Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
RFP #010720
REQUEST FOR PROPOSALS
for
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Proposal Due Date: January 7, 2020, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting proposals for Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories to result in a contracting solution for use by its members. Sourcewell members include thousands of governmental, higher education, K-12 education, not-for-profit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than January 7, 2020, at 4:30 p.m. Central Time, and late proposals will not be considered.
Solicitation Schedule
Public Notice of RFP Published: November 7, 2019
Pre-proposal Conference: December 2, 2019, 12:00p.m., Central Time Question Submission Deadline: December 19, 2019, 4:30 p.m., Central Time Proposal Due Date: January 7, 2020, 4:30 p.m., Central Time Late responses will not be considered.
Opening: January 7, 2020, 6:30 p.m., Central Time **
** SEE RFP SUB-SECTION V. G. “OPENING”
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
I. ABOUT SOURCEWELL AND MEMBERS
A. SOURCEWELL
Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
Cooperative contracting provides members and vendors increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted vendors potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.
B. MEMBERS AND USE OF RESULTING CONTRACTS
Membership in Sourcewell is open to government and non-profit entities across the United States and Canada; such as municipal, state/province, K-12 and higher education, tribal government, and other public entities. Access to contracted equipment, products, or services by Members is typically through a purchase order issued directly to the applicable vendor. A Member may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Members retain the right to obtain similar equipment, products, or services from other sources.
To meet Members’ needs, public notice of this RFP has been broadly published, including notification to each state-level procurement departments for possible re-posting. As required by certain states, an Appendix of Members is included in this RFP and can be found in the Sourcewell Procurement Portal. Proof of publication will be available at the conclusion of the solicitation process.
For Canadian entities: This RFP is intended to include municipalities and publicly-funded academic institutions, school boards, health authorities, and social services (MASH sectors); including members of the Rural Municipalities of Alberta (RMA), and their represented Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Associations: Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan Urban Municipalities Association (SUMA), and Association of Manitoba Municipalities (AMM).
II. EQUIPMENT, PRODUCTS, AND SERVICES
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that Proposers offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, a school district, or a regional cooperative.
1. Sourcewell is seeking proposals for Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories, including, but not limited to:
a. Portable and mobile video camera and recording solutions, such as body-worn and equipment-mounted devices;
b. Permanently mounted or installed video camera and recording solutions designed for law enforcement, first responder, corrections, and EMS:
i. vehicles, watercraft, and apparatus; and,
ii. common areas, interview rooms, processing and holding areas. c. Related equipment, including automated activation devices, lasers, monitors, recorders, microphones and transmitters; and,
d. Related data storage, analysis and management software solutions and applications for self-hosted and cloud-based systems.
A Proposer may elect to offer a materials-only solution, a turn-key solution, or an alternative solution. Generally, a turn-key solution is most desirable to Sourcewell and its Members, however, it is not mandatory or required.
2. The primary focus of this solicitation is on Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories. Proposers may offer related products and Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
services to the extent that they are complementary to 1a., 1b., and 1c. above, such as; a. Accessories, including docking stations, chargers, memory cards, cables, adapters, clips, mounts, batteries, holsters, and harnesses; and
b. Services, including training, installation, administration of warranty programs.
This solicitation does not include those equipment, products, or services covered under categories included in contracts currently maintained by Sourcewell:
1. Facility Security Equipment, Systems, and Services with Related Equipment and Supplies (see Sourcewell RFP#031517)
Proposers may include related equipment, accessories, and services to the extent that these solutions are complementary to the equipment, products, or service(s) being proposed.
Generally, the solutions for Sourcewell Members are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment or products only solutions may be appropriate for situations where Sourcewell Members possess the ability, either in-house or through local third-party contractors, to properly install and bring to operation those equipment/products being proposed.
Sourcewell prefers vendors that provide a sole source of responsibility for the products and services provided under a resulting contract. If Proposer requires the use of dealers, resellers, or subcontractors to provide the products or services, the Proposal should address how the products or services will be provided to Members and describe the network of dealers, resellers, and/or subcontractors that will be available to serve Sourcewell Members under a resulting contract.
Sourcewell desires the broadest possible selection of products/equipment and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and potential Members.
C. REQUIREMENTS
It is expected that Proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Members.
1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, Proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the Proposal, equipment and products must be delivered to the Member as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.
D. ANTICIPATED CONTRACT TERM
Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. An extension may be offered based on the best interests of Sourcewell and its members.
E. ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD$35 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract are not guaranteed.
F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Members. The Proposer’s Marketing Plan should demonstrate Proposer’s ability to deploy a sales force or dealer network to Members, as well as Proposer’s sales and service capabilities. It is expected that Proposer will promote and market any contract award.
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to Proposers able to best meet the need of Members.
Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal. Sourcewell cannot consider information that is not provided in the Proposal. Sourcewell reserves the right to verify Proposer’s information and may request clarification from a Proposer, including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
requested equipment, products, or services to Members. Awards may be based on a subcategory.
4. A Proposer’s documented negative past performance with Sourcewell or its Members occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.
E. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line-item Pricing is pricing based on each individual product or services. Each line must indicate the Vendor’s published “List Price,” as well as the “Contract Price.” b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any Contract resulting from this RFP.
2. The Proposer’s ceiling price (Ceiling price means that the proposed pricing will be considered as the highest price for which equipment, products, or services may be billed to a Member). However, it is permissible for vendors to sell at a price that is lower than the contracted price;
3. Stated in U.S., and Canadian dollars for Proposers intending to sell in Canada (as applicable); and
4. Clearly understood, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Member’s location).
Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or delivery methods or options offered in the Proposal.
B. ADMINISTRATIVE FEES
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Members for all contracted equipment, products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.
F. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell. Only those modifications the Proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered.
Numerous and/or onerous exceptions that contradict Minnesota law may result in a proposal being disqualified from further review and evaluation.
To request a modification to the Contract terms, conditions, or specifications, a Proposer must complete and submit an Exceptions to Terms, Conditions, or Specifications Form, with all requested modifications, through the Sourcewell Procurement Portal at the time of submitting the Proposer’s response.
G. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential Proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that requested a copy of this RFP through the Sourcewell Procurement Portal.
Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.
All questions, whether specific to a Proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the Proposer by checking the box for each addendum. It is the responsibility of the Proposer to check for any addenda that may have been issued up to the time for solicitation closing.
If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the Proposer’s proposal status to INCOMPLETE. The Proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) Ensure the re-submitted proposal is RECEIVED through the Sourcewell Procurement Portal no later than the closing time and date shown in the Solicitation Schedule.
D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Only complete proposals that are timely submitted through the Sourcewell Procurement Portal will be considered. Late proposals will not be considered. It is the Proposer’s sole responsibility to ensure that the proposal is received on time.
All proposals must be received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time noted in the Solicitation Schedule above. It is recommended that Proposers allow sufficient time to upload the proposal and to resolve any issues that may arise.
The closing time and date is determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to twenty-four (24) hours to respond to certain issues.
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Upon successful submission of a proposal, the Portal will automatically generate a confirmation email to the Proposer. If the Proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].
To ensure receipt of the latest information and updates via email regarding this solicitation, or if the Proposer has obtained this solicitation document from a third party, the onus is on the Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.
All proposals must be acknowledged digitally by an authorized representative of the Proposer attesting that the information contained in in the proposal is true and accurate. By submitting a proposal, Proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award. The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the Proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete. • Submitted in English.
• Valid and irrevocable for ninety (90) days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the Proposer.
F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a Proposer may withdraw its proposal.
G. OPENING
The Opening of Proposals will be conducted electronically through the Sourcewell Procurement Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation Schedule.
To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed” after the Proposal Due Date and Time.
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
H. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible Proposer(s) offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Members.
The award(s) will be limited to the number of offerors that Sourcewell determines is necessary to meet the needs of Sourcewell members. Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or services for Members’ use.
o A Proposer’s sales and service network to assure availability of product supply and coverage to meet Members’ anticipated needs.
• Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist Members achieve environmental and social requirements, preferences, and goals.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell’s knowledge about a specific vendor or product.
B. AWARD(S)
Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200 Pricing 400
TOTAL POINTS 1000
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
C. PROTESTS OF AWARDS
Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. The protest must be received no later than ten (10) calendar days’ following Sourcewell’s notice of contract award(s) or non-award and must be time stamped by Sourcewell no later than 4:30 p.m., Central Time.
A protest must include the following items:
• The name, address, and telephone number of the protester; • The original signature of the protester or its representative; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000.
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the Proposer may be rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Discuss any aspect of the proposal with any Proposer and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Members; and
• Award a contract to one or more Proposers if it is in the best interest of Members.
E. DISPOSITION OF PROPOSALS
Sourcewell RFP #010720
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell determines that negotiations are complete upon execution of the resulting contract. If the Proposer submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minnesota Statutes Section 13.37, the Proposer must:
• Clearly mark all trade secret materials in its proposal at the time the proposal is submitted;
• Include a statement with its proposal justifying the trade secret designation for each item; and
• Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless Sourcewell, its agents and employees, from any judgments or damages awarded against Sourcewell in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives Sourcewell’s award of a contract. In submitting a proposal to this RFP, the Proposer agrees that this indemnification survives as long as the trade secret materials are in possession of Sourcewell.
Sourcewell will not consider the prices submitted by the Proposer to be proprietary or trade secret materials. Financial information provided by a Proposer is not considered trade secret under the statutory definition.
11/15/2019
Addendum No. 1
Solicitation Number: RFP 010720
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Where is the contract work to be performed?
Answer 1:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based on detailed specifications or finite quantities for our cooperative contract awards. A respondent is allowed to propose the entire line of products and services falling within the scope of the RFP. Section II. B. of the RFP addresses the requested equipment, products or services for this solicitation.
Question 2:
How do you access the WebEx pre-proposal conference?
Answer 2:
Registered plan takers will receive log-in instructions via email two business days prior to the WebEx pre-proposal conference.
End of Addendum
Acknowledgement of this Addendum to RFP 010720 posted to the Sourcewell Procurement Portal on 11/15/2019, is required at the time of proposal submittal. 12/6/2019
Addendum No. 2
Solicitation Number: RFP 010720
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
In the Merx public tender listing it states this is for Canada nationwide. Can you confirm that this is indeed for Canada?
Answer 1:
Sourcewell is seeking solutions to serve the largest possible cross-section of current and potential Sourcewell Members. Refer to RFP Article I., Section B – Members and Use of the Resulting Contracts. In Canada, this includes municipalities and publicly-funded academic institutions, school boards, health authorities, and social services (MASH sectors), which may include the members of RMA, SARM, SUMA, and AMM, as examples.
End of Addendum
Acknowledgement of this Addendum to RFP 010720 posted to the Sourcewell Procurement Portal on 12/6/2019, is required at the time of proposal submittal. 12/11/2019
Addendum No. 3
Solicitation Number: RFP 010720
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
The estimated RFP purchase volume is $35M, what does that include? Answer 1:
The RFP anticipated volume is an estimate based on past volumes of similar contracts. It is an estimate only, and no sales or sales volume are guaranteed.
Question 2:
How are current standalone cameras connected to networks? How is the data, video or audio currently recorded? Are you looking for a real-time Cloud Storage platform to receive recorded data, time/date stamp? Do you have the legal authority to receive and re-transmit this data for future storage use?
Is there a need to have real-time recording of each audio or video signal transmitted to a Cloud storage site, before law enforcement (IA) has reviewed the recording? Answer 2:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based on detailed specifications or finite quantities for our cooperative contract awards.
Sourcewell desires the broadest possible selection of products/equipment and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and potential Members. A respondent is allowed to propose the entire line of products and services falling within the scope of the RFP.
Section II. B. of the RFP addresses the requested equipment, products or services for this solicitation.
Question 3:
Is Sourcewell looking for a Managed Service Solution to purchase material, manage configurations, download IP data/voice and store in a safe, secure manner? Answer 3:
Each proposer, in its discretion, will propose the equipment, products, and services that it deems to fall within Sourcewell’s requested equipment, products, and services as described in RFP Section II. B (Requested Equipment, Products and Services). However, only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of this solicitation. Proposals are evaluated based on the criteria stated in the RFP.
Question 4:
How should the Proposal be done to address Canadian and US Customers. Is it preferred to have one contract for both countries? Or a Canadian version for Canadian based customers and a US version for US based customers?
Answer 4:
It is left to the discretion of each proposer to determine and propose the response that best aligns with their business processes and methods. Each individual proposal is evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 010720 posted to the Sourcewell Procurement Portal on 12/11/2019, is required at the time of proposal submittal. 12/17/2019
Addendum No. 4
Solicitation Number: RFP 010720
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following Questions and Answers to be part of the above‐titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Will Sourcewell allow inclusion of terms and conditions required to sell in Canada? Answer 1:
A request for modification to the Sourcewell contract template may be submitted with a proposal. To request a modification to the template Contract terms, conditions, or specifications, a Proposer must complete and submit the Exceptions to Terms, Conditions, or Specifications Form, which is found as the final Table of Step 1 in the proposal submission process. The contract template will be completed and sent to each awarded vendor, with inclusion of any exceptions stated in the proposer’s Exceptions to Terms, Conditions, or Specifications Form that are acceptable to Sourcewell, at the time of award notification.
Question 2:
Will a U.S. based entity be able to subcontract to or sell through a Canadian affiliate? Answer 2:
Each proposer is expected to complete the tables in Step 1, entitled “Ability to Sell and Deliver Service” and “Value‐Added Attributes”, describing their sales or distribution methods and their ability to serve Sourcewell members in the United States and Canada. Proposals are evaluated based on the criteria stated in the RFP.
Question 3:
An extension has been requested due to the complexity of the solicitation and to accommodate staff out of the office.
Answer 3:
An extension to the due date is not anticipated at this time.
End of Addendum
Acknowledgement of this Addendum to RFP 010720 posted to the Sourcewell Procurement Portal on 12/17/2019, is required at the time of proposal submittal. 12/20/2019
Addendum No. 5
Solicitation Number: RFP 010720
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following Questions and Answers to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
If a manufacturer that utilizes resellers is submitting a proposal, what information do you require for each resellerthat will be included in the proposal? Answer 1:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services – “If Proposer requires the use of dealers, resellers, or subcontractors to provide the products or services, the Proposal should address how the products or services will be provided to Members and describe the network of dealers, resellers, and/or subcontractors that will be available to serve Sourcewell Members under a resulting contract.” Question 2:
Will consideration be given to extending the deadline in order to accommodate holidays and staffschedules?
Answer 2:
An extension to the due date is not anticipated at this time.
Question 3:
Will resellers listed in a proposal be permitted to quote directly off of this contract? Answer 3:
Refer to the Sourcewell template Contract, Section II. C. – Dealers and Distributors, relating to an awarded vendor’s obligation to make available a means to validate or authenticate those authorized on the vendor’s behalf during the term of the resulting contract.
Question 4:
Has the Admin Fee as a percentage of sales been decided? Answer 4:
Refer to RFP Section III. B. – Administrative Fees, for directions on proposing an administrative fee. It is leftto the discretion of each proposer to determine and propose an administrative fee that is consistent with its business and its industry.
Question 5:
Is the option for extensions beyond the 4 year base by mutual agreement? What is the total length of time possible for the contract, to include all extension options? Answer 5:
Refer to RFP Section II. D. – Anticipated Contract Term – “Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. An extension may be offered based on the best interests of Sourcewell and its members.” The most common offer of an extension by Sourcewell is for one additional year, and any extension would require mutual agreement between Sourcewell and an awarded vendor.
Question 6:
Pricing, A. Requirements, 4); Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation,set up, mandatory training, or initial inspection. (A)How do we show additional pricing that is not part of the product pricing in the bid response? (B) Is there a way to show pricing for variable costs,such as travel expense because the product must be installed by a certified installer?
Answer 6:
Refer to Table 11 – Pricing and Delivery: Questions 54-61. Proposers may describe their pricing model and other factors that encompass the total cost of acquisition. In addition, it is anticipated that a Proposer will upload relevant pricing materials during Step 2 of the response preparation process in the Sourcewell Procurement Portal.
End of Addendum
Acknowledgement of this Addendum to RFP 010720 posted to the Sourcewell Procurement Portal on 12/20/2019, is required at the time of proposal submittal.