Tender for the supply, installation and maintenance of public space CCTV equipment in Rossendale

Closing date for tenders:

12 noon 29 th October 2018

Contents

1. Introduction. 2. Procurement process and evaluation of tenders 3. The requirement 4. Price schedule 5. Method Statements

1. Introduction

Basis of the Contract

The purpose of this document is to invite you to tender to meet the requirements of Rossendale Council.

The Requirement

Competition is invited for the supply and maintenance of public space CCTV systems in Rossendale. Full details are set out below.

Additional tender

This tender is to be read in conjunction with the Rossendale People counting system tender, details of this can be found on the Rossendale Borough Council website under ‘tenders’

The ‘people counting’ tender and this tender are independent tenders and will be awarded separately; so they may or may not be awarded to the same tenderer. Tenderers should familiarise themselves with both specifications to ensure compatibility between the two systems as this is an essential requirement. If awarded separately, each appointed contractor has a duty to co-operate with each other to ensure the success of both systems.

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It is assumed that all people counting devices /cameras will be mounted on the same poles as the CCTV, using/sharing the power supplies and internet connections as provided in the CCTV tender/installation, and all reference locations refer to the listed locations in the CCTV tender.

It is the ITT1 CCTV tenderers responsibility to ensure that sufficient ports, connections (inc., power) and transmission capacity are provided for the people counting system.

Project Timescales

Project delivery can start from 26th November 2018

Contract period

The Customer anticipates that maintenance will be required for 24 months, following installation of equipment

There is an option to extend the call off by a period of up to a further 24 months.

The Customer will reserve the right to cancel the call off or remove the nominated supplier(s) from the call off contract in the event that there is a material concern which seriously jeopardises the position of the Customer.

Firm Price Period

Maintenance prices will remain firm for a minimum of 24 months from the start date of the maintenance provision.

Prices will remain fixed for the duration of the installation of all work packages, and total cost will not exceed the resource envelope.

Call Off Spend.

All subcontracting arrangements must be facilitated within the submitted costs.

It is anticipated that this will include detailed breakdowns with regards to the separate components of delivery as per the pricing schedule below.

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2. Procurement Process and Evaluation of Tenders

Procurement timescale

The process is being conducted in accordance with the following indicative timescale:

Competition document issued…………………………..……….w/c 24th September 2018

Closing date for receipt of document………………………….29th October 2018 at 12 noon

Standstill period………………………………………………………….w/c 12th November 2018

Contract award…………………………………………………………..w/c 26th November 2018

Clarification questions should be submitted to the Nominated Officer: Dorian Roberts before 5pm 22nd October 2018.

Other than via the Nominated Officer, no Council employee or member of the Council has the authority to give any information or make any representation (express or implied) in relation to this ITT or any other matter relating to the Contract.

Please note that the Council’s responses to any queries or clarification requests may, at the Council’s discretion, be circulated to all Tenderers.

The Council reserves the right to issue supplementary documentation at any time during the tendering process to clarify any issue or amend any aspect of the ITT. All such further documentation that may be issued shall be deemed to form part of the ITT and shall supplement and/or supersede any part of the ITT to the extent indicated.

Tenderers must obtain for themselves at their own expense all information necessary for the preparation of their Tenders.

Under the Contract, the Council will require compliance with its policies. Tenderers are advised to satisfy themselves that they understand all of the requirements of the Contract before submitting their Tender.

The Tender must be received in accordance with the relevant instructions no later than the date and time indicated.

Tender Submission Requirements

Tenders must be written in the English language.

Tenderers must provide responses as set out in the Checklist for Tenderers. Ensure your submission, including additional pages, reflects the numbering format used in the Schedules so it is clear which part of a Schedule or question your response applies.

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Only one Tender is permitted from each Tenderer. However, please note the requirement to provide a Tender for ‘upgraded’ cameras. In the event that more than one is submitted by a Tenderer, the one with the latest time of submission will be evaluated and the other(s) disregarded.

The Tender (including price) should remain valid for a minimum of 90 days.

The Tender must not be qualified in any way.

Any signatures must be made by a person who is authorised to commit the Tenderer to the Contract.

Your full registered business/name and main office address must also be provided on all documents.

The Tender must be submitted via tenders@rossendalebc.gov.uk or alternatively by post to

Committee and Member Services ManagerRossendale Borough CouncilRoom 213The Business CentreBacupOL13 0BB

Please ensure that your tender is in an in envelope marked “Tender-Strictly Confidential – CCTV equipment, to be opened by addressee only”. The envelope must bear no name or other distinguishing matter or mark revealing the identity of the sender.

Evaluation of Tenders

All responses will be assessed against the Evaluation Criteria set out below:

EVALUATION CRITERIA WEIGHTINGPass/Fail

Project pricing – detailed cost breakdown – (see section 4)Maintenance pricing (see Section 4)

60 %

Method Statement 1 – Implementation Plan (detailed description of how the Tenderer will meet the requirements of the project within time constraints) 1000 word limitMethod Statement 2 –

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Methodology (Detailed description of how the Tenderer will manage each work package) 1000 word limit

40 %

Method Statement 3 – Implementation Risks and Advantages (How the Tenderer will mitigate and manage risks and bring innovation) 500 word limitMethod Statement 4 – Ensuring minimal downtime of CCTV Coverage 750 word limitMethod Statement 5 – Training (Detailed description of how the Tenderer will train staff in use of any new equipment and/or technologies) 500 word limitMethod Statement 6 – Maintenance (Detailed description of how the Tenderer will maintain both legacy [if any] and new equipment) 1000 wordsMethod Statement 7 –Please submit your Company’s Health and Safety PolicyMethod Statement 8 – Please submit your Company’s Public Liability insurance documentation

A bid will not be accepted that significantly fails to satisfy any specific criterion, even if it scores relatively well against all other criteria.

In the event that evaluating officers, acting reasonably, consider that a tender is fundamentally unacceptable on any issue, then regardless of the tender’s other merits or its overall score, and regardless of the weighting scheme, that bid may be rejected.

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Price

Tenders will initially be assessed on a pass/fail basis in relation to the available project resource envelope.

Tenders within the resource envelope will subsequently be assessed for project and maintenance pricing.

Tenderers’ price scores will be based on the lowest price submitted by tenderers.

The tenderer with the lowest price will be awarded the full score of 60%, with the remaining tenderers gaining pro-rata scores in relation to how much higher their prices are when compared to the lowest price.

Non-Price

Tenderers are asked to respond to a number of method statements (Schedule 2) which are intended to explain how they meet specific requirements. There are 6 method statements in total.

Each method statement will be scored on a scale of 0 to 3 points, in accordance with the following scheme:

Score Performance0 The response raises major concerns about

understanding or approach which is potentially highly detrimental to satisfactory service delivery or contract performance.

1 The response suggests significant shortcomings of understanding or approach which may impact on service delivery or contract performance.

2 The response suggests minor shortcomings of understanding or approach which may impact to a short extent on service delivery or contract performance.

3 The response raises no concerns about understanding or approach to service delivery or contract performance.

If a tender scores ‘0’ against any one or more method statements, this will give grounds for excluding that tender from any further consideration. For any tenders so excluded, the relevant price will also be excluded from the evaluation.

Clarification meetings

The Council reserves the right to hold clarification meetings, site visits and/or interviews as it considers appropriate both before and after tender submission.

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Site visits

Site visits to all locations detailed in the specification can be arranged. Please express an interest in taking part in a site visit via the Nominated Officer.

Award of Contract

It is envisaged that one contractor will be appointed on the call off.

The Customer does not bind itself to accept the lowest or any bid.

Upon conclusion of the evaluation of responses the bid with whom it is agreed should be awarded the call off will be advised accordingly in writing with the issue of an ‘Acceptance’ letter.

Bidders who are unsuccessful will be advised of this in writing via a ‘Non acceptance of Submission’ letter.

3. The requirement

Rossendale Borough Council is currently seeking to upgrade its CCTV cameras, improving the quality of the images of existing cameras, providing some new installations and enabling all to be networked so they can be hosted securely over the internet and accessed and remotely controlled by the Blackburn Hub Data Centre and also accessed by the police remotely. The cameras to be upgraded are mapped (blue) and also the new cameras (red) on the associated plans. There may be other Council CCTV cameras in the vicinity but do not form part of the tender unless detailed within this document.

In this document ‘Contractor’ means the person, firm or company whose tender to perform the Contract is accepted and where the context so admits, his personal representatives, successors and permitted assignees. All works, materials and equipment for the works below are to be provided by the Contractor unless expressly stated otherwise.

With the exception of the Stacksteads camera, there are three main areas which are to have camera feeds directed to hub points within each area. These are detailed below.

Rawtenstall

Unlike the other town areas with standalone cameras, the Rawtenstall system already currently uses wireless links to link back to a BT cabinet which is roof mounted above camera Number 3 and 4. All these cameras are currently operational. This hub point is to be moved to a new cabinet provided and installed by the Contractor in the Town Square with pole for hops at junction of Kay Street. Include for any additional hops on existing street lights which may be needed to facilitate transmission of the signal to the new hub point. Allow for switches to be installed and for all connections, configurations, commissions and testing. The camera feeds are currently hosted through a secure Hik-connect system onto the web. This existing model of internet hosting via Hik-connect or similar is what we

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envisage for the two other hub locations at Bacup and Haslingden, and to continue at this new hub location in Rawtenstall.

Camera 1 St Mary’s Way – opposite Bacup Road junction This camera currently links back to camera 2 via a single radio link. Contractor to price for new Hik DS-2DE5225lW-AE camera or equivalent on the existing pole on swan neck bracket, also to install an appropriate bandwidth link to camera 2 as needed. Include removal of all existing equipment from existing WEC cabinet based pole and dispose. Ensure good views by the camera along St Mary’s Way and Bacup Road – at least 300m.

Camera 2 St Mary’s Way – Bank Street This camera is linked back to the receiving hub at camera 3 location over a single radio link; this link also carries the signal from camera 1. Contractor to price for new Hik DS-2DE5225lW-AE camera or equivalent on the existing pole and the installation of new appropriate bandwidth links as required. Include removal of all existing equipment from existing WEC cabinet based pole and dispose.

Cameras 3 and 4 - Bank StreetThis collection of cameras consists of two static wall mounted cameras and one PTZ camera all cabled directly back to the recording cabinet at the collection point hub. All existing cameras to be removed and replaced by two opposite facing cameras. Contractor to price for removal of all existing cameras, brackets and cabling. Install 2 new Hik DS-2CD2635FWD-IZS camera or equivalent, these are to be linked via radio hops to the proposed camera and hub point on Kay Street, via camera 2.

New Camera #5 – Newchurch Road opposite marketInstall a new WEC cabinet based pole with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket to be fed back into the recording cabinet hub via appropriate bandwidth radio hop/s as required. This will negate the need for upgrade to the current camera at the box junction on St Mary’s Way which has not been included.

New Cameras #6 and 6a – Junction of Bocholt WayInstall new WEC cabinet based pole with two separate cameras. Install 1 of Hik DS-2DE5225lW-AE cameras or equivalent with views of Bocholt Way and along the A682 generally towards Burnley, and 1 of Hik DS-2CD2635FWD-IZS or equivalent with fixed views of the A682 junction of Bury Road and the entrance/exit of the A682 generally towards Manchester, both to be fed back into the recording cabinet hub. Allow for appropriate bandwidth radio hop/s as required to link to camera 1, then ultimately back to the hub point.

New Camera #7 – Bacup Rd opp. Lord StreetInstall new Hik DS-2DE5225lW-AE camera on a wall bracket at Job centre above roadside cabinet containing mains outlet and space for ancillary equipment, to be fed back into the main recording cabinet hub via appropriate bandwidth radio hop/s to camera 1 as required.

New cabinet hub point #8 – Kay Street junction on Town SquareInstall secure street cabinet with wires through ducting into pole. Install radio hops as necessary on column to receive the feeds from cameras. This will act as the new hub point

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and is to be powered and set up for fibre broadband by the Contractor so the camera feeds are streamed to the internet using the secure Hik-connect system. Allow for connections and hardware as needed. The required recording criteria are twenty five frames per second for a minimum period of thirty one days with a high resolution for all cameras. The hardware at the hub point shall be fitted with dual redundant power supplies.

Haslingden

The collection point for this town is to be John Street camera unless a better alternative is suggested. There is an existing cctv cabinet here that can be utilised for the router and ancillary equipment. This hub can be radio linked to camera 4 via a street column repeater to collect the other cameras. These links to be high capacity, with secondary radio links being sized according to requirement using lamppost hops.

Camera 1 Helmshore Road – Grane RoadRemove existing camera from existing WEC cabinet pole and dispose. Replace with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. Install appropriate bandwidth link to camera 2.

Camera 2 Deardengate – Blackburn Road Remove existing camera from existing WEC cabinet pole and dispose. Install new Hik DS-2DE5225lW-AE camera or equivalent on existing outreach bracket. This camera could be fitted with radio link repeater to camera 4 via a street column repeater partway at junction of Hindle Street.

Camera 3 Blackburn Road – John Street Remove existing camera and wall bracket and dispose. Install new wall bracket and fit Hik DS-2DE5225lW-AE camera or equivalent. This camera to be fitted with a relay transmission repeater with radio hops at the top of John Street on a lamppost, from this lamppost the signal will be linked to camera 4. Contractor should price and detail their solution for adequate number of hops to bring signal to collection point. Contractor to also allow in the tender for installing new cabling to the collection point cabinet. Allow for switches to be installed and for all connections, configurations, commissions and testing. The required recording criteria are twenty five frames per second for a minimum period of thirty one days with a high resolution for all cameras. The hardware at the hub point shall be fitted with dual redundant power supplies.

Camera 4 Junction of Deardengate and Bury Road Remove existing camera from existing WEC cabinet pole and dispose. Install new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. This camera and pole should be configured with appropriate bandwidth link and a repeater on street column at top of John Street.

Camera #5 Manchester Rd junctionInstall a new WEC cabinet based pole with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket to be fed back into the cabinet hub at John Street via appropriate bandwidth radio hop/s as required, Contractor to detail how many are required and price accordingly.

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Bacup

The hub collection point is to be at camera 1 which also has a cabinet that can be used for router and ancillary equipment and hardware. The cameras will be linked using standard radio links with pole mounted high capacity links at camera pole at top of Union St to link to camera 1 collection point.

Camera #1 Union Street – Irwell Street Remove existing camera and slimline pole and dispose. Install new slimline pole with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. Also install appropriate bandwidth repeater linking to another repeater that is to go on camera column at top of Union Street, the camera itself at the top of Union St is not to be upgraded. There is a nearby cabinet round the corner of camera 1 and will act as collection point hub. Contractor to also allow in the tender for installing new cabling through the duct to the collection point cabinet. Contractor should price and detail their solution for adequate number of hops to bring feeds to this collection point. Allow for switches to be installed and for all connections, configurations, commissions and testing. The required recording criteria are twenty five frames per second for a minimum period of thirty one days with a high resolution for all cameras. The hardware at the hub point shall be fitted with dual redundant power supplies.

Camera 2 Market Street – Burnley Road Remove existing camera from existing WEC FM pole and dispose. Replace with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. There is a cabinet opposite side of road that serves this camera. Install appropriate bandwidth link to collector pole at top of Union St and hop relays for receiving from other cameras as necessary. Ensure good views by the camera along Yorkshire Street and Burnley Road – at least 200m.

Camera 3 James Street by libraryRemove existing camera from existing WEC cabinet pole and dispose. Replace with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. Install appropriate bandwidth radio hop to transmit signal to camera 2 and ultimately back to collection point at camera 1.

Camera #4 opp. Lee Street and Morrisons StoreInstall a new WEC cabinet based pole with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket to be fed back into the hub at camera 1 via appropriate bandwidth radio hop/s as required.

Camera #5 Rochdale RoadInstall a new WEC cabinet based pole with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket to be fed back into the recording cabinet hub at camera 1 via appropriate bandwidth radio hop/s as required. This column to be located near to lamp post 13 on Rochdale Road.

Stacksteads New LineCamera at New Line junction, StacksteadsRemove existing camera from existing WEC cabinet pole and dispose. Replace with new Hik DS-2DE5225lW-AE camera or equivalent on swan neck bracket. Install appropriate

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bandwidth link to Council premises with receiver at Futures Park. Include all connections, configuration, commission and testing.

Upgrade SpecificationIn the tender detail above, the specification for the cameras is predominantly for Hik DS-2DE5225lW-AE or equivalent, this is an HD camera with pan and zoom and Infra-red for night time as standard. We also require a price for if we were to increase the spec to a 4k quality camera, with infra-red and also with ultra-low light capabilities, such as the Hik DS-2CE78U8T-IT3 or equivalent, and additionally we also require a price for if we were to increase the spec to a camera with switchable white light capability, such as a 360 Vision Illuminator Dome HD 030317 or equivalent.

General SpecificationFor Bacup and Haslingden we require the supply and installation of a network of radio hops on the cctv columns and also on street columns (these will be identified by the successful Contractor for approval by Highways Dept prior to works) to achieve a perfect feed into each hub point. The Contractor is to detail how many hops are required and price accordingly, these should provide uninterrupted signal that is unchanged by the seasonal and future growth of existing trees. All required cabling, connections, POE injectors, PSUs, outreach brackets and switches to be included in the tendered price. Radio links to be all using 5.8GHz light licensed equipment in combination of lower bandwidth and higher bandwidth links to create working systems.

The cameras to be supplied with internal drives as is standard SD card and configured so should a signal be interrupted then the recorded video will be stored locally and automatically sent through to the recording hub once connection is re-established. Details of this process should be explained to the Client.

The Contractor to price for connection and router at the hub points for fibre broadband to be capable of running the number of cameras required plus another 25% for future expansion. Bacup and Haslingden will need brand new connections; Rawtenstall may re-use or upgrade the existing internet connections as necessary re-routed to the new hub point. Once connected the contractor to host on the Hik-connect secure web based system as is currently operational in Rawtenstall. Included in the price must be any extensions to columns or brackets to enable radio links and line of sight. The Contractor to price appropriate viewing platform at the CCTV Hub, and complete full documentation and training for users.

The Contractor to include in their price for any traffic management required for the works, the successful contractor will be required to liaise with Lancashire County Council for permission for these and must factor in any delays incurred.

The contractor can retain and re-use any of our existing working radio links, hardware and power as required. Any radio repeater hops and transmissions that are detailed in the document or deemed by the contractor as necessary to transit all signals from cameras to the hub point must be detailed priced in the Bill. The Contractor must include for establishing separate unmetered power supply to radio hops on street columns and for establishing new unmetered power supply for new columns, liaison with Highway authority and/or electricity provider to be included as must all associated costs. Mains power

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installations must be provided via appropriate and compliant electrical installer. Existing power to existing columns as well as existing CCTV cabinets can be used by the contractor for hardware and ancillary equipment. Rossendale Council to be responsible for the on-going internet subscription costs once connection is established.

New columns specificationThe successful contractor will be responsible for the identification and protection of services during the works and install column in location specified by RBC in conjunction with the Highway authority. Column to be either; a flange base column with cabinet or where this is not possible then a direct burial column with an adjacent street cabinet. The Contractor to price for installation of appropriate column and adjacent cabinet if required including installation of mains power from an approved electrician. Any necessary traffic management permissions must be sought by the Contractor from Lancashire County Council before the Contractor commences work.

The successful contractor on award of contract must submit 8 weeks prior to commencing works their proposal to Rossendale Council for the accurate positions of; 1) Low and high bandwidth hops on street columns 2) Intended position of any new columns and excavations. This will be submitted by RBC to the Highway authority at Lancashire County Council for approval.

The successful contractor to also submit more detailed programme of works, risk assessments and method statement on award of contract to detail the installation of new columns, installation of power supply, installation of cameras and fibre broadband at hub locations etc.

Additional RequirementsThe tender also includes for liaison with Blackburn Data Centre for connection of the Rossendale Hik-connect system into their Hik-connect system over the web to enable view, motion and download by their operatives, operatives must be able to export footage to external media (DVD or flash drive). This must be demonstrated by the Contractor so a working system is enabled throughout.

It is the duty of the successful contractor to ensure the necessary VLAN connectivity at Blackburn, working with and using the VLAN supplied by “OpenView” (Ellie Guzick) in order to facilitate the transfer of data and images inc. hardware as required, to Rossendale BC, Node 4 tier three, data centre, Wakefield via the internet. It will require, as mentioned elsewhere in this tender, full cooperation and goodwill with any and all other contractors.

Subject to Rossendale Borough Council’s terms and conditions, RBC reserves the right to accept the tender in whole or in part of the above. Some new columns or camera numbers may be reduced subject to budget available.

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4. Price schedule

New Cameras tendered (ones for new poles inc.)

New camera polesTendered (for pole and connections)

Hub point hardware and recording

Low bandwidth radio hop with radio (no.)

High capacity radio links (no.)

Rawtenstall 8 3 1 & with new cabinet (specify)………. (specify)………

Haslingden 5 1 1(specify)………. (specify)………

Stacksteads 1 0 0(specify)………. (specify)………

Bacup 5 3 (one slimline)

1(specify)………. (specify)………

TOTAL 19 7 3…………. ………….

Tender Prices

Items Qty Unit Rate Total (Qty x unit rate)

New camerasHik Digital DS-2DE5225lW-AE or equivalent

16 no.……… ………

New camerasHik Digital DS-2CD2635FWD-IZS or equivalent

3 no.……… ………

New poles 7 no.……… ………

Low bandwidth hops…….. ……… ………

High bandwidth hops…….. ……… ………

Cabinet, Hub points and hardware

3 no (2 have existing cabinets) ……… ………

Assist the Data Centre to access stream from systemAnd demonstrate 2 days ……… ………2 x Client workstations (one at Waterfoot Police station; one at Rossendale Borough Council HQ)Integration costs – to integrate Rossendale system into CCTV Hub at

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Blackburn.Grand TOTAL of Contract

£………

Alternative Option for cameras (at different specification)

Items Qty Unit Rate Total (Qty x unit rate)

New camerasHik or alternative digital camera with minimal spec as DS-2DE5225lW-AE but also ultra low light & 4k res.

19 no.

……… £………

New cameras360 Vision Illuminator Dome HD 030317 or equivalent.

19 no.

……… £………

Maintenance of all cameras

Maintenance of all cameras and any legacy equipment during the subsequent years after install, including 1 PPM

2018/19 2019/20

2020/21 2022/22

RawtenstallHaslingdenStacksteadsBacupTOTAL

5. Method Statements

1 Method Statement 1 – Implementation Plan (detailed description of how the Tenderer will meet the requirements of the project within time constraints) 1000 word limitResponse

2 Method Statement 2 – Methodology (Detailed description of how the Tenderer will

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manage each work package) 1000 word limitResponse

3 Method Statement 3 – Implementation Risks and Advantages (How the Tenderer will mitigate and manage risks and bring innovation) 500 word limitResponse

4 Method Statement 4 – Ensuring minimal downtime of CCTV Coverage 750 word limitResponse

5 Method Statement 5 – Training (Detailed description of how the Tenderer will train

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staff in use of any new equipment and/or technologies) 500 word limitResponse

6 Method Statement 6 – Maintenance (Detailed description of how the Tenderer will maintain both legacy [if any] and new equipment) 1000 wordsResponse

7 Method Statement 7 – Health and Safety Policy attached

8 Method Statement 8 – Public Liability insurance documentation attached

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