2023-RFQ-09 - Delta County Fairgrounds Security Cameras and Access Control

Addendum 1 - Vendor Questions and Answers from Delta County uploaded as well as the sign in sheet for vendors who participated in the December 19, 2023 walkthrough.  

*NOTE: This is a re-posting of a previous Request For Quotes (2023-RFQ-07). For vendors who did not participate in the walk-through this summer, there will be a pre-bid showcase at the fairgrounds for vendors to visit the spaces and take photos, measurements, etc. The pre-bid walk-through will be held on Tuesday, December 19th at 2:00 p.m. (MST) at the Delta County Fairgrounds – Maloney House located at 575 S River Lane, Hotchkiss, CO 81419.

All vendors participating in the walkthrough will meet county staff at the fairgrounds were a sign-in sheet will be provided. Any vendor wishing to submit a proposal who did not attend the August 21, 2023 pre-bid event MUST attend this pre-bid event or send a representative. Vendors who attended the walk-through in August are welcome to attend again but it is not mandatory.  It is highly recommended vendors attending this event, download and bring a copy of the floorplans (labeled Attachment C) uploaded under 'Documents' to the event.

PUBLIC NOTICE - REQUEST FOR QUOTES
DELTA COUNTY, COLORADO
INSTALLATION OF SECURITY CAMERAS AND ACCESS CONTROL – DELTA COUNTY FAIRGROUNDS

NOTICE IS HEREBY GIVEN that the Board of County Commissioners of Delta County, Colorado, is soliciting "Request for Quotes" (RFQ) from professional firms that are interested in and capable of providing services related to the design, installation and configuration of a cloud-based security camera system and integrated door access control system at the Delta County Fairgrounds in Hotchkiss, CO.  The project involves the installation of security cameras inside and outside of buildings at several facilities across the fairgrounds and will require installation of mounting brackets, running new ethernet cables and access control readers, strikes and control boxes. 

Vendors with questions should contact Delta County Emergency Manager Kris Stewart at kstewart@deltacountyco.gov.  

Background and Project Description:
The Delta County Fairgrounds located in Hotchkiss, Colorado is a mix of several multi-use buildings including the grandstands, livestock barns, arenas, Heritage Hall and the Maloney House.   Currently the fairgrounds does not have any security cameras or access control and as a multi-use facility, the county is seeking to improve security before, during and after events through addition of security cameras and access control.

The county is seeking a professional firm to provide all the required hardware, installation and configuration of a security camera system and if possible, an integrated access control system that will best fit the needs of Delta County and secure the Delta County Fairgrounds against vandalism, theft, and other criminal activity and threats. 

County staff have identified priority areas for the fairgrounds where security cameras and access control are needed and which will be funded with by a Homeland Security grant.  The County seeks to install cameras at the below identified locations at the fairgrounds that include both interior and exterior cameras that must be weather resistant capable of withstanding heat, cold, rain, snow, and dust.  Access control will be installed on four (4) entry doors and must be a cloud-based system that complies with the specifications in this RFQ and preferably integrates with the cameras in an online dashboard interface.

Camera Locations:
Delta County is seeking to install new security cameras in the following locations:

• Heritage Hall –Three (3) exterior POE cameras and one interior 360-degree POE camera
• Maloney House – two (2) interior and two (2) exterior POE cameras.
• Livestock/Fair Office – Three (3) exterior POE cameras
• Grandstands – Sound room interior – one (1) POE camera

• Rodeo arena Crow’s nest (announcer booth) – two (2) exterior POE cameras.

• Cloud Based Interface and Storage -  Delta County desires a security camera system that records all footage to the camera and then to the cloud to eliminate the need for on-premise DVR storage of footage. 
• The County should be able to view cameras via live streams from the internet and/or mobile app with remote control of the cameras without use of a VPN connection.
• On-Camera storage is desired with a minimum of 20 days storage capacity but system must store footage in the cloud for minimum of 20 to 30 days.
• High Resolution, motion detection cameras with AI features such as: license plate recognition, people and vehicle counting, tamper detection and other features are highly desired.
• Cameras must be digital/IP based, power over ethernet cameras
• The system must allow county staff to maintain and replace/upgrade cameras as needed and not require vendor support except as needed.  Vendor should describe what support they will offer after the sale and initial installation and what fees are associated with support.
• Ability to set email and/or SMS event alerts for motion detection in sensitive areas during specified hours and/or when the system goes offline.
• Ability to export video from on-camera or cloud-based storage to a standard video format so it can be viewed by staff, law enforcement or others without a proprietary player/viewer (such as .mp4).
• The option and ability to share livestream view only feeds is desired.
• Warranty/support minimum of 3-5 years (with longer term preferred) for hardware to include firmware updates is desired. Vendor should provide county with anticipated lifecycle of hardware so we can add hardware to our capital improvement plan as needed.
• The desired system will integrate access control and cameras into one cloud-based dashboard for administration of the cameras and access control.
• As there are not currently any cameras installed at the fairgrounds, all new ethernet cabling will need to be installed by the vendor. If during the walkthrough a vendor identifies networking needs and/or additional power requirements which are required to be completed by the County prior to work starting, this must be clearly identified in the bid submitted to the county so staff can review available funds and incorporate the additional work into the cost of the project.
• Delta County has DMEA Elevate Fiber Internet with speeds between 100 mbps and 1 Gig at the fairgrounds.  Each of the buildings where access control and cameras are being installed have a network connection to ELEVATE in the building and POE switches. The Crow’s Nest has CAT 6 cabling run to the building and a POE switch mounted in the building already. Delta County IT can install additional POE switches in these facilities to accommodate the access control and cameras at these facilities. For questions about IT network infrastructure and hardware, please contact John Latta, IT Director at jlatta@deltacountyco.gov  

• Access control is needed on four (4) entries at the Fairgrounds to allow staff and outside individuals/organizations who rent the facilities to be able to access the facilities after hours. Access control will be needed on the exterior main doors of the Maloney House, on the exterior restroom hallway and interior hallway door of Heritage Hall and on the NE exterior door to the Livestock/Fair Office. 
• Access Control readers will need to be compatible with the County’s existing access control system which accepts MIFare Classic/DESFire/Ultralight CSN, OpenPath DESFire EV3 and Proximity cards as well as high and low frequency cards.
• An integrated system with the cameras is preferred so staff can easily manage cameras and access control for the fairgrounds through one platform.
• Access control must allow access credentials to function via SMS text, or app (Bluetooth) as well as work with physical access cards to enable staff to grant access remotely via the dashboard, via access privileges distributed via SMS/App and/or physical key card that can be deactivated as needed for events.  Example - Facilities staff electronically grants access to Heritage Hall for a special event on Saturday via email, SMS or app authorization. 
• Installation will require running of all power/data cabling for control boxes, electronic strikes and readers. 

• ALL QUOTES MUST BE SUBMITTED THROUGH BIDNET. 
• Submitted bids should itemize cost for cameras and associated hardware, etc by facility and then cost for access control and a total lump sum for the entire project as installed. 
• This project is being funded by a federal grant through the Federal Emergency Management Agency (FEMA) through the State Homeland Security Grant Program which is administered by the CO Division of Homeland Security and Emergency Management (DHSEM) and the West All-Hazards Region, whose fiscal agent is San Miguel County, Colorado. 
• The County has completed pre-installation requirements through a FEMA Environmental and Historical Preservation Review (EHP). Any deviation from proposed camera locations will need to be documented in your bid and/or questions sought to County staff as substantial alterations cannot occur since the EHP has been approved. 
• Bids must be valid for up to 90 days to accommodate the extended procurement process associated with this grant.
• Delta County, Colorado and federal grant funds are exempt from Colorado Sales and Use Tax and quotes should reflect this tax exemption status.
• Delta County intends to execute a professional services agreement with the selected vendor for the duration of the installation and expects that installation will not take more than 60 days unless known supply chain issues are disclosed during the quote process.
• Purchase Orders for this project will be issued by the San Miguel County Sheriff’s Office as they are the fiscal agent for the Homeland Security Grant. Any hardware requiring shipment to site will need to be coordinated in advance with Delta County Emergency Management to ensure the delivery is addressed correctly. 
• The Homeland Security Grant only allows for initial service agreements for up to one year after which the County will be responsible for service agreements/cloud storage costs.  Your quote should reflect cloud management/storage for up to 12 months only and include pricing separately for three (3) and five (5) year subscription plans that the county can purchase separately from the grant.
• Bidders must review and return signed Addendums A & B with bids since this is a federally funded project. 

• Will the County be providing a scissor/boom lift or any equipment to assist with installation?
  •  No, vendors will be responsible for providing all ladders, man-lifts or equipment to complete the installation. The County does not have any equipment available for contractor use to complete this project.
• If an installer has multiple vendors they work with, can multiple quotes be provided in response to this RFQ?
  • Yes, proposals can include pricing from multiple vendors if you represent multiple vendors. Please make sure the bids are clearly presented as separate bids when submitted. 
• Is there attic access in the Maloney House for cabling?
  • Yes. The only attic access we have found is through the bedroom closet in the northwest corner of the structure. 
• Do the camera symbols on the floorplans indicate the desired direction of the cameras?
  • Not specifically. They are there to indicate the approximate location of cameras and placement will be best defined by vendors in your field of expertise to maximize the efficiency of the cameras.
• Heritage Hall – what does the County want to capture on camera on the Southwest/West entry to Heritage Hall?
  • The County desires to capture the exterior of Heritage Hall to the West and SW sides of the structure as well as under the covered porch with a vantage point showing the double entry doors for large events.
• Are there any plans for updates in Heritage Hall that could make installation more difficult?
  • The County does have plans to install drywall on the interior walls of Heritage Hall for sound dampening. The updates are planned for early 2024. Delta County Building & Grounds will work with the contractor to reasonably accommodate cabling, camera installation and access control installation.
• What should the cameras on the exterior of the Livestock Office capture?
  • The exterior livestock office cameras should capture the livestock barn/power transformers and livestock scale to the SW of the office, the east camera is desired to capture the corner with power transformers and as much of the grandstands as possible and the north camera is desired to capture foot/vehicle traffic in front of the office out towards the main parking lot. 
• The Maloney House currently has a set of double wood/glass doors – are there plans to upgrade that door for access control?
  • Yes. A door has been purchased and is planned to be installed in early 2024. Facilities hasn’t had time with competing projects in the fall of 2023 to get the door replaced. A metal door with metal frame will be installed at Maloney House to accommodate access control.
• Are there any security frameworks vendors need to be in compliance with?
  • This is a project being funded by a Federal Grant from FEMA and as such, certain requirements exist. FEMA Policy # 405-143-1 (included in this document) as well as several pieces of federal legislation including John S. McCain National Defense Authorization Act for Fiscal Year 2019, and 2 CFR Part 200 and OMB Guidance, directs that no grant recipient (Delta County) may expend FEMA/Federal funds on any equipment that is made by Huawei Technologies Company or ZTE Corporation or any subsidiary or affiliate. For the purpose of Public safety and security of government facilities, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company or Dahua Technology Company or any subsidiary of such entities is prohibited. For the full restrictions and requirements on use of federal funds, please read FEMA policy 405-143-1 that is included in this RFQ.
• Does the County have any plans to upgrade network connection between the buildings and is there a consideration for microwave connection between buildings to share data and reduce CAT6 runs?
  • Delta County IT is exploring an option to have fiber installed in a loop between buildings and/or a combination with microwave links.  However, that will be after this project must be completed.  All facilities where cameras and access control are planned have existing network infrastructure and fiber-based internet existing in the facility.  Specific questions can be asked at the walkthrough after examining the facilities.
• Can vendors propose new locations for cameras or are they restricted to what is shown on the plans?
  • Recommendations for camera placement will be accepted and minor adjustments will be allowed. However, a Historic Preservation Review was completed by FEMA for the grant funds and major changes to the placement of camera will require a re-submission of historic preservation paperwork to the State and FEMA which could delay approval by up to 6 months.

• RFQ Published on BidNet – Friday, December 8, 2023 at 2:00 pm
• Mandatory project walkthrough at Delta County Fairgrounds (if vendor didn’t participate in August 2023 walkthrough) – Tuesday, December 19th at 2:00 pm.
• Quotes, Addendum A and Addendum B due to Delta County – Friday, January 12, 2024 at 5:00 pm
• Project Completion - 60 days after start of installation