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1 CITY OF KINGSLAND Request for Proposal RFP #COK Long-Range CCTV Pipe Inspection Crawler Sealed bid proposal opening will be held in the City Hall Council Chambers located at 107 South Lee Street, Kingsland, Georgia on November 15, 2018 at 2:00 PM 1

2 City of Kingsland Request for Proposal RFP #COK Long-Range CCTV Pipe Inspection Crawler DESCRIPTION: The City of Kingsland is requesting a proposal for the purchase of one (1) Long-Range CCTV Pipe Inspection Crawler. Sealed proposals will be received by City of Kingsland Purchasing Department by 2:00 PM on November 15, 2018 in the City Hall Council Chambers located at 107 South Lee Street, Kingsland, Georgia. PURPOSE: The specifications provided herein are not intended to be restrictive and are presented as representative of the type, quality, and quantity of goods sought. Vendors are encouraged to respond with equivalent products that meet the intent of the specifications. AWARD: The contract to purchase will be awarded to the most responsible, responsive bidder whose submission, conforming to the solicitation, will be most advantageous to the City of Kingsland price and other factors considered, such as quality of equipment conformity of the specifications and warranty. Any proposer who is in default to the City of Kingsland at the time of submittal of the proposal shall have that proposal rejected. The City of Kingsland reserves the right to clarify any terms with the concurrence of the Vendor; however, any substantial non conformity in the offer, as determined by the City of Kingsland, shall be deemed non-responsive and the offer rejected. 2

3 HOLD HARMLESS: The Vendor will, indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor. The Vendor agrees that this clause shall include claims involving infringement of patent or copyright. For purposes of this document, City and Vendor includes their employees, officials, agents and representatives. PAYMENT: Unless otherwise stated, payment will be made within thirty (30) days of the completion of delivery of all items or service, in acceptable condition, to the City of Kingsland and receipt of invoice. Total on bidder s proposal sheet must include all items listed in these specifications. Bidder shall compute pricing less sales tax; the City of Kingsland s tax exempt certificate will be provided upon request. SUBMISSIONS: Two (2) of the attached proposal documents must be submitted in a sealed envelope marked with RFP #COK due date, and the firm s name and address to the address below. Please review all documents pertaining to this request before submitting requested information. U.S. Postal Service: FEDEX/UPS Deliveries: City of Kingsland City of Kingsland Linda Johnson, Purchasing Agent Linda Johnson, Purchasing Agent P.O. Box East William Ave. Kingsland, Georgia Kingsland, Georgia Proposals will be accepted at the above address until the time and date specified herein. The sealed bid opening will be held on November 15, 2018 at 2:00 PM in the City of Kingsland Council Chambers located at 107 South, Lee Street, Kingsland, Georgia. After, which time all proposals will be publicly opened and read aloud. Proposals received after the required time will not be accepted. The City of Kingsland will not be held liable for misdirected deliveries nor deliveries that are late due to shipping carrier. Neither faxed nor submissions will be accepted. The City of Kingsland reserves the right to reject any or all submissions, or any part of any submission, or award any part or in whole any submission, or to multiple submissions, or to waive any informality in any submission and to award a contract deemed to be the best interest of the City of Kingsland. 3

4 PENALTY FOR LATE DELIVERY: If the equipment is not delivered by the Estimated Time of Arrival date stated in submitted Proposal the Vendor will be charged One Half Percent of bid amount for each business day delivery is late. All technical questions regarding the equipment specifications of this request shall be directed to: Ron Knox, Assistant Public Works Director PH: (912) All submission questions regarding this request shall be directed to: Linda Johnson, Purchasing Agent PH: (912) Descriptive literature, brochures, catalogs, drawings, photos, references and other information which will be used to evaluate and award the bid may be submitted with the proposal and will become property of the City of Kingsland for the official records. REQUIREMENTS: Prior to the due date of bid award it is mandatory that each company submitting a bid give a demonstration of the machine that your company is quoting in the proposal. BID DOCUMENT REQUIREMENTS: The following attached documents are required to be submitted with proposal: Bid Proposal Form W-9 Warranty Form Exceptions/Variations Form (if applicable) *The specifications provided herein are not intended to be restrictive and are presented as representative of the type, quality, and quantity of goods sought. Vendors are encouraged to respond with equivalent products that meet the intent of the specifications. 4

5 1. System Basics Complete inspection system shall have: 1. Three components: a. Automatic cable drum with cable b. Single handheld operator pendant with viewing, digital recording and system controls c. Crawler with zoom camera for 6 diameter and larger pipe inspection 2. Can Bus communications protocol for system function, status monitoring, and remote diagnostics. 3. Ability to connect to a network via network cable port for lifetime remote firmware upgrades and/or diagnostic services. 2. Operator Pendant and Wireless Controls The system control pendant shall include: (257 mm) (horizontally measured), hand held color touch-screen monitor with 1280 x 800px display resolution for viewing, recording video and accessing control and configuration functions. 2. Certified technicians shall be able to log onto the pendant, either in person or remotely over the internet, to diagnose any possible system problems that may arise. 3. Dual joysticks for camera and crawler functions. 4. Video signal output for external monitor or recording devices. 5. Right multifunction joystick to control crawler s forward/reverse, left/right turning and speed. 6. Left multifunction joystick to control camera s pan/tilt, zoom and home functions. 7. Ability to display crawler pressure, temperature, sonde status, pitch (inclination) and roll, and power usage. 8. Controls for adjusting illumination intensity of camera and auxiliary lighting. 9. Ability to control cable reel functions: auto, manual, speed, direction, torque of the cable reel. 5

6 10.Ability to record up to 40 hours of digital video. 11.Ability to capture digital still photographs. 12.Auto-upright image to allow the operator to position the joysticks in the most comfortable/convenient position. 13.Ability to directly engage or disengage electronic clutch. 14.Ability to capture, correlate and store still images with distance and observation information, all of which can be output into several reporting packages or viewed onscreen. 15.Ability to pause video when adding an observation as to not waste video file storage capacity. 16.Ability to generate a graphic inclination report to show pipe grade along inspection route GB file storage for an average of 40 hours of digital video or thousands of digital stills. 18.On/off control for camera measurement lasers. 19.Controls for remotely controlled motorized camera lift. 20.Total weight of no more than 4 lbs. 21.Ability to connect to a Wifi connection and wirelessly offload inspection data, video and still photographs via Wincan Web. A wireless auxiliary controller shall be provided: 22.Portable battery powered belt clip wireless controller with crawler, camera and cable reel functions for easy direct single person deployment and retrieval of the crawler at the access point (manhole/basin). 23.Wireless controller must work with a single specific system in order to provide secure control when several systems are being operated in the same area. For operator safety and system protection, there can be no chance for operational interference. 24.The wireless controller will be water proof. 3. Steerable Motorized Crawler The system crawler shall include: 6

7 1. 6-wheel drive (3 wheels per side) to generate traction necessary to crawl 1000 in wet and slippery pipes. 2. In 8 configuration with the middle wheel remaining, the 4 larger wheels will overlap the middle ones to provide continuous traction to go over joints and debris and avoid high centering where 4 wheel crawlers can no longer move forward. 3. The tractor shall have proportional left, right, forward and reverse capability via manual and automatic controls via a joystick and direct buttons amongst the operator pendant and wireless controller. 4. Maximum size of 12.2 x 4.3 x 3.5 (l/w/h), allowing proper clearance in 6 and lined pipes. 5. An electronic clutch that can be engaged and disengaged without needing to move the crawler motor. Systems that demand movement of the crawler motor to engage or disengage a mechanical clutch will be deemed unacceptable. The clutch shall disengage upon power loss to ease camera/transporter extraction. 6. Sensor package with inclination, roll, sonde, pressure, heat and motor readings. 7. Integral rearview color camera with high-lux tri-led lighting to be positioned at the top rear of the crawler body and not to have any visible increase in the diameter of the crawler body or be integrated with the rear connector. 8. All connections to the crawler (camera and cable) shall be tool-free connections for ease of attachment with 1-bar waterproof rating. 9. Push-button hubs on all 6 axles to facilitate quick wheel change-out. Wheel attachment at all 6 axles shall be tool-free. 10.Three (3) wheel sets and spacers for inspection of pipes Ability to fit in 8 pipe with top mount auxiliary lighting attached Hz integral sonde for crawler location. 13.Ability to work with optional large diameter carriage and remotely operated lift for large pipe capability. Quick Change Wheel Sets: 1. The following wheel sets to be included: 7

8 a. Set of six (6) quick-change hubs that allow the changing of wheels with no tools. No exceptions. b. Set of four (4) Small (S) quick-change rubber wheels c. Set of four (4) Medium (M) quick-change rubber wheels d. Set of four (4) Large (L) quick-change rubber wheels e. Set of two (2) Climbing wheel to be used on each side of center axle when using medium rubber, abrasive or carbide/grit wheels f. Set of four (4) - Medium (M) quick-change grease wheels (set of 4 supplied) g. Set of four (4) Extra Large (XL) quick-change rubber wheels 4. Motorized Automatic Cable Drum The system cable reel shall have: 1. Capacity for the systems 1000 cable. 2. A motorized system with sensors that monitor cable tension in order to coordinate cable feed/retrieval with direction and exact speed of the crawler. 3. Ability to automatically perform all forward, backward and varying speed functions without the operator having to monitor or control cable reel functions directly. 4. Ability to operate in both automatic and manual modes. 5. Size of no larger than 21 x 14.5 x 24.5 (hwd) with standard cable roll bar that extends 15 from the front of the reel. 6. All moving hazardous components to be completely covered/enclosed to prevent injury hand or clothing can t reach dangerous moving parts. 7. Cable protection Devices include: a. Upper cable guide that uses Delrin (or similar) roller mounted to lightweight aluminum frame to protect cable from abrasion during operation, and to limit operator strain during setup. b. Lower roller assembly that uses Delrin (or similar) roller mounted to lightweight aluminum frame to protect cable from abrasion during operation, and to limit operator strain during setup. 8

9 5. Lightweight Heavy Duty Transmission Cable The system cable shall have: of cable with maximum 6-wire continuous-length multi-conductor wires for lightweight and easy maintenance performance. 2. Kevlar reinforcement to provide a minimum break strength of 1000 lbs. 3. Weight of no more than 10.8 lb. per 328 (.03 lb. per ft.) to promote portability, long crawler runs and easy handling for multiple sized crawlers. 4. Strain relief to be internal to the cable and cable connector. 5. Solid stainless steel screw on connector at crawler end that locks with two turns, and which engages a locking spring-loaded pin on the rear of the crawler to secure the cable and provide strain relief. 6. Ability to be re-terminated by soldering no more than 6 wires, then sealed and strain-relieved using a quick-dry epoxy. Procedure shall take no more than half an hour to complete. 7. Cable to be only single connection regardless of use of optional items such as additional lighting, side scanning camera, rear camera, laser circle, laser dots, remotely operated lift or large pipe carriage. Optional Equipment 1. Shall include Auxiliary lighting that has: h. Twin hi-lux tri-led lamps for inspecting large pipes. i. Rear-viewing color camera with single hi-lux tri-led lamp (necessary when using lift and needing to see above water flow) 2. Shall include an electronically controlled lift to raise and lower the camera automatically once the crawler is deployed in the pipe via the main remote pendant and the wireless auxiliary remote control. Manual or fixed lifts will not be accepted. 9

10 OTHER EXCEPTIONS/VARIATIONS: 10

11 WARRANTY FORM Long-Range CCTV Pipe Inspection Crawler 11

12 REQUEST FOR PROPOSAL RFP #COK Long-Range CCTV Pipe Inspection Crawler Long-Range CCTV Pipe Inspection Crawler $ Delivery Fee (if charged) $ Estimated Time of Arrival after Awarded The following statement must be signed and submitted with bid. Failure to sign this statement will render bid invalid. I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder. Company Name: Person Authorized to Sign: Name: Address: City: State: Zip Fax: Name: Title: Signature: Telephone Number: This Day of,