Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
RFP #101223
REQUEST FOR PROPOSALS
for
Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Proposal Due Date: October 12, 2023, 4:30 p.m., Central Time
Sourcewell, a State of Minnesota local government unit 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 Participating Entities . Sourcewell Participating Entities include thousands of governmental, higher education, K -12 education, nonprofit, 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 October 12, 2023, at 4:30 p.m. Central Time, and late proposals will not be considered.
SOLICITATION SCHEDULE
Public Notice of RFP Published: August 24, 2023
Pre-proposal Conference: September 19, 2023, 10:00 a.m., Central Time Question Submission Deadline: October 4, 2023, 4:30 p.m., Central Time Proposal Due Date: October 12, 2023, 4:30 p.m., Central Time Late responses will not be considered.
Opening: October 12, 2023, 4:30 p.m., Central Time
See RFP Section V.G. “Opening”
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
I. ABOUT SOURCEWELL
A. SOURCEWELL
Sourcewell is a State of Minnesota local government unit 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+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements (including Canadian Free Trade Agreement, Ontario-Quebec Trade and Cooperation Agreement, and Canada-European Union Comprehensive Economic and Trade Agreement, as applicable), and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.
Cooperative purchasing provides participating entities and suppliers 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 suppliers’ 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. USE OF RESULTING CONTRACTS
In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities
1;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell’s contracts are available for use by:
1 Pursuant to HAR §3 -128-2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
• Provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Indigenous self-governing bodies;
• Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the Cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; • Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; and • Members of the Canoe procurement group of Canada, and their partner associations:
Canoe members are regional, local, district or other forms of municipal government, school boards, publicly-funded academic, health and social service entities in Alberta and across Canada, as well as any corporation or entity owned or controlled by one or more of the preceding entities – as well as partner associations, including Saskatchewan Association of Rural Municipalities, Association of Manitoba Municipalities, Local Authorities Services/Association of Municipalities Ontario, Nova Scotia Federation of Municipalities, Federation of Prince Edward Island Municipalities, Municipalities Newfoundland Labrador, Union of New Brunswick Municipalities, North West Territories Association of Communities, CivicInfo BC, and their members.
For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewell-m n.gov/sourcewell-for- vendors/agency-locator.
Participating Entities typically access contracted equipment, products, or services through a purchase order issued directly to the contracted supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.
To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In addition, where applicable, other purchasing cooperatives and procurement officials receive notice and are encouraged to re-post the solicitation opportunity.
Proof of publication will be available at the conclusion of the solicitation process.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
II. SOLICITATION DETAILS
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 will 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, in-car, and equipment-mounted devices;
b. Permanently mounted or installed video camera and recording solutions designed for all law enforcement, school resource officers, corrections, first responders, and emergency medical services:
i. Vehicles and fire rescue apparatus;
ii. Watercraft;
iii. Interview rooms, processing and holding areas; and, iv. Portable surveillance systems, both towed and vehicle mounted.
c. Video capable threat and weapons detection;
d. Related equipment complementary to the offering of the solutions in subsections 1. a – c. above, including automated activation devices, lasers, monitors, recorders, microphones, and transmitters; and,
e. Technology, data storage, advanced analytics, redaction, and management software solutions and applications for self-hosted, cloud-based, and hybrid systems that are complementary to the offering of the solutions in subsections 1. a. - c. above.
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.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
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 services to the extent that they are complementary to the offering of solutions in subsections 1. a. - c. 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, and administration of warranty programs.
3. This solicitation does not include those equipment, products, or services covered under categories included in pending or planned Sourcewell solicitations, or in contracts currently maintained by Sourcewell, identified below:
a. Technology Catalog Solutions (RFP #081419);
b. Public Safety Communications Technology and Hardware Solutions (RFP #042021); c. Public Safety Software (RFP #051321) with the exception of the types of solutions described in RFP Section II. B. 1. above;
d. Facility Security Systems, Equipment, and Software with Related Services (RFP #030421) with the exception of the types of solutions described in RFP Section II. B. 1. above; e. Law Enforcement Equipment (RFP #090122); and,
f. Unmanned and Remotely Operated Vehicle Systems (RFP #011223).
Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment-only or products-only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local third- party contractors, to properly install and bring to operation the equipment or products being proposed.
Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting contract. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.
Sourcewell encourages suppliers to offer the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
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 Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.
2. De viation 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. N ew 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. D elivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.
5. W arranty . All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.
D. PROSPECTIVE CONTRACT TERM
The term of any resulting contract(s) awarded by Sourcewell under this solicitation will be four years. Sourcewell and supplier may agree to up to three additional one-year extensions based on the best interests of Sourcewell and its Participating Entities. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.
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 $60 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 Participating Entities.
The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any contract award.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.
2. A proposer may submit only one proposal. If related, affiliated, or subsidiary entities elect to submit separate proposals, rather than a single parent-entity proposal, each such proposal must be prepared independently and without cooperation, collaboration, or collusion.
3. If a proposer works with a consultant on its proposal, the consultant (an individual or company) may not assist any other entity with a proposal for this solicitation.
4. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included 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.
5. 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 requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.
6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.
III. 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 proposer’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 not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity . However, it is permissible for suppliers to sell at a price that is lower than the contracted price.
3. Stated in U.S. and Canadian dollars (as applicable).
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
4. Clearly understandable, 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 Participating Entity’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, p roposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.
B. ADMINISTRATIVE FEES
Proposers awarded a contract 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 Participating Entities 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.
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). 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 the proposal being disqualified from further review and evaluation.
To request a modification to the template Contract, a proposer must submit the Exceptions to Terms, Conditions, or Specifications table with its proposal. Only those exceptions noted at the time of the proposal submission will be considered.
Exceptions must:
1. Clearly identify the affected article and section.
2. Clearly note the requested modification; and as applicable, provide requested alternative language.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded supplier for signature.
If a proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for 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 have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All 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.
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 solicitation due date and time.
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 check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, 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 Proposal Due Date and time shown in the Solicitation Schedule above.
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. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.
It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely 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 24 hours to respond to certain issues.
Upon successful submission of a proposal, the Sourcewell Procurement 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.
Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged 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.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
• Complete. A proposal will be rejected if it is conditional or incomplete. • Submitted in English.
• Valid and irrevocable for 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 in the Sourcewell Procurement Portal immediately following the proposal due date and time. To view the list of proposers resulting from the opening, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.”
Members of the public may attend the Opening at Sourcewell’s office located at 202 12th Street NE, Staples, MN to hear the results.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.
Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
• Total evaluation scores (giving consideration to natural breaks in the scoring of responsive proposals);
• The number and geographic location of highest-scoring proposers that offer:
o A comprehensive selection of the requested equipment, products, or services; o A sales and service network ensuring availability and coverage for Participating Entities’ use; and
o Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
B. AWARD(S)
Award(s) will be made to the highest-scoring 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 (a copy is 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
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. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of contract award(s) or non-award. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained
A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).
Rev. 3/2022 Sourcewell RFP #101223
Public Safety Video Surveillance with Related Equipment, Software and Accessories
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; • Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and 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 Participating Entities; and
• Award a contract to one or more proposers if it is in the best interest of Participating Entities.
E. DISPOSITION OF PROPOSALS
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 considers that negotiations are complete upon execution of a resulting contract. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.
Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition.
08/25/2023
Addendum No. 1
Solicitation Number: RFP 101223
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:
I am not understanding what it is that this is for. Is this just a contract for Sourcewell with no specific job in mind?
Answer 1:
Sourcewell, a State of Minnesota local government unit 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 Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada.
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based on detailed specifications or finite quantities. A proposer can propose its entire line of equipment, products, and services falling within the requested equipment, products, and services as described in the RFP.
Question 2:
I cannot open the contract template download.
Answer 2:
The RFP and Contract Template are available for download after registering for a free account on the Sourcewell Procurement Portal (sourcewell-mn.gov).
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 08/25/2023, is required at the time of proposal submittal.
08/25/2023
Addendum No. 2
Solicitation Number: RFP 101223
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 question was not answered as to what this project is. There is no project requesting a bid. Just a statement that Sourcewell is requesting a bid. There is nothing to bid on. Is this just a request to blindly sign a contract for a potential future listing or is there a precise job to bid on?
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.
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.
Question 2:
Are there additional specifications regarding pricing format requirements and required content?
Answer 2:
Each proposer, in its discretion, will determine and propose the pricing approach that aligns with its business methods and satisfies all the requirements of RFP Section III. A. – Pricing.
Question 3:
Could you provide a sample marketing plan or marketing plan format that Sourcewell expects to be submitted? Is there an expected Proposal Format or sample proposal format that Sourcewell expects to be submitted?
Answer 3:
Refer to RFP Section II. F. – Marketing Plan, “Proposer’s sales force will be the primary source of communication with Participating Entities. The Proposer’s Marketing Plan should demonstrate Proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as Proposer’s sales and service capabilities. It is expected that Proposer will promote and market any contract award.”
All proposals are evaluated based on the criteria stated in the RFP. Additional guidance can be found in the “Sourcewell Evaluator Scoring Guide” found on the “Bids Homepage” in the Resource Materials section of the Sourcewell Procurement Portal.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 08/25/2023, is required at the time of proposal submittal.
09/05/2023
Addendum No. 3
Solicitation Number: RFP 101223
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:
You refer in the RFP to the Sourcewell Evaluator's Scoring Guide, which you said is available on the procurement folder, but we need guidance where to find it.
Answer 1:
The Sourcewell Evaluator Scoring Guide is available on the Bids Homepage under the Resource Materials section at Sourcewell Procurement Portal (sourcewell-mn.gov).
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 09/05/2023, is required at the time of proposal submittal.
9/14/2023
Addendum No. 4
Solicitation Number: RFP 101223
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:
Please provide the information for joining the Pre-Proposal Conference on September 19, 2023, 10:00 a.m., Central Time.
Answer 1:
Registered plan takers will receive log-in instructions via email two business days prior to the online conference.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 9/14/2023, is required at the time of proposal submittal.
09/18/2023
Addendum No. 5
Solicitation Number: RFP 101223
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:
How does this differ from The NY State Contract NYS CONTRACT PT68793 – Intelligent Facility and Security Systems & Solutions?
Answer 1:
This RFP is published by Sourcewell, an independent government agency located within Minnesota, for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell solicitations are standalone from any other agency. Some agencies repost as a service to others. Any contract derived from this solicitation (RFP #101223) will be separate as Sourcewell is its own lead agency and not required to partner with other agencies.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 09/18/2023, is required at the time of proposal submittal.
09/20/2023
Addendum No. 6
Solicitation Number: RFP 101223
Solicitation Name: Public Safety Video Surveillance Solutions with Related Equipment, Software and Accessories
Consider the following addendum to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Sourcewell received multiple notifications from potential proposers that the link was not working for the pre-proposal conference that was conducted on 9/19/2023.
Answer 1:
Due to a technical issue some potential proposers were not able to log in. Sourcewell has emailed a link to the recording of the pre-proposal conference to all registered plan takers through the Sourcewell Procurement Portal. A document with a link to the recording has also been added to the “Bid Documents” section of the solicitation on the Sourcewell Procurement Portal.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 09/20/2023, is required at the time of proposal submittal.
09/21/2023
Addendum No. 7
Solicitation Number: RFP 101223
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:
Will the questions asked by bidders during the pre-proposal conference be compiled and responded to by Sourcewell, then sent as an addendum for all bidders to read? Answer 1:
Sourcewell does not currently intend to post an addendum of compiled questions that were submitted and answered during the pre-proposal conference. Proposers may view a recording of the pre-proposal conference either through the link emailed to registered plan takers or utilizing the document with the link posted to the “Bid Documents” section of the solicitation on the Sourcewell Procurement Portal.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 09/21/2023, is required at the time of proposal submittal.
9/21/2023
Addendum No. 8
Solicitation Number: RFP 101223
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:
Can a supplier be awarded two Sourcewell contracts, under different categories? Especially if the same product lines are available on both categories? Answer 1:
The Sourcewell RFP is an open and competitive solicitation process, and each RFP is an opportunity independent of any other prior, current, or future RFP. Each proposer, in its discretion, will propose the equipment, products, or services that it deems to fall within Sourcewell’s requested equipment, products, and services as described in the RFP. Only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of the solicitation. Each Proposal will be evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 9/21/2023, is required at the time of proposal submittal.
9/26/2023
Addendum No. 9
Solicitation Number: RFP 101223
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:
Section B3 states that equipment, products or services under categories included in pending, planned or contract currently maintained should not be included in our response. How can we find out which manufacturers are listed on current contracts? I can find the vendors on contracts on the website, not manufacturers.
Answer 1:
RFP Section III. B. 3. identifies equipment, products, or services covered under categories included in contracts currently maintained by Sourcewell that have been excluded from consideration under this RFP. 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 this RFP will be included in any contract awarded by Sourcewell. The documentation for those excluded categories can be found at Search Sourcewell Awarded Contracts & Vendors | Sourcewell (sourcewell-mn.gov). By using the search function, with the 6-digit RFP number, a list of awarded contract vendors can be displayed.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 9/26/2023, is required at the time of proposal submittal.
10/02/2023
Addendum No. 10
Solicitation Number: RFP 101223
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:
How do I change my status to NO BID?
Answer 1:
Sourcewell does not require a notice of no bid from vendors who have decided not to submit a proposal.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 10/02/2023, is required at the time of proposal submittal.
10/05/2023
Addendum No. 11
Solicitation Number: RFP 101223
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:
Under Line Item 12, Sourcewell is requesting, “Demonstrate your financial strength and stability with meaningful data. This could include such items as financial statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters. Upload supporting documents (as applicable) in the document upload section of your response.” As a privately held company is this required? Answer 1:
The Sourcewell RFP is an open and competitive solicitation process. Each proposer, in its discretion, will determine the information necessary to best demonstrate its financial viability/success to Sourcewell. Examples of potential supporting material are identified in the text of the question on financial strength and stability in Table 2, “Company Information and Financial Strength,” in Step 1 of the proposal preparation process.
Question 2:
For Line Item 61, Sourcewell requests, “Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like predelivery inspection, installation, set up, mandatory training, or initial inspection. Identify any parties that impose such costs and their relationship to the Proposer.” How would we price that? Is it possible to bill the customer separately for installations and freight separate from this Sourcewell contract? These are variable costs, so is the supplier supposed to list the highest possible price and can lower it as needed?
Answer 2:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. So, each proposer, in its discretion, will determine and propose the pricing approach that aligns with their business methods and satisfies all the requirements of RFP Article III - Pricing.
Question 3:
For Line Item 56, Sourcewell mentions the “P-card procurement and payment process”.
Please describe this in detail.
Answer 3:
Generally, the term “P-Card” is an abbreviation for purchasing card or procurement card. Additional background information can be found at the following site:
https://www.napcp.org/page/WhatArePCards
Question 4:
Regarding Pricing and Delivery, if delivery is an additional cost to the Sourcewell participating entity, is the supplier supposed to list this in their pricing materials? Regarding list pricing for items like installation that can go through a third party and vary depending on the project, are suppliers supposed to list the highest possible rate and lower it as needed?
Answer 4:
See answer to Question #2.
Question 5:
Will suppliers be evaluated based on the rate they list for the administrative fee on line
68. Answer 5:
It is left to the discretion of each proposer to determine and propose an administrative fee that is consistent with its business and industry. Refer to RFP Section III. B. – Administrative Fees and Section 8. B. of the contract template for further information on administrative fees. The proposed Admin fees are not evaluated.
End of Addendum
Acknowledgement of this Addendum to RFP 101223 posted to the Sourcewell Procurement Portal on 10/05/2023, is required at the time of proposal submittal.