the city of manchester

200 West Fort Street

Manchester, Tennessee 37355

Telephone: (931) 728-0273

Parks and Recreation Department	Email: ajfox@cityofmanchestertn.com

January 8, 2024

Request for Security Camera System Replacement

The City of Manchester (the “City”) is requesting proposals from qualified companies (“Company”) to replace the security camera system within the Manchester Recreation Center (Recreation Center).

This request for proposal (“RFP”) defines the scope of services and outlines the requirements that must be met by companies interested in providing such services. Companies shall carefully examine the entire RFP and any addenda thereto, and all related materials and data referenced in performing the service. Companies are advised to read all sections of this RFP before submitting a proposal.

Proposals will be accepted in the Finance Department, 200 West Fort Street, Manchester, Tennessee 37355 until February 2, 2024, at 1:00 p.m., prevailing local time. All proposals must be submitted in a sealed envelope.

All sealed proposals must bear the title “MRD Security Camera System Replacement Proposal” along with the vendor’s name and address. Please submit two (2) complete copies.

Questions regarding the proposal process should be directed to Shannon Lowry at 931-461-3532. Questions regarding the technical specifications and requirements should be directed to A.J. Fox at 931-728-0273. Any solicitation of other representatives of The City of Manchester during this Request for Proposal process may disqualify the proposer.

All proposals and information submitted in response to this RFP shall become public record upon proposal opening and will be available for review upon request. The City reserves the right to reject any and all responses and to wave any irregularities and informalities in the proposal process. We look forward to receiving your response.

The City of Manchester

Request for Proposal

Table of Contents

Enclosed

Purpose and Instructions	3

Technical Specifications	4

Implementation	5

Vendor Permits	5

5.0	Termination of Contract Clause	5

6.0	Hold Harmless	5

7.0	Vendor’s Response	6

8.0	Vendor’s Statement of Non-collusion	10

9.0	Signature Page	11

Attachment 1 – Schematic Drawing of the Recreation Center	12

The City of Manchester

Description of Requirements and Specifications

Security Camera System Replacement

1.0	PURPOSE AND INSTRUCTIONS

The City of Manchester (City) has issued this Request for Proposals (RFP) to solicit responses from qualified firms (Proposers). The selected vendor will design, procure, and install a new security camera system, which will replace the existing security camera system in the Manchester Recreation Center (Recreation Center). The City’s current security camera system has evolved over the past 20 years and is now beyond its useful life and has reached technical obsolescence. The final product will provide quality and clear visual live and playback feeds of events inside and outside of the Recreation Center. The City seeks a Proposer who can demonstrate organizational, functional, and technical capabilities, as well as the experience, expertise, and qualifications necessary to implement and support the latest technology in video surveillance systems typically in use within a city’s recreation center.

All existing security camera equipment is expected to be replaced with the new security camera system. All existing security camera equipment is to be removed by the proposer. The new security camera system will be housed in the Recreation Center’s Telecommunication Room.

Vendors will have the opportunity to inspect the Recreation Center and its security camera system configuration by appointment only. Inspection of the Recreation Center is a requirement of the proposer submitting an RFP for the project.

1.1	Proposal Instructions

Proposals will be accepted in the Finance Department, 200 West Fort Street, Manchester, Tennessee 37355 until February 2, 2024, at 1:00 p.m., prevailing local time. Include the proposal reference “MRD Security Camera System Replacement Proposal” on the proposal envelope. Interested proposers should submit two original copies of the proposal. Late proposals will not be considered.

The City of Manchester reserves the right to reject any or all proposals or to waive any specific technicalities or formalities in order to accept any proposal deemed to be in the best interest of The City of Manchester. The City is not bound to accept the least costly proposal, but reserves the right to accept the proposal which appears, in its judgment, to be the best suited to the interests of the City.

The City reserves the right to negotiate with any vendor, including but not limited to terms, conditions, pricing, pricing structure, etc. The right to accept any portion of any proposal and to enter into a contract with one or more proposers is reserved.

1.2	Proposal Duration

Proposals submitted in response to this RFP must be valid for a period of 60 days from the proposal submission deadline.

1.3	General

The Proposer, by submission of a proposal, certifies that all technical and other requirements set forth herein are fully met. If they are not, a separate attachment should be submitted with the proposal setting forth any deviations therein. The Proposer agrees that the prices set forth on the Pricing Sheet represent all costs to cover and include all labor and supervision, materials, equipment, machinery, apparatus, tools, services, transportation, and all other facilities, licenses, permits, taxes, fees, charges, excises, services, expenses and incidentals of any description whatsoever necessary to perform and complete finish in a workman like manner and to the complete satisfaction and approval of The City of Manchester free from all liens or claims of laborers, material men, suppliers, or subcontractors and in conformity in all respects with all applicable federal, state, county or municipal laws, ordinances, rules or regulations, all working things contemplated by the RFP.

1.4	Evaluation of Proposals

Proposals will be evaluated for compliance to the technical requirements and cost.

1.5	Award of Contract

Following the completion of the RFP process, an award is expected to be presented to the successful proposer. However, no work is to begin, nor is The City of Manchester liable for any costs whatsoever, until an award has been made and duly signed and certified by the appropriate parties.

The successful proposer will enter into a contract with the City on a form agreeable to The City of Manchester.

2.0	TECHNICAL SPECIFICATIONS

The City has determined that much of the existing security camera system is at the end-of-life, obsolete and no longer supported in the industry and needs to be replaced. The security camera system will be housed in the Telecommunications Room of the Recreation Center. See the attached documents for information on the current security camera system: 1) Schematic Drawing of the Recreation Center indicating areas that require camera surveillance coverage.

The Recreation Center is a 69,000 square feet center with a 10,000 square feet pool. The recreation center contains an outdoor leisure pool, indoor competition pool, indoor warm water therapy/kiddie pool, two high school size basketball courts, two racquetball courts, spin room, casual care nursery, birthday party room, youth wellness room, aerobics room, concessions, weight room, and indoor track.

IMPLEMENTATION

The preferred provider shall provide a sample implementation schedule once a contract is executed.

VENDOR PERMITS

Workers’ Compensation and Certificate of Liability Insurance to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute. Comprehensive General Liability Insurance to protect the Contractor and the interest of the City of Manchester, its officers, employees, and agents against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability Insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage for explosion, collapse, and underground hazards.

It shall be the responsibility of the Contractor to comply with City ordinances by securing any necessary permits. The City shall waive any fees involved in securing City permits.

TERMINATION OF CONTRACT CLAUSE

Subject to the provisions below, this Contract may be terminated by the City upon thirty (30) days advance written notice to the Contractor; but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the City until said work or services are completed and accepted.

The City has the right to cancel the contract if funds no longer become available to continue the contract. The contractor will be advised with a 30-day notice unless for unforeseen act(s) of nature.

HOLD HARMLESS

The Contractor shall indemnify, defend, and hold harmless the City of Manchester from loss from all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Contractor. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright. For purposes of this paragraph, “City” and “Contractor” includes their employees, officials, agents, and representatives. “Contractor” also includes subcontractors and suppliers to the Contractor. The word “defend” means to provide legal counsel for the City or to reimburse the City for its attorneys’ fees and costs related to the claim. This section shall survive the Contract.

All Contractors and subcontractors performing services for the City are required to and shall comply with all Occupational Safety and Health Administration (OSHA). Also, all Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Contract.

7.0	VENDOR’S RESPONSE

Vendor’s Proposal

The City of Manchester is seeking Proposals for a Security Camera System Replacement within the City’s Recreation Center. The Vendor’s solution/implementation should focus on any new technologies, innovations, processes, and transformation that will help the City meet its objectives.

The selected vendor will be required to perform the following as part of this project:

Remove and dispose of the existing security camera system equipment.

Design, procure, and install a new security camera system to replace the existing security camera system.

Provide shop drawings of proposed installation within 30 days after the contract is signed with the City.

Provide and install equipment and any related accessories, cabling, and mounting kits in the Rec Center required as part of this project.

Primary monitoring for the system including camera control and recording/playback shall be at any PC designated as a viewing station/location.

Camera security system shall be provided with unlimited client licenses permitting monitoring of live and playback video at locations specified by customer.

Location of server will be in the telecommunications room at the Recreation Center.

Network Video Recorder server will be connected to network switches, so that any PC with management software installed will have access to remote viewing.

The video management software can be downloaded on any PC at no cost to the owner and with no yearly software maintenance cost, no recurring fees of any kind.

The Network Video Recorder Server will carry all licenses for camera/device connections.

The system provided must allow the owner to grow camera counts.

The Network Video Management Software (NVMS) shall automatically detect if video or audio source firmware is out of date with respect to the current installed software and upgrade it.

The Network Video Management Software (NVMS) shall run as a service configured to automatically start when the server or workstation is powered on and automatically recover from failure or attempted tampering.

The Network Video Management Software (NVMS) shall provide the ability to create a failover connection for a video or audio source. If the NVR that the video or audio source is connected to goes offline then the failover NVR will take over the connection.

The Network Video Management Software (NVMS) shall detect if the video or audio signal is lost and alert the system administrator.

The Network Video Management Software (NVMS) shall provide the capability to rename all video and audio sources and NVRs.

The Network Video Management Software (NVMS) shall provide the ability to schedule backups of recorded video with associated events to a local folder or mapped network drive.

The Network Video Management Software (NVMS) shall provide the ability to email system administrators when an event or system health error occurs.

The Network Video Management Software (NVMS) shall provide the ability to manually trigger recording.

The Network Video Management Software (NVMS) shall provide the ability to control the system using a PC keyboard and/or mouse.

The vendor will supply a monitor for security camera system viewing at the front desk of the Recreation Center.

The Network Video Management Software (NVMS) shall support viewing the same live or recorded video stream at different zoom levels.

The Network Video Management Software (NVMS) shall support the ability to full-screen a view.

The Network Video Management Software (NVMS) shall support digital zooming and panning on live and recorded video streams.

The Network Video Management Software (NVMS) shall support forward and reverse playback of recorded video and audio at variable speeds.

The Network Video Management Software (NVMS) shall synchronously playback recorded video and audio from selected video sources.

The Network Video Management Software (NVMS) shall support navigation of recorded video and audio via calendar, timeline, or events.

The Network Video Management Software (NVMS) shall support a timeline that displays all connected video sources and the corresponding motion and recording events.

The Network Video Management Software (NVMS) shall support a timeline that can display the entire time range down to one second of recorded video and audio.

The Network Video Management Software (NVMS) shall support creating bookmarks for recorded video and audio, displaying the bookmarks on the timeline, and searching for bookmarks.

The Network Video Management Software (NVMS) shall support protecting a bookmark so the video and audio data is never overwritten.

The Network Video Management Software (NVMS) shall support searching through recorded video and audio based on various search criteria including time, date, video source, and events.

The Network Video Management Software (NVMS) shall support the ability to snapshot a live or recorded image and export it from the system.

The Network Video Management Software (NVMS) shall support converting video that was exported in the Native format to an industry standard format.

Vendor shall be capable for service response within 4 hours of service request.

Vendor shall be located no more than 60 miles from the City of Manchester, TN.

All wiring conductors connected to terminal strips shall be individually numbered and each cable or wiring group being extended from a panel or cabinet to a building mounted device shall be identified with the name and number of the particular device as identified and shown on building drawings.

All exposed wiring inside and outside the control console, cabinets, boxes, and similar enclosures, shall be dressed down neatly and secured with wiring cleats or wire ties.

All junction boxes and small device enclosures below ceiling level and easily accessible to employees or the public shall be covered with a suitable cover plate and secured with tamper proof screws.

Test and adjust all equipment to ensure its usability.

Provide training of City personnel in the operation and maintenance of the security camera system installed upon acceptance.

Provide at a minimum a full system parts and labor warranty covering materials and workmanship for a period not less than one-year following system acceptance. Manufacturer’s warranty on parts warrants that the products will be free of defects in material and workmanship for a period of 5 years from date of purchase.

Operation manuals shall include a minimum of two copies of complete system manuals from the equipment manufacturer. A minimum of two hard copies and one soft copy (i.e. provided on CD/USB drive) of as built drawings showing all devices and cable runs shall be provided and turned over to the owner. Provide at a minimum a full system warranty covering materials and workmanship.

Provide a description of Vendor’s relevant experience to the proposed solution/implementation and verifiable references of Vendor’s customers that are municipal and local government clients.

Provide a detailed breakdown of costs associated with the proposal, including any license costs.

Complete the requirements of this project no later than May 1, 2024.

8.0	VENDOR STATEMENT OF NON-COLLUSION

The City of Manchester

VENDOR STATEMENT OF NON-COLLUSION

Security Camera System Replacement

Having fully informed himself/herself regarding the correctness of the proposal and statements made herein, the undersigned proposer certifies that:

The proposal has been arrived at by the proposer independently and has been submitted without agreement with, and without any collusion, understanding, of planned similar course of action with any other vendor of services, materials, equipment, or supplies described in the request to propose, designed to inhibit independent proposing or healthy competition, and

The detail and intent of the proposal has not been shared by the proposer or its employees or representatives to any person not an employee or representative of the proposer or its surety on any attachment furnished with the proposal, and will not be shared with any such person before the authorized opening of the proposal.

The undersigned proposer hereby guarantees that this statement is executed for purposes of inducing The City of Manchester to consider the proposal and offer an award in agreement therewith.

__________________________________________

Legal Name of Vendor

__________________________________________

Business Address

__________________________________________

Signature and Title of Person Authorized to Sign

__________________________________________________________________________

ACCEPTANCE OF BID AND CONTRACT

_______________________________________	____________________________________

MAYOR MARILYN HOWARD SIGNATURE	CONTRACTOR SIGNATURE

_________________________________	____________________________________

DATE	DATE

9.0	SIGNATURE PAGE

The undersigned Proposer proposes and agrees, that if this proposal is accepted and successful, to enter into an agreement with The City of Manchester, Tennessee to perform and/or furnish the goods and/or services at the prices indicated below in accordance with the terms and conditions detailed in the Request for Proposal.

This proposal is genuine and not made in the interest or on behalf of any undisclosed person, firm, or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal; Proposer has not solicited or induced any person, firm or corporation to refrain from proposing; and Proposer has not sought by collusion to obtain for itself any advantage over any other proposer or over The City of Manchester, Tennessee.

Title VI of the Civil Rights Act of 1964. All interested parties, without regard to race, color or national origin, shall be afforded the opportunity to propose and shall receive equal consideration. Please assist us with our compliance efforts by completing the optional statistical information requested below.

BOYCOTT OF ISRAEL. The contractor certifies that it is not currently engaged in, and will not for the duration of the contract engage in, a boycott of Israel as defined by Tenn. Code Ann § 12-4-119. This provision shall not apply to contractors with a total value of less than two hundred fifty thousand dollars ($250,000) or to contractors with less than ten (10) employees.

PUBLIC ACTS 109 (Iran Divestment Act) “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization under penalties of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to §12-12-106” Full text of Public Chapters can be found on the Tennessee Secretary of State’s website: http://tnsos.org/acts/PublicActs.109.php.

Proposals must be delivered to the following address:

City of Manchester

Attn: Security Camera System Replacement

200 W. Fort Street

Manchester, TN 37355

Authorized Signature:	_

Printed Name:

Title:	Submitted on __________	, 20_____

Company Name:	__________________________

Company Address _______________________________________________________________

Phone ______________________________	Email ___________________________________

Lisa Myers, Finance Director

Attachment 1 – Schematic Drawing of Recreation Center