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HomeMy WebLinkAboutVan BidBid Number, 2010-2119 Bid Title: Turn -Key Surveillance Van for Blount County Sheriff's Office Date Opening: March 16, 2011 @ 1:30 PM The information recorded here will be verified prior to award Bid Record AWARDED TO: American Emergency Products CONTRACT DATES: 5/17/11-Completion Bid Witness: Company Name Address 1 Address 2 City, State Zip Code Description of Bid Items: Gerling & Associates 138 Stelzer Court Sunbury, OH 43074 Sirchie Finger Print Labs 612 Gravelly Hollow Road Medford, NJ 08055 American Emergency Products 10729 Wheatland Ave Santee, CA 92021 Specialty Vehicle Solutions 1475 Prospect St Trenton, NJ 08638 1. 2011 Ford E350 Cargo Van: See total $22,982.00 $26,990_38 $30,805.60 2. Surveillance up fitting package to include all training, delivery, outfitting parts and labor, warranty and inspection visit expenses: Included $156,072.00 $148,285.67 $99,047.09 TOTAL: $187,640.00 $179,054.00 5175,276A5 $129,852.69 Optional 3. Extended warranty and support program annual cost: $2,500.00 $3,250.00 $8,200.00 $6,492.63 Length of time these prices are valid from the bid deadline date: 150 days ARO 60 days 30 days 1 year INVITATION TO BID AND CONTRACT AWARD BLOUNT COUNTY PURCHASING DEPARTMENT 385 COURT STREET MARYVILLE, TENNESSEE 37804-5906 INVITATION TO BID r f iner;c-a i Emdrjenc' Pro uc4-S TABLE OF CONTENTS Page 1 invitation to Bid Pages 2 - 5 Terms and Conditions Page 6 - 7 Introduction and General Provisions Page 8 - 16 Scope of Work and Installation Page 17 - 32 Vehicle Specifications Page 32 - 33 Training and Meetings Page 33 - 34 Warranty Page 35 - 37 Vendor Information Statement Page 38 Pricing Page 39 Bid Submittal Checklist Page 40 Insurance Checklist Page 41 Title VI Page 42 Form W-9 RETURN BID IN SEALED ENVELOPE (Bidder to complete all blanks) The undersigned agrees, if this bid is accepted within the time frame specified herein, to furnish all supplies /services described or specified, at the prices quoted beside each item in strict accordance with the bid specifications. Delivery shall be made within 12 U days after receipt of notice to proceed or receipt of a Blount County Purchase Order signed by the Purchasing Agent and County Financial Officer. Payment Terms shall be ' % 3 0 /N3 flays (Offers of less than 20 days will not ered in bid evaluation) Authorized Signe Allen Johnston, General Manager Pdnt Name and Tide 3/10/2011 (619) 596-1925 Date and Phone Number PUBLIC OPENING OF ALL BIDS WILL BE HELD AT THE DATE AND TIME LISTED IN THE PURCHASING DEPARTMENT, ROOM 319, AT THE BLOUNT COUNTY COURTHOUSE 385 COURT STREET, MARYVILLE, TN 37804-5906. Bld No: 2010-2119 Title: Tum-Key Surveillance Van for the Blount County Sheriff's Office Bid Deadline Date & Time: March 16, 2011 at 1:30 p.m. Buyer. Valerie Cunningham, Buyer F.O.B. Point - Destination: Blount County Sheriffs Office 940 E. Lamar Alexander Pkwy, Maryville, TN 37804 CONTRACT TYPE Q One Time Purchase Phone: (865) 273-5740 Date Issued: February 23, 2011 SAMPLES and DESCRIPTIVE LITERATURE © To be submitted as specified: See page 39, Bid Submittal Checklist To be completed by Blount County upon contract award: BLOUNT COUNTY, TENNESSEE General Conditions and Instructions to Bidders are incorporated herein by reference. CONTRACT AWARD r Date: 5%1i f' i' i' Contract No: a D / O - (1 / R Contract Period 5 /)1 / 1 i to o!ep kfi'fln The above bid is accepted in the amount of $ /1155 2 '7 (. 0 S as pertains to Item(s) Id CI o C urn c n' S Authorization to fumish supplies/services will be made via: Purchase Order or Blanket Order as appropriate, signed by the County Purchasing Agent or other designated personnel. BLOUNT COUNTY, TENNESSEE March 10, 2011 ITB-2010-2119 Good day, Thank you for the opportunity to provide a proposal for your tactical surveillance van solicitation. The enclosed submittal meets all of your specifications addressed in the Invitation to Bid and we are very confident you will find our offerings, and our ongoing service and support of your team to be of the highest° caliber. There are only two areas where we feel the need to describe potential variables that could impact this proposal. 1. We have quoted the radio system exactly as described in the ITB and with the options that we feel are needed to meet your radio system requirements. We do not anticipate their being any additional options required but in the event there are fewer options required, we would reduce the cost of radios by that amount. We have included a detailed radio specification sheet to enable review by your team. This sheet is located directly behind the Table of Contents found on the next page. 2. As van inventory is dynamic, and the exact date of award unknown, we must look at dealership stock as of today when determining the timeline for this project. In the event there is a delay in award or Inventory changes, we will need to address delivery schedule or vehicle options accordingly. If none are available with exact options, we can source sliding side door vans readily or can place a Build -To -Order purchase with Ford. The latter requires approximately 10-12 week lead time. Much of the van build -out and equipment can be pre -assembled in anticipation of delivery to our facility. This would enable us not increasing the build schedule by the entire BTO lead time. It would however add several weeks. Please contact me directly should you have any questions, concerns or require additional information to aid in your decision. We look forward to the potential to serve your department. Best regards, Alien Johnston General Manager Specialty Vehicles / Advanced Technologies Office: 619.596.1925 Mobile:619.933.3232 Allen.iohnstonc soncellna.com `; St4t 1 1 ('Jt 1F 111 •110!-1+1c \ March 10, 2011 ITB-2010-2119 Surveillance Van Radio Specifications 4.11 Radio Specifications We have quoted this project based on the following radios specifications extracted from your bid. This includes the options and components we anticipate being acceptable by the department. If there are options the agency does not utilize we will reduce our costing to reflect. Model DescriDti •�1 2 M21 URM9PW 1 N MOTORCLA X1L2500 MOBILE RADIO 800 & 700 MHz, 870 TALKGROUPS, DASH MOUNT 10-36 WATTS, ALPHANUMERIC DISPLAY WITH 4 LINES 14 CHARACTERS EACH. PALM MICROPHONE, SPEAKER 2 (3808 DIGITAL & ANALOG SOFTWARE 2 G51 800MHz SMARIZONE SOFTWARE 2 G114 DIGTTAL ID DISPLAY 2 G89 DELETE STANDARD ANTENNA 1/4 WAVE BOOMHz 2 G444 CONTROL HEAD SOFTWARE 2 G442 XTL2500 CONTROL HEAD 2 G361 PROJECT 25 3600 & 9800 INTEROPERABIUTY *RANKING SOFTWARE 2 G66 DASH MOUNT 2 W22 STANDARD PALM MICROPHONE 2 B1B SPEAKER5 WATT 2 6159 UCM ENCRYPTION HARDWARE 2 W989 MULTIKEY ENCRYPTION 2 G113 ADP ENCRYPTION Turn -Key Surveillance Van for the Blount County Sheriff's Office Terms And.Conditions of the Invitation To Bid 10. BID DEPOSITS G?f Bid deposit aA required © Bid deposit required W note the following: The bidder will furnish a bid deposit in the form of a bond, certified check, company or personal check, cash or bank draft in the amount of made payable to the Blount County Trustee, for the measure of the liquidated damages which the County will sustain and the proceeds thereof will become property of the County if for any reason the bidder: (A) Withdraws his bid after the opening of the bids and prior to the time a formal Witten agreement evidencing the contract has been signed and delivered to the County, whether or not the bidder at the time of such withdrawal has been designated as a successful bidder or (B) Upon written notification of the award of contract to him, he fails to properly sign and deliver to the County within days a Performance Bond, if required; and the written agreement, formally evidencing the times of the Invitation to bids and his bid as submitted, The bidder further agrees that the County will have the right to retain the bid deposit for a period of sixty (60) days from the date of the opening of the bids. The bidder does further agree the amount of the bid deposits set dawn herein before to be firm for the above named period. At the expiration of said time, or earlier at the option of the County, said bid deposit will be returned to the bidder unless said bid deposit has become the property of the County as liquidated damages for one the reasons stipulated. 1 l , PERFORMANCE AND PAYMENT BOND Performance and Payment Bond = required C3 Performance and Payment Bond required — note the following: The successful bidder will furnish a Performance and Payment Bond made payable to Blount County Trustee in the form of a bond, certified check, cash or bank draft of equal amount to the bid. This bond, in part or all, is to be forfeited to the County in the event that the terms of the Contract are not met in total by the successful bidder. 12. COMPLIANCE WITH LAWS The bidder shall comply with all laws relating to sale of and purchases by County Governments insofar as they pertain to the purchase made under this contract. 13, QUALIFICATIONS OF BIDDERS The County may make such investigations as are deemed necessary to determine the ability of the bidder to perform the work and the bidder shall furnish all such information and data for this purpose as the County may request. The County reserves the right to reject any bid if the evidence submitted by or investigation of such bidder fails to satisfy the County that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. 15. MATERIAL AVAILABILITY Bidders must accept responsibility for verification of material availability, production schedules and other pertinent data prior to submission of bid and delivery time. it is the responsibility of the bidder to notify the County liaison immediately if material specified is discontinued, replaced, or not available for an extended period of time. 16. DELIVERY Indicate delivery in calendar days after receipt of order 120 This delivery is firm and must be met. Invitation for extensions will not be considered except as noted under CIause 9 under Terms and Conditions of Purchase. Performance bonds, when required, will be assessed for late delivery. Delivery will be f.o.b. destination;. this will apply to regular and normal stock items and special items which must be ordered direct from manufacturer. Delivery f.o.b. destination will be to the following location: (See F.O.B. Point-- Page 1). 17, FEDERAL TAX AND STATE SALES TAX Purchases by the County are not subject to any state sales or federal excise taxes. Exemption certificates shall be furnished by the County upon the Contractor's request. 18. GUARANTEE The bidder guarantees that the item is of first quality throughout and complies in all respects to the standards regularly sold by the manufacturer in the lines ordered. All items to be guaranteed for one year after date of acceptance or if the manufacturer prescribes a guarantee of greater duration, the latter time period of the guarantee will control. 19. PLEASE NOTE Blount County does not accept bids by facsimile or any electronic transmission, 14. SUBCONTRACTS The bidder is specifically advised that any person, firm, or other party to whom it is proposed to award a subcontract under this contract must be acceptable to and approved by the County. Bid # 2410-2119 3 Turn -key Surveillance Van for the Blount County Sheriffs Office Introduction and General Provisions 1.0 Objective The Blount County Sheriffs Office (hereinafter referred to as Department) is seeking a turn -key surveillance van in accordance with the provisions, specifications, and solicitation instructions set forth in this Invitation to Bid (ITB). The selected vendor shall have the capability to support the design, installation, and ongoing support of this vehicle. 1.1 Purpose The purpose of this document Is to provide the bidding contractor with an overall statement of work for the expected vehicle up -fitting requirements and required capabilities sought by the Department for the turn -key surveillance van. This document will identify specifications, guidelines, and installation standards that the successful contractor will be required to perform to meet the expectations of the Department. 1.2 Contract Term Prices are to become effective as of the execution and throughout the term of the agreement as of the result of this Invitation to Bid. 1. 3 Evaluation Procedures Bids will be evaluated by an internal review committee comprised of staff from the Blount County Purchasing Department Blount County Sheriff's Office and Fifth Judicial Drug Task Force. All bids will be evaluated using the same criteria. The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, Blount County will not automatically select the bidder with the lowest cost. The objective is to choose the contractor capable of providing quality services that will help the Department achieve the goals and objectives of the requested services within a reasonable budget. Blount County reserves the right to award on any basis which is in the best interest of the county. Evaluation Criteria will include: • Responsiveness / Completeness of invitation to Bid: Ail forms completed; all requested items are submitted, Vendor's bid is dearly outlined in an easily comprehendible manner. • Conformity to the Specifications: Meets or exceeds the requirements set forth in the specification in relation to installation. Any exceptions must have prior approval. • Cost of Equipment and Installation: Competitive pricing for the equipment and installation services. • Warranty Support and Service Offerings: Warranty support as a factory authorized service center; Warranty policy for both in and out of warranty repairs that best meets the needs of the Deportment. Bid #2010-2119 6 Turn -key Surveillance Van for the Blount County Sheriff's Office • References and Experience: Bidder's reputation with current and past customers; testimonial from references regarding their experience with the installation and servicing of contracts with similar scope and scale; Years of experience. • Value Adding Services: Additional products and services which will be of benefit to the Department. 1.4 Assignment of Contractual Rights It is agreed that the contract must not be assigned, transferred, conveyed, or otherwise disposed of by either party in any manner, unless approved in writing by the other party. The contractor will be an independent service provider for all purposes and no agency, either expressed or implied, exists. 1.5 Conditions of Submittal 1. No bid will be accepted from any person, firm or corporation that is in arrears for any obligation to the Department, or that otherwise may be deemed irresponsible or unresponsive by the Department staff. 2. All bids shall be prepared In a comprehensive manner as to content, but no necessity exists for expensive binders or promotional material, 1.7 Authorization to Do Business in Tennessee Non -Tennessee resident companies wishing to do business with Blount County must have proof of a current Certificate of Authority from the Tennessee Secretary of State office before entering into any acquisition agreement or contract with the County per Tennessee Code Annotated § 48-25-101 and 48- 11-309. Application forms for this certificate can be downloaded from the Secretary of State web site at http://www.tn.gov/sos/forms/ss-4431.pdf or by phoning 615-741-2286. 1.8 Bid Submittals Vendors shalt submit in a sealed envelope one (1) signed original bid and one (1) exact copy to: Blount County Purchasing Department Blount County Courthouse, Room 319 385 Court Street Maryville, TN 37804 On the outside of the sealed envelope, reference: Bid No. 2010-2119 Turn -key Surveillance Van for the Blount County Sheriff's Office Bid Submittal Deadline: March 16, 2011 at 1:30 p.m. Telephone, telegraphic, facsimile, electronic, and late bids shall not be accepted or considered. tt is the bidders' responsibility to see that their bids have sufficient time to be received by the Blount County Purchasing Department before the bid submittal deadline. Bid #2010-2119 7 Turn -key Surveillance Van for the Blount County Sheriff's Office 2.0 Scope of Work and Requirements 2.1 General Scope of Work The Department has the need for a surveillance van capable of both manned and un-manned operation. The successful vendor will supply any and all parts required to comprise a complete tum-key vehicle meeting the specifications of the Department. Additionally, the vendor will be required to provide operator and maintenance training to the Department and our service support team. 2.2 Performance of Work The successful bidder shall perform ail work as may be necessary to complete the contract in a satisfactory and acceptable manner, and unless otherwise provided, shall furnish all transportation, materials, equipment, labor, and incidentals necessary to complete the project. 2.3 Installation Facility and Contractor Requirements 2.3.1 Installation Location All installation and warranty work is to be performed by the contractor using a fully -equipped and professionally staffed installation and service facility. 2.3.2 Reserved Parking and Security The contractor is required to reserve a secure parking location for use by the Department for our vehicle for the entire duration of the installation that is inside and secured with a building alarm system at all times. Security measures shall include but are not limited to alarm systems and CCTV cameras. All security measures must be in place for the duration of the contract. Failure to provide above mentioned security may be grounds for rejection of submittal and/or grounds for termination of the contract. 2.3.3 Experience of Staff and Facility A detailed description of specific experiences and qualifications of the contractor facility and employees relevant to the services to be performed must be provided to the Department. This shall include a brief resume of employees that will service the contract for the Department in the areas of sales, installation and service. The resume shall Include the person's name, title, years of industry experience, years of employment with the bidding contractor and any relevant achievements or skill sets. 2.3.4 Security clearance The selected contractor including any subcontractors and employees shall be subject to security clearances and background verification as deemed necessary by the Department prior to commencing any work on Department vehicle. 2.3.5 References On page 37 of section 9.0, dl bidders must provide a minimum of (3) three references for current or past customers of similar services rendered by the contractor. These vehicles must have included IP covert PTZ cameras, wireless encrypted links and network video recording capability. All references will Bid #2010-2119 8 Turn -key Surveillance Van for the Blount County Sheriffs Office be contacted by the review committee to determine the contractors past performance and compliancy to contract terms and conditions. 2.4 Vehicle Transportation 2.4.1 Vehicle Delivery The awarded contractor will be responsible for delivery of the completed vehicle to the Blount County Sheriffs Office by a certified and insured auto transport company. These costs must be included in the bid pricing. 2.4.2 liability While under its care, control and custody the contractor will be responsible for the vehicle including pick-up, delivery, interim transport and storage of the vehicle and equipment. The contractor will ensure that reliable and properly licensed and insured drivers operate the Department vehicle. The contractor will be responsible for maintaining the appropriate insurance coverage for all activities involving its drivers and their contact with, or storage of, Department vehicle and equipment. The contractor will be responsible for all facets of liability from the time the vehicle is received by contractor and until an authorized representative has signed for the delivery / return of said vehicle and equipment. Proof of said insurance meeting the minimum limits will be required from the contractor to the Department prior to the issuance of a purchase order. 2.5 Service and Repairs 2.5.1 Completion of Service / Repairs Upon completion of service or repairs by the contractor and the subsequent return of the vehicle or equipment for inspection by an authorized Department staff, the contractor will be required to deliver to the Department the vehicle, keys, and a completed invoice (if any) for said vehicle. Upon delivery, the vehicle and equipment shall be of a condition as to be placed back into service immediately. 2.5.2 Warranty Repairs Equipment requiring factory warranty repairs may be returned to the original equipment manufacturer for said repairs. Only the equipment may be sent to an outside facility, not the actual Department vehicle. Under no circumstance is the Department vehicle to be sent to another facility. In emergency situations or when the contractor cannot be contacted or does not have the personnel to repair a component covered under the warranty of this agreement, the Department retains the rights to send the vehicle to a different repair facility and charge the repair cost to the original nstalting contractor. The Department will be the sole judge of the fairness of any charges that are to be paid by the original contractor. 2.5.3 Authorized Distributor and Sales Agent The successful contractor must be an authorized reselier of all items installed into the vehicle. Bid #2010-2119 9 Turn -key Surveillance Van for the Blount County Sheriff's Office 2.5.4, Repair Turn -Around Upon notification by the Department of a concern with the vehicle, the contractor must contact the Department within 24 hours via phone or e-mail to determine a logical resolution plan. The contractor must have the ability to provide on -site service and support. If required, the contractor will have an agent at the Department's location within (2) two working days from the time that the contractor has been notified by the Department. The Contractor will determine the most effective resolution and communicate a service plan to the Department for approval. Provided replacement products are available, if required, the van must be able to return to service within 10 working days. Working days (business days) for the purpose of this contract are defined as Monday through Friday, 8:00 a.m. -- 4:30 p.m. EST. Days outside these provisions are not counted in the performance provisions set herein. Any deviation from the procedure and ti mes noted here must be reported to the Department before close of business on the due date, along with a reason for the non-compliance. 2.5.5 Craftsmanship Warranty The successful contractor must provide a minimum of 24-month warranty of the craftsmanship of the installation. The craftsmanship warranty shall guarantee the installation to be free from defects in quality for 24 months from the date the vehicle is successfully accepted by the Department from the contractor after the initial installation of the components. The craftsmanship warranty shall cover diagnosing problems when the product installed by the contractors fails to operate properly. This warranty shall also cover repair and / or replacement when the contractor is found to be responsible for said failure(s). When the contractor is found to be at fault for the defects, all repairs performed shall be at no cost to the Department. All bidders must submit their full written warranty policy to the Department. 2.5.6 Product Warranty All parts sold by the contractor to the Department must carry the manufacturer's full warranty. The contractor must be an authorized dealer or distributor for all products sold to insure the full warranty offered by that manufacturer. A complete written warranty policy for each manufacturer requested in this bid must be provided to the Department. 3.0 Installation General Information 3.1 Turn -Key Systems The Department requires a turn -key system meeting the specifications as identified in this document. Bidders are not to assume that the Department can free any resources, services, staff, or equipment in support of developing and implementing the systems installed in the Department vehicle. The contractor must deliver a fully functional product ready for operational use at the time of a final system accepta nce. 3.2 New Equipment The contractor shall guarantee that the unit submitted shall be new and of the latest and most improved model of current production, and shall be of first quality as to workmanship and materials used in said unit. All modifications shall be made at the factory. Bid #2010-2119 10 Turn -key Surveillance Van for the Blount County Sheriff's Office New equipment is defined as equipment that is made up completely of unused genuine original parts. Equipment shall not have been operated for any purpose other than routine operational testing. Demonstration equipment does not meet this definition and is not acceptable. All equipment listed shall be fully operational upon delivery. Operational condition will be defined as per the manufacturer's current specifications. 3.3 As Specified Equipment Unless stated otherwise within the bid, whenever an item is identified by a manufacture is name and model number it is intended to guide the contractor to the desired product deemed acceptable by the Department. This is not intended to restrict use of other equipment or materials which are of equal quality or type. Bidders who do not specify a different manufacture r or model number will be required to furnish the item exactly as specified in this invitation to Bid. if a bidder would like to propose materials or items other than specified, he/she may submit those until March 02, 2011 at 12:00 p.m. Approved equal submissions must be in writing, addressed to the Blount County Purchasing Department or may be sent via email to vcunningham@blounttn.org. All requests shall be accompanied by (2) two sets of the manufacturer's literature, specifications, clawing cut - sheets, performance data, etc. where the same is necessary to completely describe the product. If approved by the Department, a written approval will be issued through an addendum. It Is hereby understood and agreed by all bidders that all bids will be based upon materials and equipment as specified or approved via addendum as acceptable. Blount County shalt determine if a substitute item is equal to what was requested and the decisions will be final, 3.6 Installation Turn -Around Upon the issuance of a Purchase Order the contractor will have a (45) forty-five day period to procure all required parts and components necessary to complete the build to the specifications listed in this bid. It is our desire to place this van in service as soon as possible. The van should be completed within 120 days from receipt of purchase order. 3.7 Liquidated Damages All time limits stated in the Purchase Order are of the essence. Should the delivery not be completed on or before the time stipulated, it is mutually agreed by and between the successful bidder and the Department that: A delay in delivery would seriously affect the public and the operation of the Department; that a reduction in the unit price of twenty-five dollars ($25) per working day for each and every day that exceeds the delivery time set forth by the terms of this bid is the nearest measure of damages for each delay that can be fixed at this time, therefore, the Department and the successful bidder hereby establish said reduction in the unit price of twenty-five dollars {$25) per calendar day for each and every day of delay for each unit as liquidated damages and not as a penalty or forfeiture for the breach of agreement to complete delivery by the successful bidder on or before the time specified in this bid. Bid #2010-2119 11 Turn -key Surveillance Van for the Blount County Sheriff's Office Should the successful bidder be obstructed or delayed in the work required to be done herewith by changes in the work or by default, act, or omission of the Department, or by strikes, fires, acts of God, or by the Inability to obtain materials, equipment or labor due to Federal Government restrictions arising out of the defense or war program, then the time of completion shall be extended for such periods as may be agreed upon by the Department and the successful bidder. 3.8 Compliance All equipment shall comply with all Federal and State of Tennessee Emission Control Regulations, Safety Standards, and Noise Standards in effect at the time of delivery to the Department. Services or installation of equipment performed by the contractor shall not alter the compliance of county vehicles to such standards. 3.9 Service Manuals and Schematics Within (2) two weeks of the completion and acceptance of each type of vehicle configuration the contractor shall provide the Department with a complete service package of the installation containing but not limited to the following information: • Original component installation and service manuals • Original component operation manuals • Original component programming manuals • Wire diagram of the complete system as installed in the vehicle ▪ Wire diagram indicating the manner in which the aftermarket wiring has been integrated into the vehicles OEM electrical system • Fuse block diagrams This package shall be reflective of a standard, professional, uniform method of installation to be used consistently by the contractor as well as to facilitate troubleshooting and service for the Department and should be prepared accordingly. All bidders are suggested to submit a sample of their standardized service packages for review by the Department. If not submitted with bid, these samples must be provided upon request from the Department. 3.10 Training of Department Staff The contractor must provide minimum of (12) hours of training and demonstration to the Department Operators and Department Fleet Operations service personnel. Training shall be scheduled in advance and take place at location determined by the Department. 4.0 instahation Technical Information 4.1 General Description The descriptions of the specifications contained herein are the minimum requirements for a list of equipment to be ordered, professionally installed, functionally integrated and made completely Bid #2010-2119 12 Turn -key Surveillance Van for the Blount County Sheriffs Office operational by the contractor as needed by the Department. The completed vehicle shall conform to the specifications and be delivered, ready for immediate use in rugged continual service by the Department, 42 Waterproot-ing Areas of the vehicle which have had additions or modifications shall be waterproofed to prevent the entrance of water during normal use conditions (vehicle washing, parked or driven in rainy conditions, etc.). These areas include, but are not limited to: roof, doors, windows, and hatches. Vehicle areas where additions or modifications have been made shall be tested for effectiveness of waterproofing. 4.3 Shock and Vibration The entire finished and completed vehicle shall withstand the road conditions specified herein. Vehicle components, fasteners and accessories shall show no loosening, damage, or malfunction when loaded within specifications. 4.4 Exposed Hardware All mounting fasteners and hardware protruding into the passenger compartment and body of the vehicle must be capped, covered, of finished -off to prevent any direct contact with the operator or passengers of the vehicle. No dangerous, hazardous or uncomfortable sharp edges, exposed screw ends, cut metal or rough surfaces may be left unfinished in the vehicle's interior, 4.5 Fasteners All components shall be fastened together or to the vehicle in a manner which shall preclude loosening of bolts, screws and/or rivets, and cracking of welded joints. Fasteners shall be compatible with the material being secured. Fasteners shall be sealed during installation. Self tapping screws shall not be used in areas subjected to stress. All bolted and riveted fasteners shall be sealed to prevent entrance of wind and water. Ail exterior body framing drive screws, rivets and bolts shall be squarely installed and shall not be over tightened. Any hardware mounted on the exterior of the vehicle must be appropriate for the application and finished to resist rust and corrosion. 4.6 Protection of Equipment and Wiring All equipment, necessary accessories, and electronics components including the wiring to and from these devices must be protected or enclosed to prevent damage from daily rugged use of the vehicle. Equipment mounted in the body of the vehicle must be enclosed, covered, or mounted to provide protection of components from shifting cargo. Wiring runs loose or components located under the carpet of the vehicle is not protected and will not be accepted. 4.7 Equipment Operated by the Driver Devices intended to be operated by the driver of the vehicle must be located within reach while the driver is seated in the normal operating position secured by the seat belt. Mounting of equipment must be in locations as to require minimal distraction to the operator. The Department is to approve the final mounting locations of all equipment and components. Bid #2010-2119 13 Turn -key Surveillance Van for the Blount County Sheriff's Office 4.8 Serviceability of Installation Contractor shall ensure that all equipment installations are done in a professional manner so as to allow them to be easily accessed for service or replacement. All components in the vehicle must be able to be accessed in 10 minutes or less with basic hand tools. 4.9 Wiring and Electrical Specifications The Department understands that the quality of the wiring systems and components is critical to the reliability and performance of this vehicle. All wires, cables and electrical/electronic system connections must meet all of the following requirements, • All fuses are to be located in a centralized fuse panel with the only remaining fuse being located internally in the components that the harness is connected to. • The fuse panel must be easily accessible without removing vehicle panels or console faceplates. • The fuse panel will have a cover with a label to identify every fuse located within the panels as to the function of the fuse and the recommended amperage value. • Any fuse with a value up to 30 amps will be of ATC / ATO Type • Any fuse above 30 amps will be of MAXI type • A master disconnect circuit breaker will be installed on the main input of the fuse block to serve as a master circuit protection and a master disconnect switch. All aftermarket equipment will be disconnected from the battery when this unit is "open". The only exception to this master disconnect shall include alarm and security systems. • All wiring shall be of SXL or GXL (Crossed linked Polyolefin Insulation) XLP Type and meet the following specifications: o Ford M1L-85A o Heat resistant ratings to meet or exceed SAE-J-1128 o Abrasion resistance ratings to meet or exceed MIL-T-5438 • All wiring of the same color must be differentiated by a continuous trace of a different color • All wiring must be continuous and without splices until from the fuse block to the component it is being connected to. No splices or change In wire color will be permitted. • All wiring must be loomed and protected from abrasion where ever possible and everywhere required. • Rubber grommets must be used anytime the wire harness is passed through a metal bulk head and seated against any weather intrusions, • All wiring must be positioned above the lowest vehicle cross member height to protect from any ground obstacles. • Only quality electrical connection will be permitted and accepted. Acceptable connections include seamless crimp type insulated connections, seamless crimp type bare connectors with heat -shrink insulation; solder connections with heat -shrink insulation or Molex type connectors. Non -acceptable connections will include Scotchlok connectors, insulation displacement connectors and connections insulated with electrical tape. • All wiring shall be sized for 125% of the total current for the component it is connecting. Refer to an AWG length/amps table for details. Bid #2010-2119 14 Turn -key Surveillance Van for the Blount County Sheriffs Office • All wiring shall be in accordance with the applicable portion of SAE J-1292 • AI! grounds shall be connected at factory ground locations. If a ground distribution stud / bolt are to be installed on an electronics tray or console, a heavy gauge ground wire connected to a factory ground location will supply that stud / bolt with a low ohm resistance ground feed. • A service loop must be provided at each component with enough slack in the wiring to allow easy service and replacement of said component. 4.10 Radio interference Suppression The 12-volt electrical system shall be suppressed to limit electromagnetic radiation according to SAE J551, or the most current standard. 4.11 Mobile Radio Installation To maintain the integrity of the contractor's installation and minimize the time required after completion to place this vehicle in service, the vendor will provide radios to meet the department's specification. The required radios are (2) Motorola Astro XTL 2500, P25, dash mount mobile radios. These will include 700/800MHz band, multiple ADP software based encryption, 9600/3600 BPS control channel capable. This will include the palm microphones and have antennas concealed. The Department will be responsible for all programming and configuration management. The contractor must ensure that correct antenna cables and masts are utilized and that the power connections are adequate for the model radio, and that the installation meets the following requirements. • The department will supply (1) UHF radio that is to be mounted in equipment rack adjacent to 700/800MHz units in standard console type faceplate. • These radios must be marked with the appropriate vehicle number. The radio's serial number must be captured and provided to the department as part of the documentation package, • All mobile radio equipment must be installed to meet Motorola installation standards. This is to insure that the installation does not void any factory warranties. • The vendor will provide complete radio systems consisting of the radio transceiver, radio control head, and control head cable. • The mini -UHF must be properly crimped to insure a reliable connection. The center conductor shall be crimped at 068 and the shield shall be crimped at .213 • The antenna coax cable shall not be routed under the carpet or floor mats of the vehicle, or routed in a location that can make it subject to abrasion or routed near any heat source. • Mounting of the radio: o The final location of the radio will be approved by the Department prior to installation. o The radio shall be mounted in a location that will provide adequate ventilation for cooling. o The radio shall be installed so that the ID number engraved on the top of the radio is easily visible with minimal work. o The radio shall be mounted so that it can be easily accessed for programming and servicing. o All cabling must be routed in such a fashion that it is not subject at any physical damage or abrasion Bid #2010-2119 15 Turn -key Surveillance Van for the Blount County Sheriffs Office 4.12 Post -Installation Checklist Prior to the van being delivered to the Department, it must undergo a multi -point post -installation checklist, or pre -delivery inspection. This inspection is to ensure that all components installed function as required by the Department and complies with specifications, and that all OEM functions of the vehicle are operational. The post installation checklists shall be very comprehensive to insure a quality product is delivered to the Department. Bidders are required to submit a sample of their pre -installation checklist and their post -installation checklist to the Department Bid #2010-21.19 16 Turn -key Surveillance Van for the Blount County Sheriff's Office 5.0 Vehicle Specification The following specification includes the minimum standards that the Department will consider acceptable. It is our expectation that the contractor will provide the expertise to ensure that any items required to meet these standards will be included in their bid, even if omitted from this specification. Any items that fall into this area should be submitted to Blount County Purchasing as per instructions in section 3.3, with explanations as to the need for their inclusion. 5.1 Vehicle Chassis The van will be the Ford E350 extended cargo van with the following basic specifications and dimensions. • Cargo side doors with windows • Cargo rear doors with windows • Oxford White exterior paint • Medium flint driver and passenger seat • 5.41 V8 Gasoline engine • Power door lock system • No rear seating is required • No rear air conditioning • 2 wheel drive Wheelbase lin.} 138 Length (in.) 2395.7 Height, empty(in.) 82.3 Width (in.) without mirrors 79.4 Width (In.) with mirrors 85.7 Track Width _front/rear (in.) 89.4f016 side cargo door opening height (In.) 47.2 Rear cargo opening width _ at floor(in.} 54.4 Rear cargo opening height (In.) 48 5.2 Power System The van will have a wide range of sensitive electronics and require considerable attention to detail in both the AC and DC power systems. It is our requirement that the van have the ability to operate all components when manned including the climate control system for a minimum of 4 hours without starting the vehicle's engine. Minimum required operational time when operated in the unmanned mode will be 12 hours. Bid #2010-2119 17 Turn -key Surveillance Van for the Blount County Sheriffs Office The AC and DC electrical systems in these vehicles should be designed and installed adhering to the following installation standards and requirements. • The electrical installation shall be performed so that wiring runs are properly routed with enough clearances between wiring and applicable parts. • Ail wiring shall be secured and fastened at all bends and shall be protected against chafing and damage. • Wiring shall be concealed but easily accessible for repairs. • All circuits shall be properly grounded. • All circuit protection devices are accessible without tools and clearly marked • Electrical wiring insulation shall be free of cracks, cuts, kinks, fray, or similar defects. • All lighting, wiring, switches and receptacles shall be securely installed, straight, and true, and free ofloose or faulty uniformity. • All electrical equipment and fixtures shall be securely and properly positioned to prevent damage during transit. • The equipment shall be wired from the main distribution circuit breaker panel to receptacles, switches, and lights as specified herein. • All wiring and cable conductors shall be stranded copper. • Wiring enclosures of the highest quality industry standards, consistent with applications suitable for mobile (high vibration) applications, such as military and/or aviation grade specifications, where applicable. The vendor shall satisfactorily demonstrate the proposed solution meets and workmanship complies with this clause. • The number of conductors permitted for each conduit shall be determined by the overall diameter of the cable or conductor. • All conduit couplings and connectors shall be of a material that shall not exhibit corrosion and shall be chemically compatible with the surface that contacts the connector's fittings and conduit and with the surface to which they are attached or secured. • Alt circuits protected with appropriate fuse and/or circuit breakers. • The vehicle must have a 500 amp master power disconnect system that is activated from the rear workstation control panel and includes a visual light indicating the system is activated. • All fuses with a rating less than 30 amps must be automotive ATC type with all fuses being located at a central fuse center. • All fuses with a rating higher than a 30 amps must be a MAXI type with all fuses being located at a central fuse center. • All primary and power cables will have no splices to extend them and will have no hidden connections. • All terminals and connectors shall be accessible. • Absorbed glass mat batteries in both starting and auxiliary locations • Fully automatic DC battery charger systems able to maintain both starting and auxiliary batteries when the vehicle is connected to AC shore power. • Functioning shore power inlets to provide AC power to the following onboard components o Vehicle batterychargersystem o Dedicated outlets used for multibank handheld radio chargers, wireless video kits and • Magnum Energy 2812 Pure sine wave inverter with built in 125 amp battery charger and automatic transfer switch. ME-RC50 remote controller. • All primary and power cables will have no splices to extend them and will have no hidden connections. All terminals and connectors will be accessible Bid #2010-2119 18 Turn -key Surveillance Van for the Blount County Sheriff's Office • There will be AC outlets powered from either shore power when present or the onboard inverter at the following locations o Quad outlet inside forward and aft equipment rack o Quad outlet located underneath main workstation counter o Dual outlets located in rear facing panel on main equipment rack o Dual outlets located in face of main equipment workstation • The van starting battery will be replaced with an appropriately sized absorbed glass matt battery. • The van's stock alternator will be replaced with a high output model capable of producing a minimum of 150 amps at vehicle idle and 250amps maximum output. • The alternator will provide charge current to the rear battery bank through heavy duty circuit breakers and an automatic charging relay. • Three 8D absorbed glass mat batteries will be housed in tie base of the curbside bench seat. These batteries will be mounted using a manufactured metal mounting bracket and ratcheting hold down straps rated at 2,000 pounds each. • Ali battery cables will be sized to handle 200% of the expected current rating of the circuits. • There will be a master control switching and circuit breaker panel located in the main workstation that will include control for all major systems to include computer, lighting, video recording system, monitors, alarm system, fans, network router and modems. • There will be red LED digital displays indicating AC and DC voltage levels and DC current consumption. • There will be three 12 volt DC power ports located in the main equipment workstation. • All fuses, breakers, switches, outlets, power cables and components will be clearly labeled. 5.3 Interior Build -out The nature of this van's mission and the environments in which it will operate require attention to detail in the areas of sound and thermal insulation. Additionally, the life expectancy for this van to be in service will exceed 10 years. Robust and well -engineered interior systems are critical in meeting the Department's requirements. Please attach photos of previous builds to provide the Department with an understanding of how your company approaches the design and finish of the van Interior. Bid #2010-2119 19 Turn -key Surveillance Van for the Blount County Sheriff's Office Van Interior Overview r emus t -Swivel aid ailua SildeasildsymemaiiMOROMINIMO Diagram 1.0 -Dammam ani acken tsilo 43621110611a amid wotaa i�xi W c eanbel eraa+NaAnlaben iLaninairatinsuellabip dramas imisalealsihaegeR Allealksiassmo •ftstalakinloMearritieepeek wok 2 t+art litwu raavrprilln soling an•abdls Iftwingrodadminarmiread sidlegineausamdvallikaato mew ustairunsuarter »ai»gssIskser 5.3.1 Insulation This van will operate in a wide range of temperature and humidity extremes and needs to provide considerable insulation from the elements. Additionally, the insulation and build methodology should provide effective sound proofing from sounds created inside the van leaking through to the outside. Minimum requirements for sound and thermal insulation include: • Coating of entire cargo area floor, walls and roof with a ceramic insulation coating • Fill in all gaps and difficult to insulate areas with spray foam insulation • Minimum of 1" of jute padding attached to all walls and ceiling surfaces. • Reflectix thermal barrier attached to top surface of jute padding 5.3.2 Wall and Ceilings The walls and ceiling of the van will act as sound and thermal barriers in addition to serving as the Interior skin of the surveillance compartment. Fit, finish, and strength of attachment to vehicle are important factors in this area. Bid #2010-2119 20 Turn -key Surveillance Van for the Blount County Sheriff's Office Minimum requirements for wails and ceiling include: • Walls and ceilings will be manufactured of 5 mm Baltic birch plywood covered with low pile trunk liner, Color will be approved by Department prior to installation. • All interior surfaces from the dividing partition rearward must be covered. • Walls and ceilings must have no visible seams on main panels. • Points of attachment must be visually discreet and yet adequate to keep panels firmly secured to vehicle. 5.3.3 Floor Minimum requirements for the floor in the rear, surveillance compartment of the van include: • 5/8" Baltic birch marine plywood • Lincoln Loncoin Onyx rubberized flooring adhered to marine plywood • All unfinished edges at doorways finished with powder -coated or Line-Xtype textured coatings • Flooring adhered with construction adhesives to minimize number of screws through the floor panel • All screws that penetrate the vehicle exterior must be coated with rust proofing to prevent spread of rust or moisture entering the panel through the screw hole 5.3.4 Partition There will be a dividing partition separating the front driver/passenger compartment from the rear surveillance compartment. This partition must give the appearance of a conventional trade unit found in service vans. Minimum requirements for the dividing partition include: • Steel construction • Gray powder coat or painted surface • 5/8" wood panels mounted to rear side of partition, covered in gray trunk liner used on the walls to provide additional sound and thermal insulation. • There must be no gaps around the partition that allow light to escape from the surveillance compartment • Door must be hinged on driver's side and open into the rear surveillance compartment • Door must have upgraded locking, slam style latch • Door must have opening to allow camera to be positioned to see through the windshield, There must be a containment boot at this location to conceal the camera. • There will be a mounting location for a Bogen Magic Arm on the partition door, 5.3.5 Side and Rear D oors Both side and rear doors will be barn style and will be equipped with non -opening windows. Bid #2010-2119 21 Turn -key Surveillance Van for the Blount County Sheriffs Office Minimum requirements for the side and rear doors include: • Camera viewing location with concealment boot and mounting location for Bogen Magic Arm • Windows must be tinted to minimize chance of light leaking out of van • Doors must have same insulation and finish panels as walls and ceiling • Side and rear doors must be keyed alike and separately from the front passenger compartment doors 5.3.6 Curbside Bench Located on the curbside of the van and spanning the distance from the rear opening side of the side door to the rear door will be storage and seating bench. This bench will hold a range of components and be a very critical part of the surveillance module. As this bench will hold the system batteries, inverter and other components, the construction quality and attachment to the vehicle are critical. Prior to construction, the successful vendor will supply photos and design diagrams and plans for the bench for approval by the department. Minimum requirements for the seating and storage bench include: • Aluminum construction with black textured powder coating • Removable bench seat cushion to access batteries and other components • Padded backre st that hinges down to access additional storage • Mounting location for 2800 watt inverter charger • Mounting locations for (3) 8O ACM batteries. Batteries must be mounted in steel trays and secured with ratcheting straps. • Mounting location for main system circuit breakers and other electrical system components • Recessed dual drink holder accessible from main operator's seat or bench seat • Concealed exhaust fan that is activated by a temperature sensor. This fan can be manually activated by a switch in the main control panel and will also activate automatically when the van is plugged into shore power and the temperature rises above 100 degrees in the battery and inverter compartment. • There must be no sharp edges that could catch clothing or injure officers • Bench must be securely fastened to vehicle chassis with through bolts. Screws are not acceptable to mount bench or battery trays. 5.3.7 Operator Safety and Comfort • CO2 detector • 51b Class ABC extinguisher • 2 speed compact fans. Location to be determined. • 70008tu air conditioner with 1000W heat strip. o 3 gallon under vehicle condensation tank with level sensor Bid #2010-2119 22 Turn -key Surveillance Van for the Blount County Sheriffs Office 5.3,8 Main Operator's seating There will be a 6-way adjustable captain's chair located at the main workstation. This chair will have the ability to swivel to face the rear of the van, have forward/rearward slide adjustments, reclining backrest, and be upholstered in gray vinyl to match color of front factory seating. Minimum requirements for the main operator's seating include: • 6 way adjustable captain's chair • Adjustable lap seat belts • Appropriate height to enable comfortable use of street side workstation • Seat mounting base must be securely bolted to vehicle floor using Grade 8 hardware • Seat must be able to swivel towards the rear of the van to enable collaboration with those seated on the curbside bench • Seat will have arm rests on both sides that swivel up for easy access to seat • Seat will be "high -bads" style with integrated headrest 5.3.9 Main Workstation Equipment Rack There will be an equipment rack an the street side of the van in the rear surveillance compartment to hold monitors, surveillance equipment, and provide storage and workstations for the operators. All sections will be built using standard 19" equipment rack openings and rack rails to aid in servicing and future revisions. The rack will be built from extruded aluminum structural material and anodized satin black. The diagram below is the basic design concept. Final design must be approved by the Department prior to construction. Bay 8 Diagram 1.1 Bay 4 Bay 3 Bay 2 Bay 1 qpirkere Video rrMiediar Asiiinimanalur 1B"iJBtiBrdci wiqUipmerrlreek • 1"LCDmiQiled liedrmioue �C>�Eiv�tit Barkercordial wield tlerBrmitaic Equipmee1ltildi •1rLll3MOW lend ewer; . ital Wale* 11" helpmeet ma "Li�IBfotiler *feud meal Rio 41bec11pla . bkeedersewlelled Meant&end seetedls Slide autwoihsiatien gloom id* grrndie forced cordBiorerlheater unit 4040 Net •Iir®r®ram kic#peeedseerlire Bay IO 1rEgripnrartwck -Illidetteopieran side -0lerale:diadem Bid #2010-2119 Bay 9 Bay 7 Bay 6 terrepiVehentliek sibr usenet plan 4errnrr WI drawn/ 1 +�Iiriek'ildwwilbss3 4U1g ewer Bay S 23 Turn -key Surveillance Van for the Blount County Sheriffs Office Minimum requirements for the main workstation equipment rack include: • Black anodized structural aluminum construction • Rack must be securely fastened to the vehicle and partition • All end panels of rack must be concealed with carpeted finish panels • All bays must be an even rack space increment (1.75") Component locations by "Bay" (Corresponds with diagram 1,1 above) Bay 1: Approx. 16" Deep 1U • 19" LED rack light to illuminate all components in rack below Bay 2: Approx. 8" Deep 1U • Wohler VMG-4 Audio monitor Bay 3: Approx. 8" Deep 1U • 9 channel video splitter / switcher Bay 4: Approx. 8" Deep 111 • 3 x compact speakers wired to radio rack area for use with scanner and radios Bay 5: Approx. 16" Deep, 26U • Radio mounting plates to enable use of standard console faceplates to mount department provided radios. Positions for 4" faceplates. • Scanner mounting location • Mounting shelf for DVR/ PC and network switch, modem and router • 2U latching rack drawers x 2 • 1U rack drawer with auxiliary latch to keep drawer shut in transit • 8U locking file drawer Bay 6: Approx 4" Deep, 11U with 12" deep countertop work surface in front • 19" touch screen LCD monitor with LED backlighting, VGA, DVI and composite inputs • Air conditioning vents and controller underneath monitor Bay 7: Approx 4" Deep, 11U with 12" deep countertop work surface in front • 19" touch screen LCD monitor with LED backlighting, VGA, DVI and composite inputs • Inverter controller, AC and DC outlets and data connectivity portal underneath monitor Bay 8: Angled towards main operator workstation, Approx 4" Deep, 11U with 12" deep countertop work surface in front. Bid #2010-2119 24 Turn -key Surveillance Van for the Blount County Sheriffs Office • 17" LCD monitor with LED back lighting, S-Video, VGA and composite inputs • Switching and breaker panel to control following functions o Master DC power disconnect o Remote engine start / kill o Remote door lock / unlock o Computer o Monitors o LED lighting o Router o Modem o Scanner o Fans o Air conditioner o Rack outlets o interior outlets o Printer • AC voltage meter • DC voltage meter • DC Cu rrent meter • Clock Bay 9: Approx. 16" Deep, 14U • All in one copier/scanner/printer on slide out shelf. Printer must be secured with detachable web straps. • 2U latching rack drawer • 4U latching rack drawer Bay 10: • Mounting location for 7,000BTU air conditioner with 1,000W heat strip • Waterproof floor ducting for return and inlet to compressor fan Slide out work station: • Dry erase countertop material • Latch in fully closed, 8" out, 16" out and fully deployed position. • Latch must secure slide out on both sides for stability 5.4 Camera Systems The van will be equipped with a range of cameras that will include fixed mount team protection cameras, roof mounted analogue video telescope for long range and low fight imagery, roof tube mounted IP pan tilt zoom camera for manned and un-manned operation, and a range of mounting options and cameras for use inside the van. The camera details below are the department's recommendations. Bid #2010-2119 25 Turn -key Surveillance Van for the Blount County Sheriff's Office 5.4.1 Team protection Cameras There will be 6 near field cameras to provide video surveillance in the area surrounding the van. These will be low light, black and white pinhole models with the following specifications. • .0003 Tow Tight lux rating • Built-in auto iris • 3.7mm 90 deg. Field of view • 12 Volts DC operation • 1/3" imager size • 600 Lines resolution Team protection camera locations Diagram 1.2 Bid #2010-2119 26 Turn -key Surveillance Van for the Blount County Sheriff's Office Team protection camera locations (Corresponds with Diagram 1.2 on the previous page) Camera 1: • Forward facing covertly installed inside windshield mounted rear view mirror. This will provide range of adjustment out front of the vehicle. • Cables must be disguised to not draw attention to camera location. Cameras 2 & 6: • Mounted In mirror base of side view mirrors to provide wide angle view starting at vehicle and extending outward. • These cameras will be located inside base and view through 1/8 hole in plastic mirror base. • This location might require replacement of stock side mirrors to provide room in the mirror base. Vendor is expected to supply the correct mirrors to support this camera location. Cameras 3 & 5: • Mounted in roof rack vertical pillars to provide 90 degree field of view perpendicular to side of van. • Camera pinhole will be concealed with sticker or other effective concealment method approved by department. Camera 4: • Mounted behind street side rear door window as high as possible. • Window will be limo tinted with small pinhole in tint to enable camera to see out. • Camera must provide 90 degree field of view perpendicular to rear of van Team Protection Camera Details • Must be mounted securely and adjusted for optimum field of view • Cameras and connections must be insulated from water damage • All team protection cameras will send their video signal first to the video splitter / switcher and then to the DVR for possible recording. 5.4.2 Roof Mounted Periscope Camera System There will be an Ali Star R5 Intelliscope mounted in the roof of the van towards the rear of the vehicle. This scope will be used for low light and long range imagery beyond the limits of the IP and onboard cameras. Minimum requirements for the roof mounted periscope include: • Latest model of the All Star Manufacturing R5 scope and controller • Quick release lens bracket system and cradle for lens • Sunstar 300 ultra low light camera Bid #2010-2119 27 Turn -key Surveillance Va n for the Blount County Sheriffs Office • Motorized zoom Tens 10-300mm • Cable connections must be compatible with window camera location portals to enable use at any camera location • The camera and lens combination will have a padded storage location in the drawer underneath the printer. • Periscope rooftop panel must be painted to match the van exterior • Composite output from camera must feed video sputter/switcher, DVR and also forward 19" LCD monitor's composite video input. 5.4.3 Rooftop Enclosure Mounted IP PTZ Camera There will be a roof top enclosure designed to replicate a commercial conduit holder that will house an IP pan tilt zoom camera. This camera will be modular in mount and connections to enable locating at either end of the enclosure. Minimum requirements for the rooftop enclosure mounted IP PTZ camera include: • Canon VBC60 or better IP PTZ camera. If alternative model, please identify as an exception and provide detailed information on alternative unit. The department must authorize the use of alternative model. + Waterproof enclosure to house camera • Modular design to enable locating camera in either end of the enclosure • Camera lens to view through Lexan with covert graphics to conceal unit + Camera must be mounted in a manner that minimizes vibration 5.4.4 Surveillance Compartment Cameras and Locations In addition to the team protection, periscope and IP PTZ cameras, there will be additional cameras and locations and connectivity portals for these cameras located inside the van. The objective of these portals and additional cameras is to provide an extremely wide range of camera locations and options. All cameras and connectivity portals must be configured with the same connectors and wiring requirements to enable switching cameras and locations as required. Minimum requirements for the additional surveillance compartment cameras and viewing locations include: • Attachment bracket for Bogen Magic Arm at front partition port, and side and rear door ports • (3) Bogen Magic arms with required attachments to enable mounting of cameras at all viewing port locations. (1) Adjustable mounting base to enable use of the Bogen Magic Arms outside of the van must be included. • Connectivity portals adjacent to each of the three viewing ports. location must be located to avoid cords becoming problematic when doors are opened. Each portal must have standardized connector for 12 volts and ground, Ethernet connection and composite video input via BNC connection. All connectors must be clearly labeled. Bid #2010-2119 28 Turn -key Surveillance Van for the Blount County Sheriff's Office • High resolution day/night block zoom camera,12 VDC, RS-485 controllable. Must have minimum color low light sensitivity of .001 lux. • Canon VBC60 or better IP PTZ camera. If alternative model, please identify as an exception and provide detailed information on alternative unit. The department must authorize the use of alternative model. 5,5 Audio Monitoring and Recording System The van will be equipped with a range of audio sources and recording devices to capture audio around the vehicle, from remote body wires and via wireless audio sources sent back to the van via the onboard wireless network links. Minimum requirements for the audio monitoring and recording system include: • Wohler VMQ-4 audio monitoring unit. This unit will mount in the street side equipment rack and provide audio monitoring for the scanner, external microphones and PC audio. • External high gain microphones at front and rear of van to enable monitoring sounds in close proximity to the van. These microphones will be routed through a 4 channel audio mixer and then sent to the Wohler unit for monitoring and DVR for recording. • Auxiliary audio input ports to enable connection of department provided monitoring systems • High quality headphones with appropriate adaptors to enable use with the Wohler unit. • Rack mounted scanner with covert broadband antenna • Rack mount digital audio recorder with selectable source input, records to SDD Card or connected HDD 5.6 Video Monitoring and Recording System The van will be equipped with a hybrid video monitoring and recording system able to monitor and record both analogue and IP cameras. Through the use of 3 LCD monitors the Department will be able to monitor all van mounted cameras as well as remote cameras transmitted to the van via a local wireless Zink or through a secure VPN on the Internet. Video quality, ease of use and flexibility are the key design criteria of the monitoring and recording system. Minimum requirements for the video monitoring and recording system include: • 9 channel video splitter / multiplexer that will enable viewing the 6 team protection cameras, periscope camera, roof mounted IP PTZ, and auxiliary input from camera portal • IP decoder to extract roof enclosure mounted IP PTZ camera for viewing on team protection multiplex monitor • 17" Rack mount LCD monitor. S-Video input will be fed from output of switcher, VGA input will be connected to bulkhead pass through port to enable use as computer monitor • Dual 19" rack mount LCD monitors located in main workstation rack. Bid #2010-2119 29 Turn -key Surveillance Van for the Blount County Sheriff's Office • Core 2 Duo mobile PC / DVR unit with external Sate hard drive able to record ail onboard cameras and up to 8 IP cameras • DVR / PC must have built in DVD burner, minimum of 50OGB internal hard drive and 500GB ex • External hard drive, (Computer system specifications will be detailed in next section) 5.6.1 Tactical Wireless IP Based Video Recording and Transmission Kit The van will be equipped with a remotely deployable, self contained surveillance kit equipped with the following features. • Compact Pelican case system to include the following features: o Embedded router with following features: • 900MHz high performance data radio • Ability to support department provided wireless broadband USB modems. • 128 bit WEP/WPA/WPA2 encryption • Covert antennas for EVDO and 802.11 • 802.11 A/B/G/N high powered radio • 802.11i, AES-CCM & TKIP Encryption, 802.1x, 64/128/152bit WEP Security • Outdoor range minimum of 5km antenna dependant • Temp. Range -45C to +90C • Covert antenna • Router must be configured to automatically connect to the router built into the surveillance van, o Charging and power system to utilize Lithium Iron Phosphate batteries able to be charged from either an AC or DC input. Batteries must provide a minimum of 8 hours operation. o Onboard single channel IP video encoder able to support audio and video inputs from external case mounted connectors. Encoder must support RS 485 control to external camera through single camera connector with power and video. The encoder must support onboard recording via an internal SD card or external USB drive. The encoder must be equipped with a 32GB SD card and 16GB ruggedized USB thumb drive. o Case must include 2 external LAN connections for connecting IP PTZ cameras and laptop computers. Ail case connectors must be XLR form factor panel mount units with rubber gaskets. o Kit must include sealed 1P67 rated switches for master power, encoder power, and a momentary switch used to activate a battery power meter displaying status of onboard batteries. o Case will include a panel mount USB connection inside the case to enable external video storage and transfer or connection to a USM EVDO data modem, o Kit construction must be rugged and robust and be a fully engineered solution that will Include a full training and documentation manual. o Kit must include all required AC and DC power cables, and all components must be protected by easily accessible fuse panel. Bid #2010-2119 30 Turn -key Surveillance Van for the Blount County Sheriff's Office • The self contained surveillance kit will also include a second Pelican case housing an IP PTZ camera and cable kit to connect the camera to the wireless kit. This camera must be a Canon VBC-60 or equal approved by department. 5.7 Computing and Data System The van will be equipped with an onboard DVR/PC able to source video feed from both onboard cameras and remote wireless connections. Remote users will be able to view and control cameras through both Local wireless area networks as well as through secure VPN connections on the Internet. This specification is a minimum requirement. Any alternative designs or components must be submitted to Blount County Purchasing as per instructions in section 3.3, with explanations as to the need for their inclusion. Minimum requlrements for computing and data system. • Mobile PC/ DVR o 16 channel hybrid audio / video recording capabilities o Built in DVD burner o Minimum Core 2 Duo T 7200 processor o Minimum 4GB RAM, 500GB Hard drive o External 500GB Seta hard drive o Operating voltage range 9-24 Volts DC O Operating temperature range 0 deg. F-160 deg. F o Dual DVI monitor output • 8 port Gigabit POE Ethernet switch • Wireless keyboard mouse w/adjustable under counter keyboard tray • Remote USB ports x 2 • All in one copier/scanner/printer able to be mounted on slide out 19" rack shelf • Wireless EVDO Router O 802.11 A/B/G/N high powered radio o USB, PC card, express card slots for use with EVDO modems (Department will supply required broadband modem to be connected to Wireless EVDO Router) O 128 bit WEP/WPA/WPA2 encryption o Covert antennas for EVDO and 802.11 • Embedded router with 900MHz high performance data radio O 802.11i, AES-CCM & TKIP Encryption, 802.1x, 64/128/152bit WEP Security a Outdoor range minimum of 5km antenna dependant 0 Temp. Range-45Cto+90C a Covert antenna • Software O Windows XP Pro O Selected NVRS o Adobe Reader Bid #2010-2119 31 Turn -key Surveillance Van for the Blount County Sheriffs Office o Quick Launch menu program o Anti-Malware o 1 year subscription to antivirus 5.8 Roof Rack There will be a white powder -coated roof rack of the type used frequently by service companies and electricians. This rack will provide mounting locations for the side facing team protection cameras, the IP camera mounting enclosure and covert antennas for the wireless routers. Minimum requirements for roof rack include: • White powder -coated steel rack • Concealment location for antennas • Decoy stickers to conceal team protection cameras • Concealment enclosure for IP PTZ camera. o It will have connections and mounting locations to enable mounting camera at either end of the enclosure. o Camera will be concealed behind Lexan with concealment graphics. 5.9 Installation Supplies, Cables, Connectors and Hardware Submitted bids must include all required hardware, cables, connectors, adhesives, paint, and other supplies required to operate all systems. The Department's expectation is that the successful bidder will provide a turn -key vehicle ready for service. 6.0 Training Selected vendor will provide a minimum of 12 hours training at the Department's facility. Vendor is required to provide (2) 3 ring binders with all training materials in document protectors and 6 stapled or comb bound copies of the same information. All component factory manuals must be placed in a single large binder. This training will include: • Verification of specification compliance and operation of every system and component • Basic operations • Troubleshooting • Turn on procedures • Turn off procedures • Preventive maintenance • Service access and component location • Video recording and file transfer • Audio recording • Remote access Vendor must provide a US8 thumb drive with digital copies of all manuals and operational checklists. These will include a turn on checklist, shut down checklist, van preventive maintenance checklist and Bid #2010-2119 32 Turn -key Surveillance Van for the Blount County Sheriff's Office van provisioning checklist. Vendor must place these files in a folder on the van computer dearly labeled as Van Operations Manuals. 7.0 Department Vehicle Design and Inspection Meetings 7.1 Vehicle Design and Project Launch Meeting Upon award of contract vendor will facilitate a thorough online interactive design review and finalization meeting. During this meeting we will walk through all aspects of the vehicle integration. This will include design review of any manufactured parts, component location, verbiage for all labels and any other concerns the Department or vendor might have. 7.2 Pre -Delivery Inspection Site Visit As the vehicle nears completion and transport, (4) repartment representatives will travel to the vendor's facility for review of all installed systems. This will include verification that the installation meets all specifications and requirements, operates according to design and meets the Department's expectations. Meals will be paid for by the Department. The cost of travel for (4) Department representatives, to be included in bid pricing, will include the following: • Round trip coach airfare from Knoxville to closest major airport to vendor; • (2) nights stay in (2) business class hotel rooms; • Rental car costs for mid -size vehicle. 8.0 Extended Warranty and Support Option The department requests costs for an annual extended warranty and support program. If selected, this program would be implemented beginning the year following the conclusion of the original warranty period and the Department would execute a year to year extension of this contract. The extended warranty and support contract would include the following elements and be executed on an annual basis: • Unlimited phone and remote access support • Preventive maintenance conducted at department location to include: o DVR / PC updates, virus and malware scans, hard drive defragmentation and general PC maintenance o Testing of all functions o Testing of batteries and charging system o General mechanical preventive maintenance o Testing of all wireless systems o Network security and operation tests • Refresher training course conducted following preventive maintenance program at department's location to include: o Turn on, shut down and general operations Bid #2010-2119 33 Turn -key Surveillance Van for the Blount County Sheriffs Office o Audio and video recording training o Hands on training of up to 10 department representatives o Handouts of updated and current training manual o Troubleshooting course o Back focus adjustment of camera/lens combinations o Cleaning of all camera and scope optics Bid #2010-2119 34 E-mail Address: Turn -key Surveillance Van for the Blount County Sheriff's Office 9.0 Vendor Information Statement Please Type or Print Clearly Company Name: American Emergency Products Address: 10729 Wheatlands Ave. Suite C City, State, Zip: Santee, CA 92071 Phone Number: (619) 596-1925 Fax Number: (619) 596-1909 E-mail Address: alien. j ohnstoni soncellna . com Date Company was e stablished: 1999 Type of Company (Manufacturing, Distributor, Manufactures Representative, Dealer or Other): Public Safety and Homeland Security vehicle outfitting and products Name of person responsible for the company:Jeff Slater, Vice President of Operations Phone Number: 1 (602)489-7192 Cell Number: (503)576-9000 jeffb@auto-additions.com Sales Contact Name and Title: Allen Johnston General Manager Service Contact Name and Title: David Overturf Service Manager Operational Contact Name and Title: Evan Stoke? Project Support Manager Installation and Service Facility Address: 10729 Wheatlands Ave. Santee, CA 92071 Phone Number- (619) 596-3909 Fax Number: (619) 596-1909 Number of Installation and Service bays: 10 Parts Room Size: 3, 000 sq. feet Number and Titles of Full -Time Employees at Location: 17 employees at this location Titles include General Manager, Production and Project managers, CAD designer, Technicians, sales support team and facility support. Bid #2010-2119 35 Turn -key Surveillance Van for the Blount County Sheriffs Office Details of Major Repair and Diagnostic Equipment: Battery and charging system testers, current analyzers, OBD scan tools, digital meters Size and Capacity of Secure Parking: 14 , 4 00 ' , can hold in excess of 50 vehicles Size and Capacity of Secure Storage: 8,000 sq. ', 20 vehicles List security measures taken to protect shop, storage, office, and parking locations: Our building is equipped with a monitored security system and has biometric access locks on all doors leading to the Employees and escorted public safety personnel are allowed in the facility. The rear lot and entrance to the production area i production center. the only people s rimmed with a 6' fence and has concertina wire extending from the top of the fence. Is your firm currently engaged or involved in any litigation over the proprietary right or patent rights for the equipment, parts or components, supplies or materials offered herein for sale to Blount County? Yes or No NO If yes, please attach explanation. What additional services can you offer Blount County that may not be otherwise noted In the bid: American Emergency Products is one of the Soncell North America Group of Public Safety companies. These include Decatur Electronics, manufacturers of speed measurement trailers, police radar systems and in car video systems, and Patrol Power, manufarturar of patrol oar wiring harnesses_ All group cl i Pni-s receive best pricing on all company offerings. We provide both phone and remote web interactive technical support/ 1 We provide analysis of existing surveillance assets to ensure that they are able to be integrated when possible with our van and tactical surveillance systems. Bid #20i.0-2119 36 Turn -key Surveillance Van for the Blount County Sheriffs Office References 1. Agency Name: Shelby County Sheriff's Department Contact Person and Title: Sgt . Chris Harris Phone: (901) 508-6792 Fax: E-mail: Chris.harris®Shelby-sheriff.org Year of start and stop date for services rendered: 2008-ongoing Scope of work provided to customer by contractor: SCSO has one of our IP capable vans equipped with periscope and team protection cameras. They also have several remote wireless kits and cameras able to be monitored an recorded remotely. 2. Agency Name: Grand Prairie Police Department Contact Person and Title: Off icer Kenny Gates Phone: (972) 898-0467 E-mail: sgates@GPTX.org Fax: Year of start and stop date for services rendered: 2009 - ongoing Scope of work provided to customer by contractor: GPPD has one of our latest IP capable surveillance vans including remotely deployable wireless kits and cameras. 3. Agency Name: Salt River Pima-Maricopa Tribal Police Department Contact Person and Title: Detective Justin Bartlett Phone: (480) 362-5702 Fax: E-mail: just in .bartlettritsrpmic-nsn .gov Year of start and stop date for services rendered: 2007 -ongoing Scope of work provided to customer by contractor: This department has one of our IP capable van equipped with a wide assortment of deployable field kits and cameras. All bids must be signed by a responsible 0 Authorized Signature: Printed Name: Allen Johnston ee of the company. Date: 3/10/11 Bid #2010-2119 37 Turn -key Surveillance Van for the Blount County Sheriffs Office 10.0 Pricing • Van pricing must include sales tax, if applicable; however, Blount County is a tax exempt entity and can provide a tax exempt certificate upon request Department will be responsible for licensing and registration expenses. • Surveillance van up -fitting must include all required components, cables, hardware and other items needed to provide described capabilities and function. This Includes ail power systems, interior build -out components, data, video and audio system components, cameras, recording systems and ail other items detailed in the specification required to convert a stock cargo van to a C4ISR van. • Training expenses must include all vendor travel, print production and other expenses required to meet the training requirements. • Delivery must include all expenses related to the delivery of the completed van to the Department by a certified and Insured auto transport company. • Inspection visit expenses will include travel expenses for (4) Department representatives as detailed in the ITB. • Extended warranty and support program costs will include a per year cost for the program details listed in the ITB. Pricing must include all required parts, components, hardware, labor, warranty and shipping charges for products, travel and training expenses. No expenses will be approved after award without written authorization from the Department project manager. Description Pricing 1. 2011 Ford E350 Cargo van Per specifications in the ITB $ 26, 990.38 2. Surveillance up -fitting package to include all training, delivery, outfitting parts and Tabor, warranty, and inspection visit expenses per detailed specifications in the ITB. 148,285.67 $ TOTAL $ 175, 276 .05 3. Optional: Extended Warranty and Support Program Annual Cost $ 8,200.00 Length of time these prices are valid from the bid deadline date 3 0 10.1 Public Agency Participation Other public agencies may want to participate in any award as a result of this bid. The Department shall incur no financial responsibility in connection with any purchase by another public agency. The public agency shall accept sole responsibility for placing orders and making payments to the successful contractor. This option will not be considered in the bid evaluation. Please indicate whether this will be granted. Yes X No Bid #2010-2119 38 Turn -key Surveillance Van for the Blount County Sheriff's Office 11.0 Bid Submittal Checklist The bid package submitted to the Department should include the items listed below. Failure to include one or more of the listed items may render the bid incomplete and the Department reserves the right to reject such bid. o Resumes of Staff o Copy of Contractor's Craftsmanship Warranty Policy o Copy of each Manufacturer's Warranty Policy o Sample of Service Manual and Schematics - if not submitted with bid, sample must be provided upon request from the Department. o Sample of Pre -Installation Checklist o Sample of Post -Installation Checklist o System design overview documents to include: o Curbside, street side, rear and top view of vehicle as designed. a Power system diagrams o Surveillance and data system diagram o Photos of like offerings built for other clients. o Completion of Vendor Information Statement o Completion of Pricing Sheet o Public Agency Participation (Check yes or no) Bid #2010-2119 39 BLQUNT CouNTY PURCHASING DEPARTMENT INSURANCE CHECKLIST Bidder understands and agrees to confirm to these insurance requirements if given notice of intent toaward this contract. Coverage Required: Minimum Limits Required E( L Workers' Compensation & Employer's Liability Statutory Limits $100,000peroccurrence, $100,000disease, $500,000 annual aggregate E 2. Commercial General Liability to include Contractual Liability,XCU, Personal Injury Perils, Products Liability and Completed Operations Liability. $1,000,000 per occurrence, $2,000,000annual aggregate Er 3. Business Auto Liability, Personal Injury. (Symbol 1) $1,000,000 combined single limits ❑ 4. Professional Liability $1,000,000 per occurrence $3,000,000 annual aggregate ■ 5. Excess Umbrella Liability with Contractor's Form, including Excess Employers' Liability Coverage, $1,000,000 excess of above coverage $5,000,000for large projects or high risk ❑ 6. Builder's Risk - ❑ Installation Floater. 0 7. Vendor's insurance policy shall be endorsed to show "Blount County Government" named as additional insured on all required liability insurance. The above shall be named as loss payee on all types of required property insurance and for which any political subdivision of Blount County has an insurable interest. Ea 8. Cancellation clause on any insurance certificates MUST be amended to read, "Should any of the above described policies be cancelled before the expiration date thereof, the issuing insurer will mail 30 days written notice to the certificate holder." Any deviation from the above requirements shall be disclosed to the Blount County Purchasing Agent. Coverages specified above shall be written on an "occurrence" coverage form suitable to Blount County Government. Complete copies of insurance policies shall be provided upon request. Insurer's A.M. Best Rating Guide shall be A IX or better. Certificate Holder shall be: Blount County Risk Management, 387 Court Street, Maryville, TN 37804 5906.