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Request for Proposals

Security Improvements – Camera, access control, and alarm

systems

2022-RFP-GGS-01

Notice is hereby given that Village of Bible Hill will receive proposal submittals from qualified

vendors for services as described herein.

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Request for Proposals

Security Improvements – Camera, access control, and alarm systems

2022-RFP-GGS-01

1. Introduction

Village of Bible Hill (the Village) seeks proposals from qualified security system contractors to

supply and install multiple camera, access control, and alarm systems at multiple locations.

The intent is to obtain an offer from qualified proponents to perform work to complete security

improvement upgrades to multiple sites, for a stipulated price contract. The proposal submissions

will form the basis for evaluation, interview, and potential award. Substantial completion of the

project to be achieved on or before March 31, 2022.

2. Issuing Office

The issuing office for this request for proposal (RFP) and the point of contact for all process and

contract questions, as well as protest, is as follows:

Mitchell Bell, CPA, CA – Clerk and Treasurer

Village of Bible Hill

67 Pictou Road, Bible Hill, NS B2N 2R9

Phone: 902-893-8083

Email: mitchell.bell@biblehill.ca

3. Anticipated RFP Schedule

The Village anticipates the following timeline for this RFP:

Posting of RFP to NS Procurement website – Wednesday, July 21, 2021

Mandatory site walkthrough at 67/69 Pictou Road, Bible Hill (proponents required to attend) –

Wednesday, August 4, 2021 at 9:00 AM ATL

Deadline for RFP questions – 48 hours prior to proposal submission deadline

Deadline for proposal submission – Friday, August 27, 2021 at 10:00 AM ATL

Probable date of consideration by Village Commission – Tuesday, September 21, 2021

Commencement of contract – 0-30 days following award

4. Submission Date and Location

Each proponent must deliver one (1) hard copy and/or one (1) electronic copy of any submission

under this RFP, marked “Security Improvements – Camera, access control and alarm systems –

2022-RFP-GGS-01”, in a sealed envelope to the issuing office by way of courier, mail, or in-person

to be received by the Village no later than the deadline for proposal submission. Proponents

seeking to deliver a submission in-person are advised to contact the issuing office in advance to

arrange for acceptance as regular open access to the issuing office may be restricted due to COVID-

19.

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5. Changes (Addenda)

Any clarifications or revisions to this RFP will be addressed and issued in addenda. The issuing

office must receive questions or requests for changes in writing (i.e. via email or mail) within the

schedule indicated above. Proponents are responsible for checking with the Village for the issuance

of any addenda prior to submitting a proposal.

Addenda, if any, will be posted online on the following website, on the applicable page for this

RFP: https://procurement.novascotia.ca/ns-tenders.aspx.

The proponent is held responsible for reviewing all addenda/changes to the documents and may

be considered non-responsive if their proposal does not reflect those addenda/changes.

6. Protests

Any protest, complaint, or perceived inequity related to this RFP shall be made in writing and

directed to the issuing office. The Village’s purchasing policy guiding this RFP can be found at:

https://biblehill.ca/380-procurement-policy/file.

7. Rejection of Proposals

The Village reserves the right to cancel this RFP and any and all proposals submitted, for any

reason, without penalty or liability to any proponent. Proponents are advised that the lowest cost

proposal or any other proposal will not necessarily be accepted.

The Village reserves the right to waive or not waive any non-compliance, formalities, informalities,

irregularities, or technicalities in proposal responses and may, at its sole discretion, elect to retain

for consideration proposals which are non-conforming, which do not contain the content or form

required by the RFP or because they have not complied with the process for submission set out

herein.

A response to this RFP does not constitute a formal bid, therefore, the Village retains the right to

contact any or all proposing firms after submittal in order to obtain supplemental information and

or clarification in either oral or written form. Furthermore, an explicit provision of this RFP is that

any oral communication made is not binding on the proposal process.

The Village may, at its sole discretion, proceed with all of the components, none of the

components, or selected components of the work as described in this RFP.

8. Modification / Withdrawal

Unless otherwise specified, modification of the proposal will not be permitted; however, a

proponent may withdraw their proposal at any time prior to the scheduled closing time for receipt

of proposals; any proponent may withdraw their proposal by written request to the issuing office.

Withdrawal of proposal shall not disqualify the proponent from submitting another proposal

provided the time for receipt of proposals has not expired.

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9. Duration of Proposals

Proposals must remain valid for at least 60 days following the RFP closing date. Proposals must

be signed by an official authorized to bind the proponent.

10. Public Record

All proposals submitted are the property of the Village and become public record. All documents

received by the Village are subject to public disclosure per the Municipal Government Act.

11. Incurring Costs

The Village will not be liable for, nor pay for any costs incurred by proponents relating to the

preparation or submission of any proposal for this RFP. The Village is not liable for any cost

incurred by proponents prior to execution of a contract. Neither the Village nor its representatives

shall be responsible for any error or omission in a proponent’s submission, nor for the failure on

the part of the proponent to determine the full extent of their exposures. No proponent shall have

any claim for any compensation of any kind whatsoever, as a result of participating in the RFP,

and by submitting a proposal each proponent shall be deemed to have agreed that is has no claim.

12. Acceptance of Agreement

The agreement for this project between the successful proponent and the Village shall be drafted

by the successful proponent upon award. The successful proponent will be required to execute a

formal contract in a form acceptable to the Village to give effect to the services required. Under

this contract, any reports or data collected while executing the duties of the contract will become

the property of the Village upon completion of the project.

The award of the contract, if any, is subject to negotiations with the lead proponent whose

proposal, as determined through the evaluation criteria described in this RFP, provides the best

overall value in meeting the requirements of the RFP, and with whom a contract will be considered.

Such negotiations include, but are not limited to:

a) changes or work refinements in the service requirements or scope of work proposed by the

lead proponent;

b) price – if directly related to a change or refinement in the proposed scope of work proposed

by the lead proponent; and

c) specific contract details as deemed reasonable for negotiation by the Village.

13. Cancellation of Agreement

The Village reserves the right to cancel award of a contract at any time before execution of the

contract by both parties if cancellation is deemed to be in the Village’s best interest. In no event

shall the Village have any liability for the cancellation of award. If a written contract cannot be

negotiated within 30 days of notification to the lead proponent, the Village may, at its sole

discretion at any time thereafter, terminate negotiations with the lead proponent and either enter

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into negotiations with the next qualified proponent or cancel the RFP process and not enter into a

contract with any proponent.

14. Project Staffing

The project will be overseen by Mitchell Bell, CPA, CA, Clerk and Treasurer and Angie Ogden,

Finance Officer. This team will represent all management level decision-making for the project,

with direction from the Village Commission as required.

15. Proposal Evaluation

Proposals will be evaluated on the basis of all information provided by the proponent. Each

proposal will be reviewed to determine if the proposal is responsive to the submission requirements

outlined in the RFP. Failure to comply with these requirements may deem the proposal non-

responsive. In recognition of the importance of the procedure by which a proponent may be

selected, the following criteria outline the primary considerations to be used in the evaluation and

consequent awarding of this project (not in any order). Selection of a proposal will be based on

the following criteria and any other relevant information provided by the proponent in the

submission. The Village reserves the right to prioritize and weigh the importance of each sub-

criterion within the identified criteria confidentially.

Criteria Weight

Methodology / Approach 15%

Resources (including reference projects) 15%

Cost* 70%

Total 100%

*Cost points will be awarded at the highest level to the proposal with the lowest cost and to any

proposal within 20% of that cost. Thereafter, cost points will be awarded based on progressive

ranges of 20% (i.e. within 21-40%, 41-60%, 61-80%, 81-100% of proposal with the lowest

cost), with successively lower points awarded to proposals in each range of higher cost.

16. Proposal Contents

Proposals are to include, but not necessarily be limited to, the content listed below. The volume

or size of the proposal should be consistent with the relative complexity of the project.

Concise proposals without needless duplication are requested.

Cover page - Include an introductory memo expressing interest in the project. The memo should

include name of proposing corporation, project title, date of submission, and must be signed by a

person authorized to bind the firm.

Description, Design and Approach - Provide a statement of the services to be provided including

a detailed explanation of how the services are to be provided and managed. Indicate how

important each service is to successful project completion. Identify the expected involvement by

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Village staff for each major activity in the project. Describe the relevant functions and

specifications of proposed systems, and how (if any) the systems interact.

Team - List the experience and qualifications of staff who will be working on the project. Describe

the applicable skills and accomplishments of the project manager. Confirm availability and

commitment of named key staff to the project. Describe how project management, coordination

and communications with the Village will be accomplished. Do not include persons who will not

be working on the project. Indicate what additional resources are available if needed.

Specify if subcontractors will be used, name of subcontractors, and list the work the subcontractor

will perform of the work specified in this request for proposals.

Confirm safety certifications of the project staff (fall-arrest, etc.)

Related Experience - Provide project descriptions for up to two recent projects similar in nature

and size to the proposed project, including project name, type of entity, year completed,

involvement of the proponent and measures used to indicate quality and successful project

completion. Provide client reference names and phone numbers.

Cost Proposal - Provide a cost proposal to perform the scope of work (an example is included in

Appendix 4). Include estimated labour costs and expenses for each task listed in the scope of

work. The proposed costs must include any applicable travel and all other expenses. Pricing

should be presented by location and by system type (camera, access control, alarm).

Clearly describe any deviation from the listed scope of work that would significantly affect costs.

Separate the cost of any proposed optional services from the cost of services requested. The

format for the cost proposal is to be selected by the consultant.

Include a listing of hourly rates for all employee classifications anticipated to work on the project,

as well as rates for non-labor direct expenses. Include similar information for any major sub-

contractors. The listed rates will be used in preparation of any future change orders.

Proponent’s submission sheet – Include a complete and executed proponent’s submission sheet,

found in Appendix 1. The total cost on this sheet must tie to your more detailed cost details.

17. Scope of Work

Project Locations:

i. Village Office – 67 Pictou Road, Bible Hill

ii. H. Douglas Boyce Village Hall – 69 Pictou Road, Bible Hill

iii. Bible Hill Recreation Park – 38 Guest Drive, Bible Hill

iv. Airport Field Park – 55 Jennifer Drive, Bible Hill

The project locations are shown on Appendix 2.

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Further detail (i.e. floorplans, existing system component locations, etc. will be made available at

the mandatory site meeting.

Description of Work:

The contract will provide all labour, materials, equipment, and other related services to complete

the work described herein. The proponent shall dedicate an experienced efficient individual or

team capable of undertaking a variety of tasks, including but not limited to the following:

Review

- Review existing information on the sites including record drawings, maps, etc.

- Review site and existing systems for compatibility (i.e. wiring, door receivers, network

equipment, etc)

Access control

- Removal of two existing access control systems and supply and installation of new access

control system(s) (to be proposed) for no more than 100 access fobs/cards at:

o Village Office building and H. Douglas Boyce Village Hall building

▪ Village Office and the community hall and maintenance shop portions of the Village

Hall access to be managed by Village admin only

▪ Fire station portion of Village Hall building access to be managed by Village admin and

Brigade admin

▪ New access control system shall include all doors on existing access control, plus

installation on two additional interior doors at Village office

o Bible Hill Recreation Park

▪ New install on six exterior doors (intended function: programmable lock/unlock)

o Airport Field Park

▪ New install on three exterior doors (intended function: programmable lock/unlock)

Security cameras

- Supply and installation of high-definition IP security cameras and control equipment, with

minimum quality of 1080p, storage capacity to be proposed but ideally minimum 60 day period

before over-write. The intent/direction for surveillance being protection of property.

o Village Office building and H. Douglas Boyce Village Hall building (1 or 2 systems)

▪ Perimeter/approach to buildings

▪ Village office –

• Reception area, with focus on entry door and reception counter

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• Commission chambers, with focus on entries/exits

• Back door

• Basement door/stairwell

▪ Community hall – two entry/exit doors

▪ Fire Station –

• Five entry/exit doors

• Two groups of garage bay doors

• Three stairwells

• View of apparatus in ‘old truck bay’

• View of apparatus in ‘new truck bay’

▪ Maintenance shop

• Two entry/exit doors (and nearby vault)

• One group of garage bay doors

• View of trucks/equipment in bay

▪ Bible Hill Recreation Park

• Perimeter/approach to building

• Splash pad surface

• Parking lot

• Top of driveway entry/exit and utility sheds (using existing empty conduit between

building and pole) (if possible)

• Interior of building - utility room, with focus on splash pad plumbing/control

▪ Airport Field Park

• Perimeter/approach to building

• Parking lot (if possible – using existing utility pole)

• Interior of building - utility room

Intrusion alarm

- Supply and installation of alarm system(s), keypads, door contacts, and any other requirement

for forced access alarm (i.e. door forced open/no fob) to three separate zones at H. Douglas

Boyce Village Hall

- System should ideally link to access control system so that use of fob disables alarm system

(i.e. no need for separate codes for regular users)

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Misc

- Camera and access control systems are to be able to function locally ‘off-line’ (vs cloud

access/storage) – Park locations do not have internet access.

- Identify wiring with permanent labels on both ends of cables used and at junctions

- Minimize the need for wire conduit on building exteriors and finished interiors

- Any necessary upgrade(s) to existing network wiring and equipment at Village Office and/or

H. Douglas Boyce Village Hall in order to add equipment under this project (our IT firm is G&G

Computers, Truro)

- Meet with Village staff a minimum of twice (i.e. at 50% completion and at 90% completion to

update on progress

- Supply electronic copies of any drawings, specifications, schematics, login credentials, IP

addresses or other network settings, and other documentation in pdf format or hard copy

- Carry out a follow-up site review once all the deficiencies are addressed, at the end of the

three-month period following substantial completion

- Specify warranty period of equipment/installation

18. No Conflict of Interest

The proponent and members of the proponent are requested to disclose any conflict of interest,

real or perceived, which exists now or which may in the opinion of the proponent exist in the

future. The Village reserves the right to disqualify the proponent if, in the opinion of the Village

acting reasonably, it has a conflict of interest, whether such conflict exists or arises in the future.

19. No Interest in Another Proponent

The proponent shall not have any interest whatsoever in any other proponent or in the proposal

of any other proponent nor enter into any arrangement, agreement or understanding either before

or after the submission date that would have that result. Provided however, after the closing date,

the unsuccessful proponents or members of the unsuccessful proponents may, with the consent

of the Village, become involved in the contract, provided such involvement is limited solely to

acting as a subcontractor to the successful proponent.

20. Other

All information collected and materials prepared in regard to this RFP is considered to be property

of the Village. This information shall not be provided to any third-party without prior written

approval of the Issuing Office.

If there is any evidence of misleading or false information in any proposal, the Village may reject

that proposal.

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Time shall be of the essence of this request for proposals and all proposals.

This RFP and all activities connected therewith shall be governed in all respects by the laws of the

Province of Nova Scotia and the laws of Canada applicable therein.

21. Payment Schedule

Payments will be made based on performance and supply of deliverables. The proponent shall

propose a payment schedule, subject to acceptance by the Village.

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Appendix 1 - Proponent’s Submission Sheet - Project: 2022-RFP-GGS-01

The undersigned hereby acknowledges that he/she, as an officer of the stated corporation (the

proponent), has read and understands the specifications and requirements of the proposed project.

He/she further acknowledges that the proponent’s proposed product, equipment, materials, and

services fully meet or exceed those as specified in Village of Bible Hill’s request for proposals.

Additionally, the proponent agrees that all its submission documents and responses to the

aforementioned request for proposals will, at the option of Village of Bible Hill, become a legally

binding and essential portion of the final contract between the successful proponent and Village of

Bible Hill.

The following information must be completed to ensure proposal acceptance:

Dated this ______ day of _________________, 2021.

Proponent’s corporation name: __________________________________________________

Address: __________________________________________________

Village/town/city: __________________________________________________

Province: ___________________ Postal Code: ___________________

Phone number: ___________________ Website: ___________________

Email address: __________________________________________________

Contact name: __________________________________________________

Title: __________________________________________________

Phone number: __________________________________________________

Authorized signature: __________________________________________________

HST registration number: __________________________________________________

NS WCB coverage: ______ Yes ______ No

Professional liability insurance: ______ Yes Amount ($): _________________ ______ No

Having carefully examined the request for proposal document for the aforementioned project and

addenda no. ______ to ______ inclusive, as prepared by Village of Bible Hill, the undersigned

hereby offers to enter into a contract to perform the project work for the fixed fee contract price

of:

Total submission price: ___________________________

The price shall be presented in Canadian dollars and shall include all goods and services to complete

the project, but not including HST.

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Appendix 2 – Overhead of project areas - 2022-RFP-GGS-01

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Appendix 3 – Project area detail - 2022-RFP-GGS-01

*Note: These sheets include existing floorplans from other projects – drawing comments do not

necessarily relate to this project. Please inquire if a drawing component is not clear.

*Note: Additional detail on placement of existing system and an example of a suggested placement

and scope of the project will be provided at the mandatory site meeting. The proponent’s proposal

can deviate from the example to be provided but should include all requirements unless not

reasonably possible or advisable.

Village Office – 67 Pictou Rd

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H. Douglas Boyce Village Hall – 69 Pictou Rd (first floor)

*Note: 3 separate alarm 'zones' are needed for this building due to separate uses:

Yellow – Village Hall

Red – Fire Station

Green – Maintenance Shop

*Note: Existing Cansec (but not Paradox) access control system, along with small network in this

building is connected to system in Village Office building via U/G conduit.

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H. Douglas Boyce Village Hall – 69 Pictou Rd (second floor)

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Bible Hill Recreation Park – 38 Guest Dr

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(continued)

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Airport Field Park – 55 Jennifer Dr

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Appendix 4 – Project costing sheet example - 2022-RFP-GGS-01

*This sheet is available in excel version for interested proponents.