Lincoln County Public Works, Sewer Operations Trailer, Sewer Camera and Equipment Request for Bid # 2014-0207 – Sewer Camera & Trailer Release Date: Friday, January 10, 2014 Due Date of Bid: Friday, February 27, 2014

Page 1 of 38

INVITATION FOR BIDS TRAILER, SEWER CAMERA and EQUIPMENT 1.0 INTENT 1.1

2.0

PURPOSE 2.1

3.0

4.0

The intent of these specifications is to describe a 7 foot x 12-foot trailer, color sewer camera with equipment capable of inspection and recording 6” thru 48” sewer lines. All equipment shall be new, unused, OSHA approved, fully warrantied, and ready for operation upon delivery. All proprietary software shall include updates for 24 months from date of delivery. The trailer shall be of current year model and the equipment shall be of the manufacturer’s latest production. It is the county’s intent to accept offers for the trade-in of the county’s current camera and equipment less trailer. Lincoln County at its option may accept or decline the allowance offered for the trade-in.

The purpose of this Request is to solicit from qualified vendors who can offer a trailer, camera, camera equipment, computer, software, viewing and recording equipment along with delivery, set-up, and training that meets, or exceeds, the features/specifications of the camera system described in this Request. All bidders are required to propose only a first quality product that is fully guaranteed and warranted by the manufacturer.

Anticipated Procurement Timetable January 10, 2014

Lincoln County Published Request for Bid

4:00 PM, February 10, 2014

Deadline for submittal of questions and request for clarifications

5:00 PM, February 13, 2014

Issuance of Addendum (if required)

3:00 PM, February 27, 2014.

Deadline for vendors to submit Bids to Lincoln County

7:00 PM, March 3, 2014

Anticipated Presentation to Lincoln County Board of Commissioners requesting award of contract

Issuing Office 4.1

This Request for Proposals is released by the Lincoln County Manager’s Office. The Lincoln County Board of Commissioners will award the contract. The Public Works Director or his designee will administer the contract.

4.2

Lincoln County reserves the right to revise this schedule in the best interest of the County and/or to comply with the County procurement procedures and

Page 2 of 38

regulations after providing reasonable notice. 4.3

Contact Person 4.3.1

DUE DATE AND DELIVERY OF PROPOSALS This is a Formal Sealed Bid process and bids will be opened publicly. Proposal submittal must be received by 3:00 PM, Friday, February 27, 2014 and shall be in a sealed package clearly marked with the following: LINCOLN COUNTY MANAGER’S OFFICE C/O JOHN HENRY PURCHASING OFFICE THIRD FLOOR CITIZENS CENTER 115 WEST MAIN STREET LINCOLNTON, NC 28092 RFB # 2014-0227 – Sewer Camera and Trailer A receipt will be issued for all Proposals received. Proposals received after the deadline will not be considered. It is essential that vendors carefully review all elements in their bid. Once opened, bids cannot be altered; however, Lincoln County reserves the right to request information for the purpose of clarification.

4.3.2

QUESTIONS Questions about the meaning of the proposal documents shall be written and directed to John Henry at [email protected]

4.3.3

VIEWING OF TRADE – IN EQUIPMENT You must schedule an appointment between January 13, 2014 and February 14, 2014 to view equipment offered as trade-in. To schedule an appointment please call Mr. Chris Henderson at 704-736-8500 or 980429-7212.

4.4

Communications Prohibited From the issuance date of this RFP, until an actual contract is awarded to a vendor, there may not be any communications concerning the RFP between any vendor which expects to submit a Proposal and any employee of Lincoln County Water-Waste Water Collections, or other Lincoln County Departments or officials who is in any way involved in the development of the specifications. 4.4.1

The exceptions to this prohibition are as follows: Communications to schedule an appointment to view the trade-in equipment • Communications provided through the submission of written questions. The answers to said questions will be provided via the issuance of an addendum. The addenda will be posted on the county’s website under RFP # 2014-0227- Sewer Camera and Trailer Submitting a Bid •

•

Page 3 of 38

5.0

6.0

Interpretations and Addendum 5.1

All questions about the meaning of the bidding/proposal documents are to be submitted to John Henry in writing no later than 4:00pm on Monday, February 10, 2014. The preferred method of receiving these correspondences is by email at: [email protected] Please note in the subject line Question – RFB# 2014-0227- Sewer Camera and Trailer. The issuance of an addendum will answer all questions or request for clarification submitted. The county will have the addendum posted on the County’s website by 5:00pm, February 13, 2014. Failure of the bidder to acknowledge the receipt of the addenda or addendums on the bid sheet will be grounds for rejection of their bid. Answers will not be provided for questions received after the date and time listed (see section 3.0).

5.2

The issuance of an addendum or addendums will be legal and binding and will become a part of the Request for Proposal. Oral and other interpretations or clarifications will be without legal effect.

SUBMISSION OF BID 6.1

Preparation of Bid All bids must be signed by an authorized official. Bids that contain omissions, erasures, alterations, or additions not called for, conditional or alternate bids unless called for, or that contains irregularities of any kind, may be rejected. Modification of bids will be acceptable only if delivered in writing to the Contact Person prior to the submission deadline. Should the vendor find discrepancies in or omissions from the Request for Bid or should be in doubt as to their meaning, they shall notify the Lincoln County Purchasing Department as outlined Section 4.3.2. An addendum will be issued according to Section 5.2 and posted on the County’s website under the RFB solicitation. The bid must include all costs. The trade-in offer must be listed as such and can be accepted or rejected at the time of award by Lincoln County. All Proposals submitted shall become the property of Lincoln County to use, or at its option, return. All Bids and associated documents will be considered public information and will be open for inspection to interested parties unless identified as proprietary. Lincoln County will make the determination as to whether the Vendor has adequately demonstrated the information is proprietary.

6.2

Vendor Representative’s Signature An individual who is authorized to bind the vending organization contractually shall sign the Bid cover sheet. The signature must include the title or position the individual holds in the organization. All unsigned Bids will be rejected.

6.3

Acceptance and Rejection of Proposals/Bids Lincoln County reserves the right to: •

• •

Page 4 of 38

Award a Bid received on the basis of purpose of use based on conforming to needs, quality, reliability, capability, reputation, and expertise of the bidders for individual items, or on the entire list of items Reject any or all Proposals/Bids, or any part thereof Waive any informality in the Proposals/Bids

6.4

Availability of Funds This RFB is conditional upon the availability of funds that are appropriated or allocated for payment of the proposed purchase. If, during any stage of this RFB process, funds are not allocated and available for the proposed purchase, the RFB process will be canceled. Lincoln County will notify all known vendors at the earliest possible time if this occurs. Lincoln County is under no obligation to compensate vendor for any expenses incurred because of the RFB process. Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the bidders.

7.0

8.0

BID TERMS AND CONDTIONS 7.1

Each bidder shall meet all of the specifications and bid terms and conditions. By virtue of the bid submission, the bidder acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the Bid. Non-substantial deviations may be considered if the proposer submits a full description, explanation of, and justification for the proposed deviations. Whether any proposed deviation is non-substantial will be determined by Lincoln County in its sole discretion. Lincoln County reserves the right to reject any and all bids, and to waive all technicalities.

7.2

Lincoln County’s terms are Net 30 days after receipt of invoice and the MCO for the trailer. The winning bidder must submit the Manufactures Certificate of Origin free and clear of all liens with delivery of the trailer and equipment.

7.3

Costs incurred in the preparation of this bid are to be borne by the Vendor, and Lincoln County will not contribute in any way to the costs of the preparation.

7.4

Bid shall include freight. Lincoln County’s freight terms are Pre-Paid FOB Destination.

7.5

Bidders must guarantee price for a period of not less than 90 days from due date of proposals.

INFORMATION 8.1

It is the intent and purpose of the county that this request permits competition. It shall be the bidder’s responsibility to advise Lincoln County of any language, requirements, etc., or any combinations thereof, inadvertently limit the requirements stated in this Request to a single source.

8.2

To ensure the integrity of the competitive process, all bidders should avoid contacting any public officials or department other than the person listed in this document directly or indirectly.

8.3

Lincoln County reserves the right to reject any or all bids, waive any technicalities and award to the lowest responsible, responsive bidder taking into consideration quality and performance.

8.4

Comments from vendors related to how future Proposal/Bid documents, and/or specifications can be improved are welcome. Bidders requesting clarification, interpretation of, or improvements to, the general terms, conditions, and specifications can make an email request to the Purchasing Agent as follows: [email protected]

Page 5 of 38

8.5

9.0

These specifications have been developed in an effort to encourage suitable manufacture participation in supplying equal or similar equipment. All bid offers that meet the intent of the specifications will be given full consideration. In all cases where equipment offered does not meet the requirements as specified, the variance must be pointed out on the bid submission to permit full review and consideration. All bidders are required to furnish a copy of the manufacture specification and performance data, or detailed brochures, of their proposed camera and trailer. The quantity needed for each item is one unless noted.

TRAILER SPECIFICATIONS It is unacceptable to add or change components and/or material to a unit of lesser design capability in order to meet the following minimum specifications: COMPLY 9.1

Page 6 of 38

Current Year Model and Production 7’ wide x 12’ length GVW Rating - Minimum of 2,980 lb. Interior Height – Minimum of 78” Single Axle 15” - 5 lug wheels Radial Tires EZ Lube Hub Spring Suspension 2” Coupler Extended tongue on trailer Locking Generator enclosure mounted on tongue Generator – Minimum of 3000 watt, gasoline, 60 dB @ ¼ load 1-Piece Aluminum Roof Tongue Jack Rating - Minimum of 2,000 lbs. Wall Liner - Minimum of ⅜” Plywood Walls - White vinyl Ceiling – White vinyl Wood Floor – Minimum of ¾” Interior Dome Light – Minimum of two (2) 12-volt 2 DPDT Interior Dome Light Switches (Located inside front and rear doors) Lockable Rear Doors – Double (Barn Style) Lockable Single Door - Front Right (passenger) Side Rear Stabilizer Jacks (1pr) DOT Incandescent Clearance Lights DOT L.E.D. S/T/T Lights DOT Highway Rated Exterior Color – White

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No No No No No No No No No No No No No

Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No

19” Rearview Monitor Desk with Storage Pedestal (desk shall be of adequate And suitable size to handle top workspace for laptop. The storage pedestal shall consisting of one (1) letter Size file drawer and one (1) box drawer Low back swivel office chair with wheels 20 Gallon Minimum Wash down System Owner/ operations manual Parts Manual 10.0

Yes Yes Yes Yes Yes

No No No No No

Solid State Color Pan & Rotate Camera Head Minimum of 40:1 Zoom Ratio Minimum of 10 X Optical Zoom Minimum of 4 X Digital Zoom Minimum of NTSC Color Standard @ 470-H Resolution With 4X Light Integration Built-in Camera Lighting System for 6" thru 48" Pipe Camera Transporter Storage Case Owner/ operations manual Parts Manual

Yes Yes Yes Yes Yes

No No No No No

Yes Yes Yes Yes Yes

No No No No No

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No No No No No

Yes Yes Yes

No No No

CAMERA TRANSPORTER SPECIFICATIONS 11.1

12.0

No

CAMERA SPECIFICATIONS 10.1

11.0

Yes

Self-Propelled Steerable Compact Wheeled Forward - Free Wheel Power Reverse Rubber Drive Wheels to Inspect 6" Pipe Six (6) Wheel Drive Transporter Assembly Minimum of two (2) Enclosed Drive Motors 8" Rubber Wheel Kit for Compact Transporter 10-15" Rubber Wheel Kit for Compact Transporter 6" Steel Wheel Kit for Compact Transporter 8" Steel Wheel Kit for Compact Transporter Pneumatic Tire kit for 12” Pipe and greater for Compact Transporter Owner/ operations manual Parts Manual

PCU and PCU ASSEMBLY

Page 7 of 38

Yes Yes Yes Yes Yes Yes

No No No No No No

Yes

No

Yes Yes Yes

No No No

110 Volts AC, 60 Hz, ATA rated carrying/transport case Hardware to facilitate mounting on top of reel assembly Four viewing orientations Varying orientation of each by 90°

Yes Yes Yes Yes Yes

No No No No No

12.3

Translator, coiler to all connections as required by system

Yes

No

12.4

Cable Assembly as required for system operation

Yes

No

12.5

ACCESSORIES Yes Yes Yes Yes Yes Yes

No No No No No No

Yes Yes Yes Yes

No No No No

Yes Yes Yes

No No No

Yes

No

12.1

12.2

Mounted in Transportation Cabinet Combination Color Camera Control System / Monitor 110 Volts AC, 60 Hz, NTSC 10" Flat Screen Monitor Set of Connecting Jacks for Video in and Video out Integral Data Display System with Alpha Numeric Information Display & Multi Paging and Defect Coding Remote "QWERTY" Keyboard for Data Entry with WRC and PACP Codes Owner/ operations manual Parts Manual PCU EXTERNAL CASE KIT

Tiger Tail Manhole Top Roller assembly (T/V only) Retrieval / Down Hole pole assembly (quantity needed of 3) Retrieval Hook Owner/ operations manual Parts Manual 13.0

WIRED USB CONTROLLER 13.1

Page 8 of 38

Joystick Control to Operate Camera Pan, Tilt, and Zoom Joystick Control Rotation - 360° Joystick Control Optical Pan Rotation - 330° Control for Camera Iris, Focus Override and Zoom Control for Camera Light, and Shutter Control for Light Enhancement Control for Camera Diagnostics and Auto Home Control for Optional Electronic Camera Lift Control Steering Functions for Transporter (Including Forward and Reverse Steering) Control for Cruise Control to Set Speed of the Transporter

for Hands off Operation Control for Reel Controls (Retrieve, Release, & Variable Speed) 14.0

Yes Yes Yes Yes

No No No No

Yes Yes Yes

No No No

Yes

No

Yes

No

Control for Reel Controls (Retrieve, Release, &Variable Speed)

Yes

No

Yes Yes Yes Yes Yes Yes

No No No No No No

Yes

No

Yes

No

Yes Yes Yes

No No No

Yes Yes Yes

No No No

Yes Yes

No No

1000’ Multi Conductor Cable Assembly (T/V Transmission, Tow Cable) Kevlar Fiber Armored Covering for Cable Metal Splice Chamber with Pigtail and Cable Strain Relief Connection protector (dummy plug) Portable test cable assembly Electric (Motor) Portable Cable Reel - Rewind Electric (Motor) Portable Cable Reel – Automatic Payout Feature for Video and Power Cable Electric (Motor) Portable Cable Reel - Footage Meter Integrated with Inspection Software Electric (Motor) Portable Cable Reel – Mounting Frame For Power Control Electric Portable Cable Reel – Wheel Kit Electric Portable Cable Reel – Collapsible Handle

RECORDING SYSTEM 16.1

17.0

Joystick Control to Operate Camera Pan, Tilt, and Zoom Joystick Control Rotation - 360° Joystick Control Optical Pan Rotation - 330° Control for Camera Iris, Focus Override and Zoom Control for Camera Light, and Shutter Control for Light Enhancement Control for Camera Diagnostics and Auto Home Control for Optional Electronic Camera Lift Control Steering Functions for Transporter (Including Forward and Reverse Steering) Control for Cruise Control to Set Speed of the Transporter for Hands off Operation

CABLE ASSEMBLY 15.1

16.0

No No

WIRELESS CONTROLLER 14.1

15.0

Yes Yes

DVD Player / Recorder Rack Mount Cable Assembly - DVD to Power Control Unit

LAPTOP SPECIFICATIONS 17.1

Page 9 of 38

Pipeline Data Collection Real Time Video Capture

17.2

18.0

Optimized To Run Pipeline Inspection Software Application LCD Display: Minimum 15” Widescreen Intel Core 2 Duo T6400 CPU or equivalent Memory: Minimum - 4GB DDR2 SDRAM Hard Drive: Minimum - 250 GB SATA Optical Drive: CD/DVD Burner (Dual Layer, Multi Format) Video: On Board Graphics Accelerator with Minimum 128 MB Shared Graphics Memory Sound: On Board Audio with Built In Stereo Speakers Wi-Fi: Integrated 802.11 b/g/n Wireless Adapter Network: Integrated 10/100 /1000 Mbps Network Adapter Expandability: Minimum of 1Type II Card Slot USB Video Capture Device USB to Serial Adapter Operating System: Windows 7 Professional

Yes Yes Yes Yes Yes Yes

No No No No No No

Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No

USB Hard Drive - Hot Swappable - Minimum 250 GB Pipeline Inspection Software, Latest Edition Software Updates included for 12 months 36 month Support Plan for Pipeline Inspection Software Compatible with ESRI Software 2-client viewer Software for Pipeline Inspection Software System Recovery Disk Hard Copy User Guide for Pipeline Inspection Software CD Copy User Guide for Pipeline Inspection Software

Yes Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No No

CCTV SOFTWARE SPECIFICATIONS FOR ASSET MANAGEMENT & DECISION SUPPORT SOFTWARE 18.1

Page 10 of 38

Functional Requirements of the Software a) The inspection software shall fully support CMOM activities as defined by the US EPA b) The inspection software shall support GASB 34 regulations c) The software shall be NASSCO PACP and MACP version 4.4 certified and will conform to its asset assessment procedures. d) The software shall offer the ability to quickly click on an asset and see all of the history performed against that asset. e) The software's data entry interface shall be intuitive, easy to use, and able to provide on-line help files within the software to assist remote users with questions they may have. f) It shall use familiar Microsoft layouts or "panes" that are customizable screens for each user's preferences and job responsibility. g) It shall offer tool bars, drop - down menus, "auto - complete" features to speed

data entry, and display data with easy Microsoft tree structures. h) Users shall be able to "single click" to burn CD / DVD's or generate reports. i) The core software or "standard" inspection edition used in the field shall maintain a complete database of infrastructure assets (pipelines, manholes, lateral service connections, lift stations, etc.). j) The software shall enable users to immediately point to a defect within the video stream. The panes shall be synchronized, whereby interaction with the main navigation window will determine the display of data in other associated panes. Changes made to an observation, inspection, asset, project, or resulting from a specific filtering criteria, shall display the newly selected properties in all corresponding open panes. a) To allow the user to select his / her default preferences as to which panes to view on a regular basis, each of the panes selected shall be able to be "docked" and / or "floating.” The user shall have the ability to "dock" the panes side - by - side, place one pane over another, and access each pane through a tab. "Floating" panes shall be able to be positioned anywhere in the application window. The software provider shall provide a common "out - of the - box" layout scheme for use while performing a field inspection as well as for use in the office to review the collected data. b) The user shall be able to change the field labels. The module to change labels shall be part of the system and shall not require third party software. c) A pipe graph shall be interactive and the pane viewable during the inspection. The pipe graph shall show service connections with a graphic indicating the location of the connection. The user shall have the ability to control the graphical representation of the observations made during the inspection by selecting any combination of the following features: Connections, Defects, Continuous, Laterals, Informational, and / or Status Bar. d) A zoom feature shall be available for the pipe graph that allows the user to select a portion of the pipe with a mouse and zoom to that specific portion. A grid system shall be provided to display the location of a "zoomed" observation within 10 feet. e) To start an inspection, the user shall be able to select structure, nodes, or manhole information already within the database. If the data is not available, the operator shall be able to enter the correct information and the information shall be retained in separate tables for future selection. A graph shall be provided for structures that allow for the direction of entry, exit, and flow direction of each main and lateral. f) The user shall be able to display live video, playback video, and captured pictures on the screen simultaneously. f.1) All drop-down look up values shall be customizable by the end user without the use of third party programs. f2) The application shall allow for the addition of custom fields available in the user interface without the need of third party applications. f3) County Administrators shall be able to set visual mandatory entry fields for both pipe information, defect entry fields, and import them into the basic module. Page 11 of 38

COMPLY 18.2

Page 12 of 38

No

Technical Requirements of the Software a) The software shall be coupled with a firmware controller to receive multiple, simultaneous inputs from connected devices to, for example, allow mainline footage, lateral footage and inclination data to be received into the software without the need for manual input from multiple keyboards. COMPLY

18.3

Yes

Yes

No

Database Structure and Requirements a) The inspection database shall include an asset - based architecture, which allows multiple inspections to be performed and retained as a historical record for the same physical location (asset). The "project - based" database architecture shall store and immediately show all inspection history for each asset. b) The software shall be able to import an entire asset database. c) The software shall have the ability to import and retain the entire list of assets despite not ever having generated an inspection. d) The inspection database shall have the ability to support and synchronize with multiple data sources, such as Microsoft Access, Oracle 8, 9i & 10g, or SQL Server. All or part of the data shall be capable of being duplicated between inspection databases and exported into multiple formats, such as Access, PACP, Azteca, Hansen, Maximo, GBA, RJN, and ASCII. All or part of the inspection and asset information shall be able to be synchronized between the field and office with built-in automatic validation and error checking. d.1) The software must be based on Microsoft Windows and be a 32 bit Windows application, compatible with Windows 7, Windows XP SP2 / SP3, and Windows 2000. d.2) The software must be capable of connection to external systems via an ODBC or OLE DB connection. d.3) The collected CCTV survey data shall be stored in a Microsoft Access, SQL or Oracle tables, and be available for use by the system owner. d.4) Databases shall be able to be created in the default directory or on any writable drive available. e) The Database structure shall have the ability to use Microsoft Jet Engine 4.0 files, Microsoft Access, or an OLE DB database, such as Oracle or Microsoft SQL Server. f) The database shall support simultaneously the following code systems: WRC, PACP, and individual custom codes. The "Customer" shall provide the "Contractor" the code requirement prior to inspection creation. The code editor shall provide the ability to add, modify, and / or delete the code systems per the inspection requirements or user's preferences. Each project shall be able to utilize a different code system and units of measurement based on the "Customer" inspection requirements. The "Customer" shall have full and independent access to the code editor for customization needs without the use of third party applications.

g) The database structure shall retain information on the various structures found within a Sewer, Storm, or combined system. It is important that the structures, nodes, manholes and pipe identifiers and related attribute information be retained as separate tables from the inspection allowing import of existing data from multiple sources. The data structure allows different projects to reside within a single database. Information gathered in projects shall be available to view by project or by system. Data gathered during project inspection shall be available to view by the selected structure. Therefore, all inspections can be viewed on a structure even if gathered in different projects. COMPLY 18.4

Yes

No

Digital Video Format Capabilities and Requirements a) Digital video files (Inspection Videos) shall be captured and / or recorded in the MPEG1, 2, or 4 formats or as specified by the County. The Video capture files shall be in MPEG format with linking to the database file(s) (Inspection Observations). The "link" of the video capture file to the database observation file is required and each Observation shall record the name of the video file and the frame number referencing the time in the video when the inspection was made. The inspection observation(s) shall link to the video record in real time. b) A Main, Lateral, or Node Inspection may have one or many linked video files. Video recording can be paused and then restarted without generating a new file. c) On playback, single click selection of a Main, Lateral, or Node Observation shall start the video from the moment the observation was made, and subsequent selections of observations will "jump" the video playback to the corresponding spot. If no additional observation selection is made, the software will play sequentially all linked videos in the inspection. d) Video linking to pipe inspection observations is a patented and protected technique and only software that holds the appropriate licenses is deemed acceptable. COMPLY

18.5

Yes

No

Image (Photos) Capture Format Capabilities and Requirements a) The Inspection image files (pictures) shall have the ability to be exported to Industry Standard Formats to include JPEG, BMP, and TIFF formats and will be transferable by disk, DVD, and / or External Hard Drive to an external personal computer utilizing standard viewers and printers. b) The video image capture module shall be capable of collecting multiple color video frames of the defects found during inspection and then linked to the inspection reports. There shall not be a limitation to the number of pictures allowed per observation. c) Images or video clips shall be easily launched for viewing during inspection report review. d) Images can be captured and linked to an observation directly from "live" video during the TV inspection, or from the video playback at the office.

Page 13 of 38

e) Footage count shall be attached to the corresponding video image and shall appear on the reports indicating the correct footage when the image was captured during the pipeline inspection. f) Shall be able to print any captured image on a color printer in the inspection truck. Picture files shall be stored and exported with inspection data. g) A "thumbnail" preview of all pictures at an observation shall be available. The pictures shall be able to be expanded from thumbnail to window to full screen by utilizing the mouse. COMPLY 18.6

Yes

No

Export of the Database - Capabilities and Requirements a) The database, videos, and pictures shall have the ability to be "Exported.” Export is the process of selecting all or portions of the original data, video, and pictures and creating a complete and independent copy of this information, which can be run independently or synchronized by the County's office program. b) The office program shall have the ability to select the Assets and Projects to transfer to a particular database. c) All or part of a database can be exported from the TV Inspection database with or without videos and pictures. This new file can be burned to a CD / DVD, or transferred to a USB hard drive and brought into the office from the truck or to the truck from the office. If the TV Inspection system is connected to the customer's computer network, it will be possible to export the data directly to the master or central database. d) The NASSCO export process will validate the PACP and MACP data and reject any non -compliant inspections, notifying the user via log files so that a corrective action can be implemented. COMPLY

18.7

Yes

No

Synchronization Capabilities and Requirements a) The application shall have the ability to synchronize with assets and inspections from exported databases. b) The synchronization process shall have built-in error checking for duplicates, conflicts, updates, and any modifications to the data being synchronized using a unique hash revision control mechanism for every data object. c) The software shall have an OPTIONAL Scheduler module that allows for a daily, weekly, or monthly scheduled transfer of information between two databases (i.e., central office to truck, truck to master database, etc.). Inspections for an asset shall be able to be sent to the truck from the office. d) Synchronization and Exporting activities can be independently scheduled. e) Log files must be created for review purposes. f) During the synchronization process, validation dialogs shall be used to allow the users to select which data takes precedence when a conflict is challenged. g) All filtering capabilities previously described must be available for all exporting and synchronization tasks.

Page 14 of 38

h) The application will allow for multiple sources of data to be effectively consolidated into a single unitary database for analysis and evaluation. COMPLY 18.8

Yes

No

Televising Survey Collection / Reporting Capabilities and Requirements a) The software's basic module shall be capable of providing complete survey reports. b) The software shall be capable of customization with the ability to modify / add to the pipeline condition descriptions / codes and to group them for ease of use. c) The software shall allow footage reading from the existing mainline and lateral camera equipment to be automatically entered into the current survey record and directly correspond to the noted defect location throughout both the main or lateral pipe graph and tabular reports generated. d) A context - sensitive, complete on - screen help file should be available. e) Drop-down boxes shall be available to quickly reference common information such as defects, pipe materials, survey purpose, locations, pipe usage, etc. f) Multiple windows shall be allowed to display live video compared to recorded video and / or recorded snapshots. g) The software's basic module database shall have the means to sort in ascending and descending order according to date, pipe ID, street name, structure ID, observed footage, pipe materials, pipe diameters, work order numbers, etc. h) Summary reports compiling data from multiple inspections shall be available. Reporting order shall be user defined. i) Individual inspection summary reports shall also be available and tabulate pipe survey results. j) Quarter section (or map or project areas) summary reports are to be made available so that all surveys within a quarter section are listed showing purpose of inspection, dates, work order numbers, structure ID's, street names, and total lengths. k) A report showing defects by inspection shall be available and programmable to list specific defects observed with corresponding footage, starting, and ending manhole numbers, structural pipe defects (i.e. cracks, offsets, defective laterals, collapsed pipe, etc...) and service oriented defects (i.e. roots, grease, obstructions, infiltration, etc.). l) A report showing grading scores shall be available and summarize the structure ID's, pipe material and pipe diameter, and the grade scores for each survey with totals. m) Reports showing service and structural aspect scoring shall also be available and shall list the pipe ID, total observed length, number of defects and total score with reference to the condition of the total pipe, average of the pipe, total defects, and average of defects. n) The software shall allow users to create additional reports as needed. o) The data structure shall allow different projects to reside within a single

Page 15 of 38

database. Information gathered in projects shall be available to view by project or by unique system ID number or asset ID. Data gathered during the project inspection shall be available to view by the selected structure. Therefore, all inspections can be viewed on a structure even if gathered in different projects. p) The data structure shall allow the entire asset data inventory to be created or imported even if no inspections have been performed on the assets. q) The software shall allow the user to track pipe-cleaning operations and perform cleaning surveys using dedicated data fields and procedures. The Cleaning Code System is on sewer and storm water cleaning, jetting, and pumping vehicles (Vactor, Vac-Con, Pipe Hunter, Guzzler, etc.) to integrate cleaning activities to CCTV operations for more effective coordination and management of labor and equipment. Cleaning crews can flag failing assets needing immediate attention as well as lines that have been cleaned and are ready for CCTV inspection or part of an overall maintenance program. COMPLY 18.9

Yes

No

Televising Viewer Capabilities and Requirements a) A viewer module shall be available for viewing all collected data and shall allow users to: a.1) View or print all available pictures. a.2) View all available video files. a.3) Review or print individually all available reports. a.4) View all data in the same format as the main software application. a.5) Use GIS map within the viewer to select assets, review inspections, and run reports. a.6) Use predefined and custom filters to search and sort the information and reports. COMPLY

18.10

Yes

No

GIS and GPS Requirements a) The inspection software will integrate with GIS, GPS, and selected CMMS systems. b) The Database and Software program shall be able to import and export asset data, Inspection Observations, and pipeline inspection scores from an ArcGIS 9.3 shape file, personal geo-database file, or ArcSDE files utilizing the network features to associate Sewer, Storm, or combined Mains with corresponding Node and Lateral Assets. c) Both an "import" and "export" profile shall be provided in the software to strictly control the attributes exchanged between the systems. d) The software shall provide the ability to browse to the profile location to select different profiles. e) The "import" and "export" profiles shall allow for data type conversions when the source and destination field types are not the same (i.e., allow for data

Page 16 of 38

f)

g)

h)

i) j) k) l) m) n)

o) p) q) r) s) t) u) v)

type conversion of a float to an integer). Imported asset data from GIS, as well as exported asset data to GIS shall be filterable to bring in all asset data (full asset inventory) or selected assets / pipelines. The inspection software shall allow linear references to be created in GIS with corresponding hyperlinks to spawn video, still images, and other data from the inspection software or an ESRI GIS application. An interactive and integrated GIS map shall be viewable from within the application and allow for the initiation of inspection, creation of multiple inspections in a project format, viewing, exporting, burning, and reporting of inspections for selected assets, map layer management, and customizable filtering capabilities for selection of map features. The software shall provide an ArcGIS - style identify tool on the integrated map view pane. The software shall provide an ArcGIS - style measure tool on the integrated map view pane. The software shall provide an ArcGIS - style find tool on the integrated view pane. The software shall collect real - time sub meter accurate GPS coordinates wirelessly from the field for located structures. The software shall allow collection / storage of GPS coordinates imported from an existing GIS database. The inspection software shall provide a "zoom to GPS location" capability when a GPS device is connected to show the location of the inspection vehicle or a particular known structure's location. The software shall enable structures, observations, entry points, etc., to be estimated with GPS coordinates as a linear reference. The software shall provide the ability to select multiple inspections and provide an estimated GPS coordinate for all observations. The software shall provide the ability to estimate GPS coordinate for a node asset using the inspection observation's estimated coordinate. The software shall provide the ability to use the GIS map within the viewer to select assets, review inspections, and run reports. The software shall provide the ability to import GIS subtypes. The software shall provide the ability to check and / or correct the GIS source file name if that name and / or location changes between imports. The software shall provide the ability to estimate node asset coordinates by clicking on a map. The software shall provide the ability to zoom to a selection in the map view pane from a navigator context menu. COMPLY

18.11

Yes

No

Televising Data Analysis / Reporting Capabilities and Requirements a) Users shall have the ability to check for invalid data. To avoid corruption, data gathered from the field inspection shall be error checked. Inconsistent or

Page 17 of 38

b) c) d)

e) f) g)

h)

i)

j)

erroneous data shall automatically be displayed and allow the user or supervisor to add or change data before being input into the database. Users shall have the ability to perform data entry and automatically control the video text overlay simultaneously to eliminate the need for dual entry. Users shall be able to directly access Oracle 8i, Oracle 9i, and Microsoft SQL Server 2000 / 2005 databases. Users shall have the ability to transfer data between the Data Acquisition System and the Software Interface without the need for any user supplied programming, special scripts, or macros. The user shall be able to build a code system from active codes. The administrator shall be able to select asset and inspection fields that can updated without user verification, therefore allowing quick transfer. The application shall have the ability to filter all data using any data field in the application. Filter state should be savable for future use. Multiple filters can be saved. Filters can be defined graphically or by SQL query language. Users shall be able to filter the list of mainline inspections or assets to be exported. Users shall be able to select the mainline inspections by: h.1) Data Acquisition System projects, filtering by: Project name. h.2) Inspections, filtering by date (from / to), operator name, or work order number. h.3) In addition, the user shall be able to filter the mainline inspections by Sewer Main Assets: h.3.a) The user shall be able to select a list of Main Assets and the inspections associated with the assets shall be displayed. h.3.b) The user shall be allowed to select / deselect individual inspections. A scoring system incorporated in the software shall assist the user/management personnel in making proper pipe condition assessments. Scoring is to be based upon grades assigned to observation codes and calculated using either standard or customer specific algorithms. Grade can be programmed to be dependent to secondary properties like pipe size, type, weather, etc. Only administrators shall be allowed / able to make changes to grade and scoring algorithm values. Upload / download features shall be available to move surveys, assets, or projects between databases allowing information stored on a truck system to be incorporated into a master database on the County’s network or a supervisor's computer. The software program shall be able to combine databases from multiple sources into a master database. A revision control system shall automatically monitor changes and resolve conflicts between databases. COMPLY

18.12

Yes

Vendor Requirements a) Vendor shall design, develop, and support the software in the US. The software shall not be designed and supported offshore.

Page 18 of 38

No

b) Vendor shall offer comprehensive Annual Support Plans, which include Web - based troubleshooting tools, online assistance, user forums, and access to downloadable upgrades and documentation via an established Support web site. c) Vendor shall provide references similar in size and scope. COMPLY 18.13

Yes

No

DEFINITIONS Application Options: Special operating parameters in the software that affect its behavior. These parameters are known within the application as Options and can be modified. ASCII: The American Standard Code for Information Interchange is a standard seven - bit code. In the software, rendering a Report to ASCII means to save it in ASCII format (also known as plain text format). Asset: A general term representing sewer physical structure (see Lateral Asset, Main Asset, and Node Asset). All inspections in the application can be grouped into Assets because all Inspections (and their respective Observations) are performed on Assets. Multiple inspections can be linked to an asset to provide a historical perspective. Code System: A set of Codes that comprise the menu of possible choices when assigning values to fields. For example, when recording an Observation, the Code System includes all of the types of defects Observations can have (e.g. crack, sag, blockage, etc.). Codes: A value assigned to fields in the software. Codes control the type of information that can be entered for a particular field. CSV file format: Comma - separated values contain table values as a series of ASCII text lines organized so that each column value is separated by a comma from the next column's value and each row starts a new line. This is useful for importing data into spreadsheets, such as Microsoft Excel. Engineering Edition: This is a special version of the Software. An Engineer is a user that is able to access and view data contained in the database to check the validity of the data and perform minor corrections. Template: A field template is used for assigning certain fields in the software specific values. Field templates are used for Asset Addresses, Node Asset ID's, and Site ID's. Footage: The distance from a Node Asset (or other starting point) from which an inspection began. Footage is used to describe the location of observed defects in pipes. Footage also is used to describe the current camera position during an Inspection. Footage also refers to the distance in a service line inspection from either the mainline asset or the cleanout / property line. HTML: The Hyper Text Markup Language is the language that web pages are written in to format the presentation of content. Reports exported in HTML format retain formatting and are viewable in many email applications and word processing applications. Inclination Survey: The process of recording the slope of the pipe at every tenth of a foot in order to calculate the changes in inclination and depth from node to

Page 19 of 38

node. Inspection: General term to refer to the procedure of investigating the quality and conditions of pipes. An Inspection means a TV inspection in which a camera presents live video and / or records video and still pictures for later playback to determine the status of a pipe. Inspection Edition: This is a special version of the Software and is used to perform the inspection in the field to identify and record asset condition details and use video recording, image capture, etc. Inspection Lite Edition: This is a special version of the Software and is used to perform the inspection in the field to identify and record asset condition details in surveys where video recording and image capture is not required. Jet DB: Microsoft Jet Database is a database engine that provides a workstation based storage system and enables data exchange in a replicated database over an Internet connection and other (traditional) transfer means. Labels: The names of fields in the software dialogs. Lateral Assets: An adjoining pipe to the main pipe of a Main Asset. A Lateral Asset intersects and opens into the main. Lateral Inspection: An investigation of a Lateral Asset usually undertaken in the context of a TV Inspection but may also be an independently generated inspection. Lateral Observation: A defect found during a Lateral Inspection of a Lateral asset. Main Asset: A physical structure defined by two Node Assets and the interconnecting pipe. Node Asset: The physical manhole or entry point into the sewer system. It can also be any type of an end point (e.g. catch basin, pumping station, ditch, etc.). Node Asset Inspection: An investigation of the type and condition of a Node Asset. This procedure also enters Node Asset data into software. MDB file format: Microsoft Database, the file format used to read, view, and store Microsoft Access databases. Observation: General term to describe a peculiarity during an Inspection. In the software, Observations are perceived defects, informational items, or general comments noted during a TV Inspection. ODBC Data Source: Open Database Connectivity standard, an integration tool to access information from a range of databases including Access, dBase, DB2, Excel, SQL Server, Oracle, and Text. Reports may be generated to ODBC data sources. Enterprise Edition: A special version of the Software. An Enterprise edition user can manage inspection information, generate customized reports, configure and manage Oracle and SQL Server databases, customize and manage scoring algorithms, and export the database containing all the inspections performed to clients. Enterprise databases (Oracle, SQL Server) allow for multiple users running Engineering, Inspection, and Viewer Editions to access and work with the centralize data and media. PACP: NASSCO's Pipeline Assessment and Certification Program. It is a coding

Page 20 of 38

standard used to evaluate and classify sewer pipe conditions. Pane: A window containing different views of data and processes in the software. These panes are synchronized, wherein operating in one of the panes will effect changes in another pane. Panes can be laid out in any custom arrangement. PDF: Portable Display Format document. PDF files are viewable independent of the application that created them using PDF viewers such as Adobe Acrobat Reader. The software shall allow generating of reports into this format. Plug-ins: Additional components of an application that can be added to the basic system configuration to extend the applications functionality. The software shall use plug-ins to allow for an expandable application to meet the needs of different users. Project: A grouping of Inspections completed or assigned and the Assets upon which these inspections have been or will be performed by the contract, customer, or other manner. In the software, all Inspections in the system are grouped into projects since inspections are completed for specific reasons (e.g. customers, contracts, etc.). Report Filter: This is a means of selecting only relevant information to be presented in a report. In the software, reports can be filtering by applying a Report Template to include user -defined information for the Report. Report Preset: A Report Preset is a setting to generate reports rapidly. It is useful to specify persistent filters for daily or weekly reports and for selecting and generating several reports at a time, Using Report Preset can substantially reduce report-processing time. Report Template: Defines the content and look of a report. Reports packaged with the software will be represented as templates (in conjunction with report presets to set up filtering criteria) and when run, requests values for variable parameters to be entered, such as dates, operators, etc. Report: A paper or electronic file based presentation of data contained in the application. Customized reports can be generated that meaningfully present the data contained in the software. Seal and Grout Inspection: A grouping of all of the sealing and air pressure tests completed during an Inspection of an Asset. Sealing: A sealing of a single Joint or Crack during a Seal and Grout Inspection. Synchronization: The Database Synchronization is a process of forcing two data subsets of two databases to have the same content. This is useful for data transfer between the Inspection and the Enterprise / Engineering databases, when the Inspection Edition user brings the updated database to the office and synchronizes completed inspections (for example) with the Enterprise /Engineering database. Also in the software, the panes representing different modules of the application must be integrated and synchronized so a change in one pane effects a change in another. Toolbar: Graphic tool that contains buttons with small images (the same images you see next to corresponding menu items), menus, or a combination of both. The software should include many built-in toolbars that you can show, hide, and position as needed. Tool-tip: Notes that appear when you position the mouse over a control element Page 21 of 38

(button, field, etc.) that describes the element usage. Inspection Edition: A special version of the Software. An Inspection Edition user conducts the Inspections on Assets and may synchronize the results with a central database. The Inspection Edition provides all of the functionality for conducting inspections, recording observations, and synchronizing the results. TV Inspection: The main method of inspecting pipes and nodes. The procedure includes viewing television output of a camera traversing the pipe between two node assets. Viewer Edition: A special version of the software. A Viewer is any user interested in simply viewing the results of the Inspections. Viewers cannot change data stored in the software, but have full access to review all of the stored data using the appropriate Panes. Viewers can print reports and review the video. Two (2) Viewer Editions are included at no extra charge with the Inspection, Engineering, and Enterprise Edition. WRC: Water Research Center (UK) is a technology - based consultancy providing services to the water, wastewater, and environmental industries. It is a coding standard used to evaluate and classify sewer pipe conditions. 19 PIPELINE DATA & VIDEO ANALYSIS SYSTEM [ENGINEERING] 19.1

Page 22 of 38

Functional Requirements of the Software a) The inspection software shall fully support CMOM activities as defined by the US EPA b) The inspection software shall support GASB 34 regulations c) The software shall be NASSCO PACP and MACP version 4.4 certified and will conform to its asset assessment procedures. d) The software shall offer the ability to quickly click on an asset and see all of the history performed against that asset. e) The software's data entry interface shall be intuitive, easy to use, and able to provide on-line help files within the software to assist remote users with questions they may have. f) It shall use familiar Microsoft layouts or "panes" that are customizable screens for each user's preferences and job responsibility. g) It shall offer tool bars, drop - down menus, "auto - complete" features to speed data entry, and display data with easy Microsoft tree structures. h) Users shall be able to "single click" to burn CD / DVD's or generate reports. i) The core software or "standard" inspection lite edition used in the field shall maintain a complete database of infrastructure assets (pipelines, manholes, lateral service connections, lift stations, etc.). j) The software shall allow the user to create and manage Microsoft Access databases. k) The software shall allow the user to link previously recorded video to a new Inspection. l) The software shall allow the user to create custom reports. m) The software shall allow the user to modify existing reports.

The panes shall be synchronized, whereby interaction with the main navigation window will determine the display of data in other associated panes. Changes made to an observation, inspection, asset, project, or resulting from a specific filtering criteria, shall display the newly selected properties in all corresponding open panes. a) To allow the user to select his / her default preferences as to which panes to view on a regular basis, each of the panes selected shall be able to be "docked" and / or "floating.” The user shall have the ability to "dock" the panes side - by - side, place one pane over another, and access each pane through a tab. "Floating" panes shall be able to be positioned anywhere in the application window. The software provider shall provide a common "out - of the - box" layout scheme for use while performing a field inspection as well as for use in the office to review the collected data. b) The user shall be able to change the field labels. The module to change labels shall be part of the system and shall not require third party software. c) A pipe graph shall be interactive and the pane viewable during the inspection. The pipe graph shall show service connections with a graphic indicating the location of the connection. The user shall have the ability to control the graphical representation of the observations made during the inspection by selecting any combination of the following features: Connections, Defects, Continuous, Laterals, Informational, and / or Status Bar. d) A zoom feature shall be available for the pipe graph that allows the user to select a portion of the pipe with a mouse and zoom to that specific portion. A grid system shall be provided to display the location of a "zoomed" observation within 10 feet. e) To start an inspection, the user shall be able to select structure, nodes, or manhole information already within the database. If the data is not available, the operator shall be able to enter the correct information and the information shall be retained in separate tables for future selection. A graph shall be provided for structures that allow for the direction of entry, exit, and flow direction of each main and lateral. f) All drop-down look up values shall be customizable by the end user without the use of third party programs. g) The application shall allow for the addition of custom fields available in the user interface without the need of third party applications. h) County Administrators shall be able to set visual mandatory entry fields for both pipe information, defect entry fields, and import them into the basic module. COMPLY 19.2

Yes

No

Database Structure and Requirements a) The inspection database shall include an asset - based architecture, which allows multiple inspections to be performed and retained as a historical record for the same physical location (asset). The "project - based" database architecture shall store and immediately show all inspection history for each asset. b) The software shall be able to import an entire asset database.

Page 23 of 38

c) The software shall have the ability to import and retain the entire list of assets despite not ever having generated an inspection. d) The inspection database shall have the ability to support and synchronize with multiple data sources, such as Microsoft Access, Oracle 8, 9i & 10g, or SQL Server. All or part of the data shall be capable of being duplicated between inspection databases and exported into multiple formats, such as Access, PACP, Azteca, Hansen, Maximo, GBA, RJN, and ASCII. All or part of the inspection and asset information shall be able to be synchronized between the field and office with built-in automatic validation and error checking. e) The software must be based on Microsoft Windows and be a 32 bit Windows application, compatible with Windows 7, Windows XP SP2 / SP3, and Windows 2000. f) The software must be capable of connection to external systems via an ODBC or OLE DB connection. g) The collected CCTV survey data shall be stored in a Microsoft Access, SQL or Oracle tables, and be available for use by the system owner. h) Databases shall be able to be created in the default directory or on any writable drive available. i) The Database structure shall have the ability to use Microsoft Jet Engine 4.0 files, Microsoft Access, or an OLE DB database, such as Oracle or Microsoft SQL Server. j) The database shall support simultaneously the following code systems: WRC, PACP, and individual custom codes. The "Customer" shall provide the "Contractor" the code requirement prior to inspection creation. The code editor shall provide the ability to add, modify, and / or delete the code systems per the inspection requirements or user's preferences. Each project shall be able to utilize a different code system and units of measurement based on the "Customer" inspection requirements. The "Customer" shall have full and independent access to the code editor for customization needs without the use of third party applications. k) The database structure shall retain information on the various structures found within a Sewer, Storm, or combined system. It is important that the structures, nodes, manholes and pipe identifiers and related attribute information be retained as separate tables from the inspection allowing import of existing data from multiple sources. The data structure allows different projects to reside within a single database. Information gathered in projects shall be available to view by project or by system. Data gathered during project inspection shall be available to view by the selected structure. Therefore, all inspections can be viewed on a structure even if gathered in different projects. COMPLY 19.3

Yes

No

Export of the Database - Capabilities and Requirements a) The database, videos, and pictures shall have the ability to be "Exported.” Export is the process of selecting all or portions of the original data, video, and pictures and creating a complete and independent copy of this information, which can be run independently or synchronized by a County's office program.

Page 24 of 38

b) The office program shall have the ability to select the Assets and Projects to transfer to a particular database. c) All or part of a database can be exported from the TV Inspection database with or without videos and pictures. This new file can be burned to a CD / DVD, or transferred to a USB hard drive and brought into the office from the truck or to the truck from the office. If the TV Inspection system is connected to the customer's computer network, it will be possible to export the data directly to the master or central database. d) The NASSCO export process will validate the PACP and MACP data and reject any non-compliant inspections, notifying the user via log files so that a corrective action can be implemented. COMPLY 19.4

Yes

No

Synchronization Capabilities and Requirements a) The application shall have the ability to synchronize with assets and inspections from exported databases. b) The synchronization process shall have built-in error checking for duplicates, conflicts, updates, and any modifications to the data being synchronized using a unique hash revision control mechanism for every data object. c) The software shall have an OPTIONAL Scheduler module that allows for a daily, weekly, or monthly scheduled transfer of information between two databases (i.e., central office to truck, truck to master database, etc.). Inspections for an asset shall be able to be sent to the truck from the office. d) Synchronization and Exporting activities can be independently scheduled. e) Log files must be created for review purposes. f) During the synchronization process, validation dialogs shall be used to allow the users to select which data takes precedence when a conflict is challenged. g) All filtering capabilities previously described must be available for all exporting and synchronization tasks. h) The application will allow for multiple sources of data to be effectively consolidated into a single unitary database for analysis and evaluation. COMPLY

19.5

Yes

No

Survey Collection / Reporting Capabilities and Requirements a) The software's basic module shall be capable of providing complete survey reports. b) The software shall be capable of customization with the ability to modify / add to the pipeline condition descriptions / codes and to group them for ease of use. c) A context - sensitive, complete on - screen help file should be available. d) Drop-down boxes shall be available to quickly reference common information such as defects, pipe materials, survey purpose, locations, pipe usage, etc. e) The software's basic module database shall have the means to sort in ascending and descending order according to date, pipe ID, street name, structure ID, observed footage, pipe materials, pipe diameters, work order

Page 25 of 38

f) g) h)

i)

j)

k)

l) m)

n) o)

numbers, etc. Summary reports compiling data from multiple inspections shall be available. Reporting order shall be user defined. Individual inspection summary reports shall also be available and tabulate pipe survey results. Quarter section (or map or project areas) summary reports are to be made available so that all surveys within a quarter section are listed showing purpose of inspection, dates, work order numbers, structure ID's, street names, and total lengths. A report showing defects by inspection shall be available and programmable to list specific defects observed with corresponding footage, starting, and ending manhole numbers, structural pipe defects (i.e. cracks, offsets, defective laterals, collapsed pipe, etc...) and service oriented defects (i.e. roots, grease, obstructions, infiltration, etc.). A report showing grading scores shall be available and summarize the structure ID's, pipe material and pipe diameter, and the grade scores for each survey with totals. Reports showing service and structural aspect scoring shall also be available and shall list the pipe ID, total observed length, number of defects and total score with reference to the condition of the total pipe, average of the pipe, total defects, and average of defects. The software shall allow users to create additional reports as needed. The data structure shall allow different projects to reside within a single database. Information gathered in projects shall be available to view by project or by unique system ID number or asset ID. Data gathered during the project inspection shall be available to view by the selected structure. Therefore, all inspections can be viewed on a structure even if gathered in different projects. The data structure shall allow the entire asset data inventory to be created or imported even if no inspections have been performed on the assets. The software shall allow the user to track pipe-cleaning operations and perform cleaning surveys using dedicated data fields and procedures. The Cleaning Code System is deployed on sewer and storm water cleaning, jetting, and pumping vehicles (Vactor, Vac - Con, Pipe Hunter, Guzzler, etc.) to integrate cleaning activities to Inspection operations for more effective coordination and management of labor and equipment. Cleaning crews can flag failing assets needing immediate attention as well as lines that have been cleaned and are ready for inspection or part of an overall maintenance program. COMPLY

19.6

Yes

No

Viewer Capabilities and Requirements a) A viewer module shall be available for viewing all collected data and shall allow users to: a.1) View or print all available pictures. a.2) View all available video files.

Page 26 of 38

a.3) a.4) a.5) a.6)

Review or print individually all available reports. View all data in the same format as the main software application. Use GIS map within the viewer to select assets, review inspections, and run reports. Use predefined and custom filters to search and sort the information and reports. COMPLY

19.7

Yes

No

GIS and GPS Requirements a) The inspection software will integrate with GIS, GPS, and selected CMMS systems. b) The Database and Software program shall be able to import and export asset data, Inspection Observations, and pipeline inspection scores from an ArcGIS 9.3 shape file, personal geo-database file, or ArcSDE files utilizing the network features to associate Sewer, Storm, or combined Mains with corresponding Node and Lateral Assets. c) Both an "import" and "export" profile shall be provided in the software to strictly control the attributes exchanged between the systems. d) The software shall provide the ability to browse to the profile location to select different profiles. e) The "import" and "export" profiles shall allow for data type conversions when the source and destination field types are not the same (i.e., allow for data type conversion of a float to an integer). f) Imported asset data from GIS, as well as exported asset data to GIS shall be filterable to bring in all asset data (full asset inventory) or selected assets / pipelines. g) The inspection software shall allow linear references to be created in GIS with corresponding hyperlinks to spawn video, still images, and other data from the inspection software or an ESRI GIS application. h) An interactive and integrated GIS map shall be viewable from within the application and allow for the initiation of inspection, creation of multiple inspections in a project format, viewing, exporting, burning, and reporting of inspections for selected assets, map layer management, and customizable filtering capabilities for selection of map features. i) The software shall provide an ArcGIS - style identify tool on the integrated map view pane. j) The software shall provide an ArcGIS - style measure tool on the integrated map view pane. k) The software shall provide an ArcGIS - style find tool on the integrated view pane. l) The software shall collect real - time sub meter accurate GPS coordinates wirelessly from the field for located structures. m) The software shall allow collection / storage of GPS coordinates imported from an existing GIS database. n) The inspection software shall provide a "zoom to GPS location" capability

Page 27 of 38

o) p) q) r) s) t) u) v)

when a GPS device is connected to show the location of the inspection vehicle or a particular known structure's location. The software shall enable structures, observations, entry points, etc., to be estimated with GPS coordinates as a linear reference. The software shall provide the ability to select multiple inspections and provide an estimated GPS coordinate for all observations. The software shall provide the ability to estimate GPS coordinate for a node asset using the inspection observation's estimated coordinate. The software shall provide the ability to use the GIS map within the viewer to select assets, review inspections, and run reports. The software shall provide the ability to import GIS subtypes. The software shall provide the ability to check and / or correct the GIS source file name if that name and /or location changes between imports. The software shall provide the ability to estimate node asset coordinates by clicking on a map. The software shall provide the ability to zoom to a selection in the map view pane from a navigator context menu. COMPLY

19.8

Yes

No

Data Analysis / Reporting Capabilities and Requirements a) Users shall have the ability to check for invalid data. To avoid corruption, data gathered from the field inspection shall be error checked. Inconsistent or erroneous data shall automatically be displayed and allow the user or supervisor to add or change data before being input into the database. b) Users shall be able to directly access Oracle 8i, Oracle 9i, and Microsoft SQL Server 2000 / 2005 databases. c) Users shall have the ability to transfer data between the Data Acquisition System and the Software Interface without the need for any user supplied programming, special scripts, or macros. d) The user shall be able to build a code system from active codes. e) The administrator shall be able to select asset and inspection fields that can updated without user verification, therefore allowing quick transfer. f) The application shall have the ability to filter all data using any data field in the application. Filter state should be savable for future use. Multiple filters can be saved. Filters can be defined graphically or by SQL query language. g) Users shall be able to filter the list of mainline inspections or assets to be exported. Users shall be able to select the mainline inspections by: g.1) Data Acquisition System projects, filtering by: Project name. g.2) Inspections, filtering by date (from / to), operator name, or work order number. g.3) In addition, the user shall be able to filter the mainline inspections by Sewer Main Assets: g.3.a) The user shall be able to select a list of Main Assets and the inspections associated with the sets shall be displayed.

Page 28 of 38

g.3.b) The user shall be allowed to select / deselect individual I inspections. h) A scoring system incorporated in the software shall assist the user / management personnel in making proper pipe condition assessments. Scoring is to be based upon grades assigned to observation codes and calculated using either standard or customer specific algorithms. Grade can be programmed to be dependent to secondary properties like pipe size, type, weather, etc. Only administrators shall be allowed / able to make changes to grade and scoring algorithm values. i) Upload / download features shall be available to move surveys, assets, or projects between databases allowing information stored on a truck system to be incorporated into a master database on the County's network or a supervisor's computer. The software program shall be able to combine databases from multiple sources into a master database. A revision control system shall automatically monitor changes and resolve conflicts between databases. COMPLY 19.9

Yes

No

Vendor Requirements a) Vendor shall design, develop, and support the software in the US. The software shall not be designed and supported offshore. b) Vendor shall offer comprehensive Annual Support Plans, which include Webbased troubleshooting tools, online assistance, user forums, and access to downloadable upgrades and documentation via an established Support web site. c) Vendor shall provide references similar in size and scope. COMPLY

Yes

No

20 Warranty 20.1

20.2

The bidder shall guarantee that the equipment is standard new equipment, latest model of regular stock product with all parts regularly used with the type of equipment and that no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice. Every unit delivered must be guaranteed against faulty material and workmanship for a period of one (1) year unless otherwise specified. If during this period such faults develop, the unit or part affected is to be replaced without cost to the County. Accessories supplied must be compatible with the rest of the equipment. COMPLY

Yes

No

21 TRAINING 21.1

A minimum of two (2) days on–site training. The training is to include the proper operation and maintenance of the Sewer Inspection Camera, equipment associated with the Sewer Inspection Camera, operation of the Pipeline Inspection Software and the integration of the Pipeline Inspection Software with the ESRI Software. COMPLY

Page 29 of 38

Yes

No

22 Trade-In 22.1

It is the County’s intent to trade in one Pearpoint P-600 camera system (no trailer included). The County will have the right to accept or deny the trade-in price offered. The price offered as trade-in will be used in evaluating the lowest, responsible, responsive bid.

23 SAFETY 23.1

The trailer and all equipment shall meet or exceed all manufacturer safety specifications unless stated otherwise in the bid response.

24 TERMINATION FOR CAUSE 24.1

If, through any cause, the successful bidder fails to fulfill in a timely and proper manner his obligations, or if the bidder violates any of the, agreements, or stipulations of this Request, the County may require the bidder to stop the services or any portion of them until the cause for such order has been eliminated. If the bidder fails to correct the deficiency within a reasonable given time, the Purchasing Agent shall have the right to immediately terminate a Purchase Order. The bidder shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder prior to such termination.

24.2

Notwithstanding the above, the successful bidder shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of a Purchase Order by the bidder, and the County may withhold any payments to the bidder for the purposes of set-off until such time as the exact amount of damages due the County from the bidder is determined.

25 INFORMATION 25.1

To ensure the integrity of the competitive process, all bidders should avoid contacting any public officials or department(s) other than the person(s) listed in this document either directly or indirectly.

25.2

Lincoln County reserves the right to reject any or all responses, waive any technicalities, and select the vendor who is determined to best meet the needs of the County for this Request.

25.3

Prospective bidders can access, view, and print current bid documents and addendums for this RFB on the County’s website.

26 EVALUATION CRITERIA 24.1

Page 30 of 38

The Purchasing Department along with the Public Works Collection and Distributions Department will review the bids and recommend to the Board of Commission approval of the selection based upon the following evaluation criteria. These criteria listed in no particular order. • Ability of the proposed product to meet the specifications listed; • Total evaluated cost including, product, freight and payment terms; • Completeness of bid; • Trade-in offer • Proposed delivery schedule; • Warranty; and

•

Exceptions taken.

1. LINCOLN COUNTY GENERAL CONTRACT TERMS AND CONDITIONS 1.1

1.2

1.3

DEFAULT AND PERFORMANCE BOND: In case of default by the Contractor, the County may procure the articles or services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. Lincoln County reserves the right to require performance bond or other acceptable alternative guarantees from successful bidder without expense to the County. Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, Lincoln County may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the County, and debar the Contractor from doing future business with Lincoln County. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the Contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations. Lincoln County reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject to the availability of funds to the agency for the purpose set forth in this agreement.

1.4

TAXES: Any applicable taxes shall be invoiced as a separate item. By execution of the bid document the vendor certifies that it and all of its affiliates, (if it has affiliates); collect(s) the appropriate taxes. 1.5 SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined. 1.6 GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina. 1.7 NO COLLUSION OR CONFLICT OF INTEREST: By responding to this RFP, the Service Provider shall be deemed to have represented and warranted that the Proposal is not made in connection with any competing Service Provider submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud. 1.8 INSPECTION AT CONTRACTOR’S SITE: Lincoln County reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for the County’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract. 1.9 PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice or acceptance of goods, whichever is later. Lincoln County is responsible for all payments to the Contractor under the contract.

1.10 AFFIRMATIVE ACTION: The Contractor will take affirmative action in complying with all federal and state requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or disability.

Page 31 of 38

Title VI is part of the Civil Rights Act of 1964, as amended, and its implementing regulations provide that no person shall be subject to discrimination on the basis of race, color or national origin under any program or activity that receives federal financial assistance. For our purposes, “national origin” equates to individuals who have a limited proficiency with the English language and their primary language is not English, hence, the term “limited English proficiency” or LEP. 1.11 CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment. 1.12 STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization, such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution. 1.13 PATENT: The Contractor shall hold and save Lincoln County, its officers, agents and employees, harmless from liability of any kind, including costs and expenses, on account of any copyrighted material, patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract, including use by the government. 1.14 ADVERTISING: Contractor agrees not to use the existence of this contract or the name of Lincoln County as part of any commercial advertising. 1.15 ASSIGNMENT: No assignment of the Contractor’s obligations nor the Contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority and solely as a convenience to the Contractor, Lincoln County may: 1.15.1 Forward the Contractor’s payment check directly to any person or entity designated by the Contractor, and

1.15.2

Include any person or entity designated by contractor as a joint payee on the Contractor’s payment check. In no event shall such approval and action obligate Lincoln County to anyone other than the Contractor, and the Contractor shall remain responsible for fulfillment of all contract obligations. 1.16 INSURANCE COVERAGE and GENERAL REQUIREMENTS - During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits: 1.16.1 Coverage: 1.16.1.1 Workers’ Compensation - The Contractor shall provide and maintain Workers’ Compensation Insurance, as required by

Page 32 of 38

1.16.1.2

1.16.1.3

1.16.2

the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is sublet, the Contractor shall require the subcontractor to provide the same coverage for any of his employees engaged in any work under the contract. Commercial General Liability - Contractor shall maintain Commercial General Liability insurance, including coverage for products and completed operations liability, contractual liability, liability from independent contractors, property damage liability, bodily injury liability, and personal injury liability with limits of not less than $1,000,000.00 per occurrence, and $1,000,000.00 annual aggregate. The limits may be satisfied by a combination of primary and excess insurance. The coverage shall be written on an occurrence basis. Automobile - At all times while the Contractor’s representatives are conducting on-site work, the Contractor shall maintain Business Auto insurance for any owned, hired, rented, or borrowed vehicle with a limit of not less than $1,000,000.00 per occurrence combined single limit for bodily injury and property damage liability. The limit may be satisfied by a combination of primary and excess insurance.

General:

1.16.2.1 Prior to beginning the work, Contractor shall provide written 1.16.2.2

1.16.2.3 1.16.2.4

evidence of insurance as requested by the County to confirm that these insurance requirements are satisfied. Lincoln County shall be named as an additional insured under Contractor’s automobile and general liability insurance. In the event of a loss arising out of , or related to the Contractor’s services performed under this Agreement, Contractor’s Liability insurance shall be primary (pay first) with respect to any other insurance which may be available to the County, regardless of how the “other insurance” provisions may read. The workers compensation policy must contain a waiver of subrogation in favor of the County. Contractor shall be responsible for insuring all of his/her own personal property, improvements, and betterments.

1.16.2.5 All insurance policies put forth to satisfy the above

1.16.2.6

requirements shall require the insurer to provide a minimum of thirty (30) days notice to the County of any material change in coverage, cancellation, or non-renewal. All insurance put forth to satisfy the above requirements shall be placed with insurance companies licensed to provide insurance in the State of North Carolina. Any deductibles or self-insured retentions in the required insurance shall be subject to approval by the County.

1.16.2.7 Contractor shall provide certificates of insurance to the County as evidence of the required coverage. Contractor agrees to provide complete copies of policies if requested. Failure of Contractor to provide timely evidence of insurance, Page 33 of 38

or to place coverage with insurance, or to place coverage with insurance companies acceptable to the County, shall be viewed as Contractor’s delaying performance entitling the county to all appropriate remedies under the law including termination of the contract.

1.17 GENERAL INDEMNITY: The Contractor shall hold and save Lincoln County, its

1.18

1.19

1.20 1.21

officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this contract and that are attributable to the negligence or intentionally tortuous acts of the Contractor provided that the contractor is notified in writing within 30 days that the County has knowledge of such claims. The Contractor represents and warrants that it shall make no claim of any kind or nature against Lincoln County’s agents who are involved in the delivery or processing of contractor goods to the County. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract. CONTRACT AND OR AGREEMENT TERM LENGTH: The duration of this contract and or agreement shall be for one year unless noted on the signature page. No contract and or agreement shall extend 60 days past the renew date. Contract and or agreements may be extended, upon agreement of the parties, for up to a total of five years from the original contract or agreement date. However; the contract and or agreement will not be automatically renewed past the contract and or agreement dates listed on the initial signature page. CANCELLATION (TERM CONTRACTS ONLY): All contract obligations shall prevail for at least ninety (90) days after the effective date of the contract. After that period, in addition to the provisions of the paragraph entitled Price Adjustments, for the protection of both parties, this contract may be canceled in whole or in part by either party by giving thirty (30) days prior notice in writing to the other party. QUANTITIES (TERM CONTRACTS ONLY): The award of a term contract neither implies nor guarantees any minimum or maximum purchases thereunder. PRICE ADJUSTMENTS (TERM CONTRACTS ONLY): Any price changes, downward or upward, which might be permitted during the contract period, must be general, either by reason of market change or on the part of the contractor to other customers. 1.21.1 Notification: Must be given to the issuing purchasing authority, in writing, concerning any proposed price adjustments. Such notification shall be accompanied by copy of manufacturer’s official notice or other acceptable evidence that the change is general in nature. 1.21.2 Decreases: The County shall receive full proportionate benefit immediately at any time during the contract period. 1.21.3 Increases: All prices shall be firm against any increase for 180 days from the effective date of the contract. After this period, a request for increase may be submitted with the County reserving the right to accept or reject the increase, or cancel the contract. Such action by Lincoln County shall occur not later than 15 days after the receipt by Lincoln County of a properly documented request for price increase. Any increases accepted shall become effective not later than 30 days after the expiration of the original 15 days reserved to evaluate the request for increase.

Page 34 of 38

1.21.4

Invoices: It is understood and agreed that orders will be shipped at the established contract prices in effect on dates orders are placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item. 1.22 CRIMINAL CONVICTIONS CHECKS: Lincoln County is committed to providing a crime free environment for its staff and citizens. If the contractual requirements requires your personnel will have access to various areas of County Facilities. The County reserves the right to require a criminal convictions check on owners, officers, employees and any other workers of the Contractor and their subcontractors at any time upon written request. The Contractor or the Contractor’s direct representative shall accompany all new employees to the jobsite and present them to the Contract Administrator. At that time, if a criminal convictions check has been requested the Contractor shall provide a criminal history (not a letter) including traffic records, by presenting a document from a reputable company providing statewide searches covering a minimum of the last seven (7) years to the Contract Administrator. The criminal history shall match the name on state issued picture identification card. Out of state searches shall be required for persons living in the state of North Carolina for less than seven (7) years. The names, addresses and birth dates of each person that enters County property (including the owners and subcontracts) in the performance of this contract shall be supplied with the criminal history on company letterhead signed by a representative duly authorized to sign on behalf of the company. This history shall be provided to the Contract Administrator at least twenty-four (24) hours prior to any person performing work under this contract. Persons without this criminal history may be turned away and not allowed to work on any property owned or utilized by the County until proper documentation is submitted and approved by the Contract Administrator. The County reserves the right to keep any person from being assigned to work on its property if that person (1) has been convicted of a criminal offense since the age of eighteen (18), or (2) been found at any time to have an outstanding warrant or a pending court case, or, (3) if related to his/her work at the County, has current habitual problems with traffic related issues such as no driver’s license, no vehicle tags, and/or no insurance. The Contractor must disclose the criminal convictions records of all persons proposed to work on property with the designated county official. During the term of this contract, the Contractor shall comply with these procedures for any new owner, officer, employee and any other worker of the Contractor and their subcontractors upon proper written notification by the Contract Administrator. The Contract Administrator shall maintain all criminal convictions checks in a secure locked container for the term of the contract. At the end of the contract period the Contract Administrator shall ensure that the files have been returned to Contractor or destroyed in such a manner as to prevent disclosure of any kind.

1.23 EMPLOYEE VERIFICATION: Contractor shall verify and provide photo identification of each of its employees, and require the same of any subcontractors hired by Contractor. Contractor shall further utilize employees or subcontractors that speak fluent English such that they can understand any directions of the Contractor or County, and be understood in their responses thereto. Contractor at all times it is entered into a contract with Lincoln County shall comply, to the extent applicable, with Article 2 of Chapter 64 of the North Carolina General Statutes, and shall further ensure that any subcontractors performing work for Company shall at all times comply with Article 2 of Chapter 64 of the North Carolina General Statutes. Contractor shall further execute an affidavit on a form provided by Lincoln County averring such compliance as stated herein.

Page 35 of 38

Page 36 of 38

EXECUTION OF PROPOSAL By submitting this proposal, the offeror certifies the following: • • • • • • • •

An authorized representative of the firm signs this proposal. It can obtain insurance certificates as required within 10 calendar days after notice of award. The cost and availability of all equipment, materials, and supplies associated with performing the services described herein have been determined and included in the proposed cost. All labor costs, direct and indirect, have been determined and included in the proposed cost. The offeror has read and understands the conditions set forth in this RFB and agrees to them with no exceptions. The price includes delivery to Lincoln County Public Works The proposing company shall submit the Manufactures Certificate of Origin free and clear of all liens with delivery of trailer. Lincoln County’s terms are Net 30 days after receipt of invoice and the MCO.

Quantity

Item

Price Each

1 each

Camera system and accessories including laptop

1 each

Software

1each

Trade-in of PearPoint P-600 Camera System

Delivery (in days)

-

Camera Manufacture:

Camera Model:

Trailer Manufacture:

Trailer Model:

OFFREROR: ADDRESS: CITY:

STATE:

ZIP CODE:

TELEPHONE #

E-MAIL ADDRESS

PRINTED NAME:

TITLE:

SIGNATURE:

DATE:

Initial and date below Acknowledge and Receipt of Addendum(s): Addendum #1; Addendum #2: Addendum #3

ACCEPTANCE OF PROPOSAL LINCOLN COUNTY

PRINTED NAME:

TITLE:

SIGNATURE:

DATE:

THIS PAGE MUST BE SIGNED AND INCLUDED IN OFFEROR’S PROPOSAL. Unsigned proposals will not be considered. Page 37 of 38

EXCEPTIONS: LIST EXCEPTIONS ACCORDING TO NUMBER AND SUB-NUMBER/ IDENTIFICATION

Page 38 of 38