2023-RFQ-07 - Delta County Fairgrounds Security Cameras and Access Control

*NOTE: There is a MANDATORY pre-bid event for this Request for Quote. This event will be held on Monday, August 21st from 10:00 a.m. (MST) to 2:00 p.m. (MST) at the Delta County Fairgrounds located at 575 S River Lane, Hotchkiss, CO 81419. All vendors will meet county staff at the fairgrounds were a sign-in sheet will be provided. Any vendor wishing to submit a proposal MUST attend this pre-bid event. It is highly recommended that 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 initial 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. 

All vendors interested in bidding on the project must participate in a project walk-through with Emergency Management and IT Departments at the Fairgrounds on August 21, 2023 starting at 10:00 a.m. Mountain Standard Time.   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 this grant program.  Staff desires to install cameras at six (6) locations throughout the fairgrounds and 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 preferably integrates with the cameras and complies with specifications in this RFQ.

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

• Heritage Hall –Three (3) exterior cameras and three (3) interior cameras.
• Maloney House – two (2) interior and one (1) exterior camera.
• Rodeo Crow’s Nest (Announcer’s Booth)- Four (4) exterior cameras
• Covered Arena –One interior (1) camera and two (2) exterior facing cameras.
• Grandstands/Ticket Booth and Concession Area – Eleven (11) cameras
• Livestock/Fair Office – Two (2) exterior 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, web portal and/or mobile app with remote control of the PTZ 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 cameras
• Ability for county staff to add or replace cameras in the future without major system reconfiguration or significant costs. The system must allow IT department personnel 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.
• 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 preffered) for hardware to include firmware updates. 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 system for this facility.
• Due to the layout of cameras and the grounds, some cameras may benefit from being solar powered with a WiFI connection to eliminate running ethernet cables, but solar and WIFI are not required. Vendor should explain where this may be applicable and cost comparisons of ethernet vs solar/WIFI.
• Cameras where applicable, should be power over ethernet (POE).
•  As there are not currently any cameras installed at the fairgrounds, all new ethernet cabling will need to be installed by the vendor and in some places will require conduit to protect the cabling. 
•  Delta County has a wireless mesh network installed at the Fairgrounds with access to DMEA Elevate Fiber Internet with speeds between 100 mbps and 1 Gig.  Ethernet powered cameras are preferable over WIFI whenever possible to reduce the bandwidth over our mesh network during large events.  The Delta County IT department has installed existing switches and will be upgrading network switches in several areas as part of this project to accommodate the additional 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 compatable with access cards used with the County’s Avigilion Alta (OpenPath) 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 priviliges 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. 
• Due to limited number of doors, wireless locks not requiring electronic strikes may also be considered and if this is an option should be explained in the quote. 
• Installation will require running of all power/data cabling for control boxes, electronic strikes and readers. 

• ALL QUOTES MUST BE SUBMITTED THROUGH BIDNET. 
• 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 admistered 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. 
• Prior to any purchase, an Environmental and Historic Preservation (EHP) review process must be approved by DHSEM and FEMA. The paperwork for this EHP will be submitted to DHSEM after the walkthrough with vendors in case alterations need to be made to camera mounting locations, etc.  No order may be placed until we receive state and federal approval. 
• Bids must be valid for up to 120 days to accommodate the extended federal review 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. All hardware/software should be shipped to Delta County and County staff will work with the selected vendor to ensure shipments are sent to the correct address.
• 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. 

• RFQ Published on BidNet - Friday, August 11, 2023 at Noon
• Mandatory project walkthrough at Delta County Fairgrounds - Monday,  August 21, 2023 @ 10:00 a.m.
• Quotes, Addendum A and Addendum B due to Delta County - Friday, September 8, 2023 @ 5:00 p.m. 
• Project Completion - 60 days after start of installation