Access Control and CCTV System

RFP: 89th St ACCESS CONTROL AND CCTVSECURITY SYSTEMJanuary 14, 2025Issued by: Congregation B’nai JeshurunContact:Erika contact@example.gov contact@example.gov. Project DescriptionCongregation B’nai Jeshurun (BJ), a campus spanning 88th Street and 89th Street betweenBroadway and West End Avenue, is currently seeking a qualiSed source to provide equipmentfor and installation of an Integrated Access Control System and CCTV Security System. Thisdesired system is for both the building’s exterior and interior. This RFP solely addresses aneed on the 89th side of BJ campus. BJ’s 89th Street East & West entrances currently onlyhave a basic Access Control system in place, which is operated by BJ’s contracted SecurityTeam. It is imperative to both BJ and its tenants to have increased control over its entrancesand individual \oors, as well as an accurate accounting of who and how many people aremoving in and out of the building at any given time. BJ’s 88th Street side su]ers from thesame lack. The long-term goal is to install a system on the 89th Street side, then install acomparable system to the one that is installed on the 89th Street side on the 88th Street side,and link the two into one comprehensive system.2. Background and Historic Building InformationBJ spans a two-building, 80,000 square foot campus, straddling 88th and 89th Street withinNew York City’s Upper West Side Landmark District. Its outstanding features include amagniScent, Moorish-style Synagogue and a 7-story Palazzo-style Community House with anoutdoor space cut-out of the top \oor. BJ has been placed on the National Register of HistoricPlaces. Given the age and location of our campus, only qualiSed individuals or Srms withproven experience working within historical buildings and with the New York City LandmarksPreservation Committee (LPC) should submit proposals to this RFP. All work done on the BJcampus must preserve the historic integrity of the building’s exterior and interior.1Note: As part of the process of receiving funding from FEMA for the work described above, BJpassed an Environmental Planning and Historic Preservation (EHP) review; any and all work that willbe performed in accordance with the awarded monies will take every measure to honor theintegrity of BJ’s historic buildings.The building’s exact locations are:? 270 West 89th Street (BJ Community House)? 257 West 88th Street (BJ Sanctuary)All work pertinent to this Request for Proposal (RFP) will be conducted only in the 270 West89th Street location.The number of doors requiring Access Control in the BJ Community House relevant to thisproject are as follows:? (2) Exterior Doors at 270 West 89th Street (BJ Community House)? (10) total Interior Stairwell doors at 270 West 89th Street (BJ Community House)3. Project SpeciMcationsThis project has two distinguishable but integrated parts: the Access Control System andCCTV System. For grant compliance reasons, in their proposals, Bidders are asked to providedetailed and separate work plans, timelines and budgets for each of the two parts.Part I: The Access Control System will include but not be limited to:a. All hardware proposed must be compatible with and integrated into existing BrivoAccess Control software.b. (12) RFID card readers for:a. (2) Exterior Doors at 270 West 89th Street (BJ Community House)b. (10) total Interior Stairwell doors in the BJ Community Housec. Building-wide cabling up and down (7) seven \oorsd. A system integrated with the current electric locks and mechanical door openers, whichare activated by a push button, at BJ’s 89th Street Entrance. The existing wiring andlocks at the East and West security doors at BJ’s 89th Street Entrance are compatiblewith a larger Access Control System.e. Mobile application capable of opening doors remotely.f. Mobile application capable of viewing camera feeds.g. Comprehensive training of BJ’s security company and selected Senior Sta] on allsoftware and system monitoringh. Minimum of a 1-year warranty on any equipment installed2i. VTM connectionj. A Sta], Tenant and Member Credential Systemk. Interested in discussing if the proposed system could be wired to easily integrate withBJ’s current Napco, Model number 9600 Alarm System in the future.BJ is interested in the bidder proposing a self-contained, self-managed system for creatingcustomizable ID Keycards (RFID secure technology, such as EV2) OR acardless, badgeless Mobile Credentialing System (NFC or BLE) which would operate through amobile phone app, which supports both iPhone and Android operating systemsPart II: The CCTV System (to be integrated with the Access Control System) will includebut not be limited to:Integrating all proposed technologies with BJ’s current video surveillance system (Eagle Eye),as well as capacity to upgrade/replace (25) of BJ’s existing mix of (46) analog and digitalcameras.BJ has (4) di]erent DVR’s spanning both buildings, and (3) di]erent DVRs at its 89th Streetlocation, as the system has been built up piecemeal over the years--this was not intentional.Ideally, BJ would like to have all of its cameras on the same DVR, and welcomes suggestionsfrom vendors on how to make this possible.The following DVRs are in place in BJ’s 89th St Building:? HD DVR is SDI-Magic (12 cameras)*? Analog #1 DVR is Hikvision (14 cameras)*? Analog #2 DVR is Northern (6 cameras)**? HD-SDI Cameras are Unix-SDI? **Analog Cameras are Northern AnalogThe cameras are all hard-wired back to their respective DVR’s, and BJ accesses these DVR’sfor viewing/searching via their IP addresses, on our network, through a web browser. Thecameras themselves are not on our network. Network switches are Cisco Meraki with a MerakiSrewall and WiFi access points. All these systems currently receive real-time network securityupdates, and the WiFi devices separate sta] and guest network trakc.The proposed Video Surveillance system will include, but not be limited:a. Recording Requirements? 30 days – full recording at 10 Frames per second 2048x1536 resolution? DVR Manufacturer – American Dynamics or current best practice equivalent? Camera Manufacturer – American Dynamics or current best practice equivalentb. Video Surveillance Tracking3? The VMS must support multiple advanced Surveillance Tracking functions.c. Incident Builder? The VMS must be capable of providing a template, compiling appropriate dataand/or media, building, exporting, and storing incident reports.d. Presentation Builder? The VMS must support presentation building functions.e. Advanced Integrated Mapping? The VMS must support multiple advanced integrated mapping functions.f. Health Monitoring? The VMS must provide a health monitoring dashboard that will quickly identifythe status of the devices on their system, and of the system itself.NOTES:a. The bidder will be required to adequately train selected BJ sta] on all proposed andinstalled technology.b. Bidders will be required to give a demo of any proposed software system to BJ.4. Bidder QualiMcationsBidders must have a minimum of Sve (5) years’ experience in the installation of IntegratedSecurity Systems in a “multi-site,” hot redundant environment. Bidder must have a currentNew York State Security and Fire Alarm System Installer license, as new Access ControlSystem must meet FDNY Sre requirements They must have the technical skills, materials andequipment necessary to design, prefabricate, install, operate, and test the systems under thiscontract. The successful bidder must be fully qualiSed, certiSed and equipped to complete thework expeditiously and in a satisfactory manner. The successful bidder must keep meticulousrecords and receipts, and be prepared to provide these to BJ’s Snance department regularlyand on-demand.The successful bidder must have completed at least three (3) projects of a similar nature havinga value of at least $150,000 in the previous Sve years as documented by veriSable references.The Contractor’s Manager must have successfully completed, before the start of this project, atleast one project of a similar nature having a value of at least $150,000 in the last Sve years asdocumented by veriSable references. Bidders must have all sta] OSHA certiSed.The persons employed by the Contractor on this project must be experienced in installingcomplex networked security systems and shall have been engaged in the installation of suchsystems for a minimum of three (3) years. The Contractor is required to have in its employment4a Construction Manager assigned speciScally to this Contract, who is required to be on site atall times that work is being done by the Contractor.The successful bidder must prove that it has sukcient resources to complete the project ontime. The Bid letter shall contain documentation speciScally stating the contractor’sexperience, including that it meets or exceeds the required qualiScations. The contractor shallalso furnish a list of projects it has worked on, which demonstrates that it has the required,which list shall include, at a minimum, the name of the project, its location, a contact person forthe Owner having personal knowledge of that project including phone number and address,etc.Bidders will note that BJ expects both VMS/access control and CCTV systems to be fullturn-key solutions. Budgets must be comprehensive and include all software, hardware suchas computers, network switches, cameras, all cabling, and labor to install, set up, and test allsystem components.Comprehensive training on use and maintenance of all proposed Access Control Systems mustbe provided to BJ Operations and Security personnel. Any training costs and hours must beincluded in the Bidder’s budget proposal.Due to the complexity of BJ’s infrastructure, the customer reserves the right, after receipt of thebids but prior to the award of the contract, to request that the apparent low bidder demonstratethe following technical skills:? ConSguration of redundant server software. Demonstrate ability to establish/breakconnections.? Demonstrate Cisco routers and switches conSguration, WAN using TCP/IP basedequipment in layers 1,2,3,4.? Must be comfortable in complex multi-VLAN environments.? Demonstrate experience with asynchronous conSgurations.? ConSgure ODBC links to the county’s HR view tables.? Must have hands-on, command line troubleshooting experience with a Linux operatingsystem.? ConSgure Victor events for automatic camera call up, gate conSguration, paging andemail notiScations.? Demonstrate ability to interface county owned systems such as remote Sre alarms? Demonstrate proSciency in using HTTP, FTP and Telnet protocols.? Demonstrate ability to use available tools such as .NET. C++ and VB to customizereports as neededThe prospective bidder must:5? Have a 6-person technical team with established access control experience.? Advanced training CertiScations and certiSed technicians in proposed operatingsystems, databases, networking and networking infrastructure? Have a dedicated area for system conSguration staging and testing.? Have remote internet connectivity for referencing technical information andcommunications (e-mail), with Seld laptops for remote troubleshooting.? Have the ability to produce CAD drawings as required in the contract.? Have an in-house IT department.? Be OSHA CertiSed.5. Bidder EvaluationWhen choosing the winning bidder, BJ will select the lowest responsive evaluated bid. This is deSned as“a bid that has been examined and determined to be responsive to formal qualiScation requirements,evaluated in detail, found to be compliant with pre-deSned evaluation criteria, and found to have thelowest price after price evaluation and comparison.”1 Please see the Evaluation Criteria above. BJ willthus choose the bid that o]ers the best value for the money (VFM), and evaluate bidder’s proposalsbased upon their relevancy, ekciency, e]ectiveness, impact and sustainability to the task at hand.The Bid Panel will include selected members of BJ’s Senior Sta], Board Members and SecurityConsultants.6. Bidder Insurance RequirementsBidders and contractors shall obtain and maintain in full force and e]ect throughout the term ofany contract resulting from this solicitation, at their own expense, the following insurance withlimits not less than those described below and as required by the terms of any contractresulting from this solicitation, or as required by law, whichever is greater. BJ should be namedas an additional insured party on any such policies.Insurance Type Proof of Coverage is DueCommercial General Liability Not less than $2,000,000 each occurrenceGeneral Aggregate $2,000,000Products – Completed OperationsAggregate$2,000,000Umbrella Liability $5,000,000Personal and Advertising Injury $1,000,0001 https://procurementclassroom.com/the-bid-evaluation-process/6Medical Expenses Limit $5,000.00Business Automobile Liability Insurance Not less than $1,000,000 each occurrenceTechnology/Professional Errors &Omissions Liability Coverage*Not less than $2,000,000 each occurrenceand in the aggregateData Breach Privacy/Cyber LiabilityInsurance*Not less than $2,000,000 each occurrenceand in the aggregateWorkers’ CompensationDisability BeneMtsB’nai Jeshurun reserves the right to award this project to the bidder that presents the bestoverall value to B’nai Jeshurun, as determined solely by the B’nai Jeshurun Executive Teamand B’nai Jeshurun Board of Trustees.7Submission GuidelinesThe following submission guidelines & requirements apply to this RFP:a. Do not assume anything.b. Only qualiSed individuals or Srms with prior experience on projects such as this shouldsubmit proposals in response to this RFP.c. Because both buildings on the BJ campus are listed on the National Register of HistoricPlaces in New York City, only qualiSed individuals or Srms with proven experienceworking within historical buildings and with the New York City Landmarks PreservationCommittee (LPC) should submit proposals to this RFP.d. Note: As part of the process of receiving funding from FEMA for the work describedabove, BJ passed an Environmental Planning and Historic Preservation (EHP) review; allwork performed in accordance with the awarded monies must take every measure tohonor the integrity of BJ’s historic buildings.e. Equipment purchased with grant funds must fall within the allowable equipmentcategories for the NonproSt Security Grant Program (NSGP) as listed on the FEMAAuthorized Equipment List (AEL). https://www.fema.gov/authorized-equipment-list.Note: BJ will work with the selected contractor to ensure this requirement is met.f. Expense Tracking. As part of receiving the grant monies, BJ must submit meticulousreceipts to FEMA to be reimbursed for dispensed funds. All original receipts must besafely stored and presented to BJ’s Snance department by the selected contractor uponrequest.7. ScheduleIn order for BJ to adhere to the conditions included in the DHS grant supporting this project,the work on BJ’s campus described within this proposal must be completed no later thanAugust 31, 2025.BJ is looking for a partner who can respect the tight timeline outlined below:a. Bidders may request RFPs from BJ from 2/10/25-2/16/25.b. Bidders will have from 2/24/25-3/7/25 to: review the RFPs, schedule and attend sitevisits at BJ, if they feel that this will help inform their proposal, and submit anyquestions to the BJ Bid Committee. Bidders have (1) one week to Snalize and submit adetailed proposal for the work they have selected to BJ, adhering strictly to the rulesand Bidder Requirements outlined in the RFPs.8c. The Proposal Submission Deadline is 3/7/25.d. The BJ Bid Committee will then take one (1) week to review all submitted proposals,pose any questions to bidders, and generate a short list of candidates.e. BJ will respond to all Bidders by 3/17/25 potentially with questions.f. Each Snalist will be given (1) week to review and respond to BJ’s questions. Thedeadline for bidders to submit answers and any Snal questions to the BJ Bid Committeeis 3/28/2025.g. Contract Award Deadline: BJ will choose a partner, and notify them in writing, byno later than 3/31/2025.h. Once the partner is chosen, BJ will expect a detailed Work and Payment plan by4/30/2025.i. Work will begin by a reasonable and mutually agreeable date between both partiesanytime after the Snal plan is Snalized by both project managers.j. Bidder selection may take into consideration a company’s work hour bexibility; theability to work after 3pm on any given weekday and/or on weekends toaccommodate the needs of a grade school tenant of BJ. Willingness to respondto unexpected circumstances in the event of noise is preferred.k. All work and installation must end no later than August 31, 2025.l. BJ must submit all Snal receipts and bookkeeping materials for reimbursement no laterthan 30 days after August 31, 2025. The chosen vendor must be prepared to respect allof these deadlines. Items needed from the vendor but not limited to are Paid StampedInvoices, ACH payment proof, corresponding bank statements.m. ConSdentiality. The chosen contractor will be respectful of any and all privateinformation that it may handle while issuing BJ Member, Sta] and Tenant AccessCards, working within rabbinical okces, and handling any other sensitive securityinformation. To this end, the chosen bidder will be required to sign a Non DisclosureAgreement (NDA).n. Bidders intent on submitting a proposal should notify the representative(s) identiSed onthe cover page no later than the dates outlined in Section 2.5 above.o. A brief but comprehensive technical proposal must be provided by the successfulbidder. This technical proposal must provide an overview of the proposed solution aswell as resumés of all key personnel performing the work. In addition, the technicalproposal should provide a proposed schedule and milestones, as applicablep. A brief but comprehensive price proposal must be provided. This proposal shouldindicate the overall Sxed price for the project, as well as hourly rates and an estimatedtotal number of hours, should BJ decide to award a contract on an hourly rate basis.q. An Itemized pricing list of materials and/or equipment to be purchased, as well as allequipment warranties, warranty duration and servicing guarantees should be provided.98. Project Scope (See Appendix 1) & Evaluation CriteriaThe successful bidder will provide a Work Plan and Payment Schedule incorporating theprinciples of: pricing, quality, adherence to schedule, and value.Proposals must be signed by a representative authorized to commit the bidder's company.If you have a standard set of terms and conditions, please submit them with your proposal. Allterms and conditions are subject to negotiation.Proposals must remain valid for a period of 60 days.Acceptance of the work is contingent upon the following Acceptance Criteria:? Pricing/value (including future cost/cost to own)? Quality (both equipment and labor)? Adherence to schedule? Support (maintenance/training/recommendations/warranties/added value)? Bid Evaluation Scoring9. RFP & Project TimelinesThe Request for Proposal timeline is as follows:Begin Date End Date Action01/27/2025 2/9/2025 Ads Published soliciting bids for RFP’s2/10/2025 2/16/2025 Bid documents can be requested2/17/2025 2/21/2025 RFP spec documents delivered to bidders by eMail2/24/2025 3/7/2025 Bids submitted no later than March 7, 20253/10/2025 3/14/2025 Bid review and vendor selection by Board Building Committee3/17/2025 3/28/2025 Bidder and Bid Committee exchange questions about bids and project4/1/2025 4/4/2025 Winning bid vendor notiSed4/7/2025 ongoing Vendor work may commence (non-noise producing activities i.e.: site10surveys, equipment ordering, obtaining permits)6/23/2025 8/31/2025 Physical construction may begin (noise producing)on-going 8/31/2025 All work completed and all receipts submitted to BJ’s Snance departmentBidders may propose a date earlier or later, and will be evaluated accordingly. Thank you foryour attention and consideration. Service-Disabled Veteran-Owned Set Aside: No Due date:02/13/2025 Contract term: 08/31/2025 County(ies): New York Location: New York, NY Business entities awarded an identical or substantially similar procurement contract within the past five years: n/a