.

Inventions, Patents and Copyrights

The contractor shall defend, protect, and hold harmless the City, its officers, agents, and
employees against all suits of law or in equity resulting from patent and copyright
infringement concerning the contractor’s performance or products produced under the
terms of the contract.

Access Control & Security System Design 8 of 8

Potrebbero piacerti anche