ORDER NO.'69~6 RF'1-'ROVRL TU Ci0 UUT I''=0R L-rIDS ON VIDEO EG?UlF'MENI FUR 1='RI"ROL CRRS SHERIFFS' DE1='I. On this the loth day of March :~01, ~_ipon motion made by Commissioner Let z, seconded by Commissioner ~r•iffin, the Go~_irt unanimously approved by a vote of 4-0-0, to yo o~_it for bids to be received by the Co~_inty Clerks' Office not later than 5:00 F'. M. on Friday Rpril the 6th, to be opened and awarded at 7.Q~:~O R. M. on I'7onday, Rpr•i l the `nth, c~IZil. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: W.R HIerholzer OFFICE: Kerr County Sheriff s Office MEETING DATE: March 12.2001 TIME PREFERRED: SUBJECT: (PLEASE BE SPECIFIC) Consider and discuss going out for bids on video equipment funded by Hal and Charlie Peterson Foundation grant. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: iF PERSONNEL MATTER -NAME OF EMPLOYEE: W.R Hierholzer ~~i Time for submining this request for Court to assure that the mauer is posted in aceordance with Title S, Chapter S51 and 552, Government Code, is as follows: Meeting scheduled far Mondays: THIS REQUEST RECEIVED BY THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. DATE: Mazch 12, 2001 TO: Kerr County Judge Fred Henneke and Kerr County Commissioners' Court FROM: Sheriff W.R. Hierholzer RE: Video Cameras Consider and discuss going out for bids on video equipment funded by Hal and Charlie Peterson Foundation grant. ~-- INVITATION FOR BID RETURN BID TO: JANNETT PIEPER, COUNTY CLERK 700 MAIN STREET Room #122 KERRVILLE, TEXAS 78028 The enclosed INVI"fATION FOR BID and accompanying SPECIFICATIONS AND BID SHEET aze for your convenience in bidding the enclosed referenced productsand/or services for Kerr County. ^ Sealed bids shall be received no later than: Kerr County appreciates your time and effort in prepazing a Md. Please note that all bids must be received at the designated location by the deadline shown. Bids received after deadline will be returned unopened and shall be considered void and unacceptable. Opening is scheduled to be held in the Coimnissioners Offices, First Floor, Kerr County Courthouse, Kerrville, Texas. Bids will be opened: KERB COUNTY INVITATION FOR BID BY ORDER OF the Comnssioners Court of Ken County, Texas sealed bids will be received for: VIDEO CAMERAS FOR KERB COUNTY SHERIFF'S DEPARTMENT IT IS UNDERSTOOD that the Commissioners Court of Kerr County, Texas, reserves the right to accept or reject any and/or all bids for any or all products and/or services covered in this bid request and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interest of Kerr County. BIDS MUST BE submitted on the accompanying bid sheets. Each bid shall be placed in a separate sealed envelope, manually signed in ink by a person having the authority to bind the firm in a contract and mazked cleazly on the outside. SUBMISSION OF BIDS: Sealed bids shall be submitted to: Jannett Pieper, Ken County Clerk 700 Main Street, Room # 122 '~ Kerrville, Texas 78028 NO LATER THAN 5:00 P.M., MARK ENVELOPE: BID FOR VIDEO CAMERAS ALL BIDS MUST BE RECEIVED BY COUNTY CLERK BEFORE OPENING DATE AND TIME. LATE BIDS: Bids received after submission deadline shall be returned unopened and will be considered void and unacceptable. Bids mailed to this office will be deemed delivered only when Ms. Pieper receives them. SALES TAX: Kerr County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the bid price shall not include taxes. A tax exemption document can be furnished to the successful vendor. DELIVERY: All delivery and freight chazges (FOB Ken County designated location) aze to be included in the bid price. 2 EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this invitation to bid will be considered for awazd. Bidders taking exception to the specifications, or offering substitutions, shall state these exceptions by attachment as part of the bid. Bids on equal items of like quality will be considered if the bid is noted and fully descriptive brochures aze enclosed. The County reserves the right to determine recognized and accepted equal substitutions. If notation of substitution is not made, it is assumed vendor is bidding item(s) exactly speciSed. DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid specifications is descriptive, not restrictive. It is used to indicate the type and quality desired. BID EVALUATION: The bid evaluation shall be based on, but not limited to, the following factors: cost of product and/or equipment, parts and product availability, warranty provisions, delivery, local service, experience and financial status ofthe vendor and Kerr County's special needs and requirements. The bid will be awazded on the basis of "best buy" to one vendor. INVOICE AND STATEMENT: All invoices and statement must be sent duectly to Kerr County Sheriffs Department, 400 Clearwater Paseo, Kerrville, Texas 78028. Payment will be processed according to established accounts payable schedules. INTERPRETATION/CORRECTIONS/CHANGES: any interpretation, corrections or changes to these specifications will be made by addenda. Sole issuing authority of addenda shall be '" vested in the County Auditor of Ken County. No oral statement of any person shall modify or otherwise change, or effect the terms, conditions or specifications. The County will make any change order(s) to this project in writing. IT SHOULD BE cleazly understood by each bidder that the following specifications and requirements are offered to show details of the service requested and are not intended in any way to limit responses from any vendor concerning certain brand names, manufacturer's products, or services rendered. THIS INVITATION and accompanying bid form, when completed by vendor, constitutes a legally binding offer and becomes the governing contract document between Ken County and the successful bidder upon formal awazd of the bid. Kerr County hereby expressly reserves the right to reject any incomplete bid. ALL PROGRAMS AND SERVICES of Ken County aze offered on a nondiscriminatory basis without regard for race, color, national origin, age, sex, religion, marital status, handicap, or disability. SPECIFICATIONS VIDEO CAMERAS FOR KERR COUNTY SHERIFF'S DEPARTMENT GENERAL SPECIFICATIONS THE FOLLOWING ARE BID SPECIFICATIONS FOR THE KERB COUNTY SHERIFF'S DEPARTMENT See Addendum "A" Kerr County hereby expressly reserves the right to accept any or all bids tendered in response to this invitation either in part or in whole. Kerr County also hereby expressly reserves the right to take up to 30 days after the formal bid opening to render a decision. BID SHEET VIDEO CAMERAS FOR KERR COUNTY SHERIFF'S DEPARTMENT APPROXIMATE DATE TO PLACE IN SERVICE: Name of Person Making Bid Name of Company Title Date Signature Address of Company City/State/Zip Phone EXCEPTIONS AND/OR DEVIATIONS WILL BE CONSIDERED ONLY IF THEY ACCOMPANY THIS BID. Addendum "A" SPECIFICATIONS FOR VIDEO CAMERA All products offered for bid must meet these minimum system criteria in order to be considered as a viable bid. The following provides equipment specifications to establish minimum standards of quality, style, and features. Bids on equivalent systems must provide sufficient descriptive literature or specifications to clearly identify the item and provide for competitive evaluation. System shall be VCR based, VHS format, industrial four-head, capable of eight hour recording on standard T-I60 videocassette tape. The Time-Date generator shall be equipped with aLithium-ion battery backup system. VCR shall display asix-digit counter which shall increment in 1 /10 second intervals during recording, and which shall record to [ape. VCR shall have a message indicator. to indicate end-of-[ape or out-of-tape condition, and to indicate recording is taking place. VCR shall be Y2K compliant. VCR shall support leap year and daylight savings time. System shall operate on 12VDC and provide an edit-proof VCR front panel. System shall provide a control status indicator LED's for "Record" and "Standby". Une control switch which determines "Kecord" and 'Standby" status. Operator shall have no other control over system through this switch. Control shall provide a "Lightbar" record activation feature, which shall be activated by input from the lightbar control switch. System shall include a small profile 12VDC Color CCD Camera and Auto-Iris Lens. Camera shall be capable of L 1 lux light level. Camera and lens shall mount to headliner area of vehicle, via included steel mount. Mount shall bolt securely into extruded metal channel beneath liner. Camera and lens combination shall provide field of view, at one car length, capable of four-to-six foot viewing area on both sides of subject's vehicle. ,,,., Lens shall be Auto-Iris style, with fixed focus. Combined length of camera and lens shall not exceed six and one-half inches. System shall include a compact Color LCD Monitor, powered from the main system harness, and equipped with stable mounting bracket. Monitor shall be provided with adjustable user controls. Monitor shall include integral speaker. Monitor shall feature active matrix, four-inch (nominal) display. System shall provide a VHF wireless microphone system with an extended range of 250+ feet and eight different frequency options in the 170-220MHz range. An external rigid antenna and mounting shall be included. Wireless microphone receiver shall be powered by the main system harness, and shall be mounted in a protected location beneath the equipment bay. Wireless microphone transmitter shall be uniform/belt-wom via steel belt clip, and features lavalier style mic with lapel clip and foam windscreen. Wireless microphone transmitter shall be powered by nine-volt battery and provide ten to sixteen hours of continuos operation. A standby position shall be available. ~' System shall provide and equipment bay of l2 gauge bulletproof steel, complete with key lock, thermal insulation, and shock-dampening. Equipment bay shall be trunk mounted via included brackets. Equipment bay shall be equipped with automatic, thermostatically-controlled, solid-state heating-cooling module for environmental stabilization. System power switch shall only be accessible through locked equipment bay door. System shall provide a completely manufactured, assembled, and tested wiring harness, ready for installation. System shall include installation manual and user instructions System provider shall be able to provide proof of licensing under applicable patens relating to the above system and by bidding, affirms that they are in fact licensed to manufacture and/or sell such a system. System shall be supported by a minimum of one year of warranty providing customer support, toll-free service numbers, and free shipping both directions on warranty service. System shall be capable of providing the following features as options: a. Remote Recording, remote activation of recording, by wireless mic b. In-Car Mic-covert mic, records on separate track of videotape. c. Extended warranty-first additional year of warranty coverage. All additional charges for applicable shipping, taxes, fees, etc. must be disclosed in vendor's bid. Camcorders and camcorder-based systems are not acceptable.