REQUEST FOR PROPOSAL to

Design and Install Security Camera and NVR System At the

North Bay Jack Garland Airport

January, 2016

REQUEST FOR PROPOSAL TO DESIGN AND INSTALL SECURITY CAMERA AND NVR SYSTEM FOR

North Bay Jack Garland Airport Corporation

TABLE OF CONTENTS

Disclaimer

1 Introduction

2 Objectives

3 Requirements

4 Term

5 Obligations

6 Instruction to Proponents

7 Proposal Evaluation

8 Submission Instructions

Appendix A Terminal Building Diagram

Appendix B Airport Administration Building Diagram

Appendix C Maintenance Garage Building Diagram Appendix D Airfield Diagram

Appendix E Groundside Diagram

Disclaimer The information contained within this RFP may not be complete, accurate, adequate or correct (specifically with regards to drawings, distances, materials, etc.). Each vendor should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this RFP and obtain independent advice from appropriate sources, including but not limited to internal assessments by each vendor. While the North Bay Jack Garland Airport Corporation has provided the most accurate and complete information available to it, it may be possible that some information or details have been unintentionally omitted from this RFP.

1.0 INTRODUCTION 1.1 Purpose The purpose of this Request for Proposal (RFP) is to provide vendors with information to prepare and submit qualifications for the installation of a comprehensive security camera system, including onsite NVR and other technical infrastructure, throughout the North Bay Jack Garland Airport [AIRPORT]. Cameras will be located at: Terminal Building – Diagram provided as Annex A Airport Administration Building – Diagram provided as Annex B Maintenance Garage – Diagram provided as Annex C Airfield – Diagram provided as Annex D Groundside – Diagram provided as Annex E

A mandatory site meeting will be held on Wednesday Feb. 2, 2016 10:00am to 11:30am in order to review the expectations of what the North Bay Jack Garland Airport Corporation is working to achieve through this system, and provide a walkthrough of the various locations for cameras and areas the cameras will be monitoring. All prospective vendors must attend this meeting. 1.2 Location North Bay Airport is located approximately 8 km from the North Bay City Centre. The aerodrome elevation is 370m (1215') above sea level. Strategically located near the trans-Canada Highway 17 and Highway 11, and the Ontario Northland Railway, the airport serves not only the City of North Bay itself but the surrounding districts of Nipissing, Parry Sound, Temiskaming, and many other communities within Northern Ontario. Access to the airport from major ground transportation corridors including Highways 11 and 17 is via Airport Road. 1.3 Background The airport operates on a 24 hour per day, 7 day per week basis with approximately 75,000 passengers and 25,000 aircraft using the facilities annually. During the course of a normal work day there is approximately 60 persons working or attending class in the various buildings. The airport’s current camera system comprises of 10 analog cameras throughout the Terminal Building and adjacent airside and groundside property, coax communication lines, two small monitors in the Airport Security Office, one DVD Recorder in the Airport Security Office. The current system was installed in 2002, and although maintained has not been upgraded from its original setup. Terminal Building The terminal building was constructed in 2002 and facilitates the movement of 95% percent of the passenger load. The terminal is open from 04:30 am to 01:00 am and serves three airlines and one major seasonal charter company, CATSA Security Screeners, Airport Security, Airport Restaurant and Aircraft Ground Handling Personnel. The areas required for monitoring within this building are contained on the main floor, and comprise of two public groundside entrances/exits, one large corridor/lobby, eight airline counters, one screening checkpoint, one large pre-boarding screened hold room, one arrivals/baggage-belt area, and two airside exits.

This building is serviced by Fiber Optic communications, which connect back to the Administration Building. Please see Appendix A for the building diagram and service required. The purpose of the camera system which will monitor the Terminal Building is to monitor traffic flow and individuals throughout the general public areas of the facility, as listed above. The expectation is that the system monitoring these areas will be capable of monitoring key areas with significant detail, allowing the identification of a particular person, luggage, or equipment for the purposes of security and safety, as well as general building maintenance. Administration Building The Administration Building was constructed in late sixties and houses, NavCanada Technicians, NavCanada Administration, Airport Administration, Canada Border Service Agency, Ministry of Natural Resources, Helicopters Canada, Weisflock Aviation, Central North Flying School and the Airport Management Council of Ontario. This building is the main location the communications equipment for the North Bay Jack Garland Airport. Fiber Optics and other infrastructure enter all facilities through this building. The facility is a mix of workshops, offices, lunchrooms, boardrooms, classroom, and washrooms. Please see Appendix B for the attached drawing. The purpose of the camera system which will monitor the Administration Building is to monitor access through one groundside public access entrance/exit on the main level, and one restricted area access/exit on the lower level. The expectation is that the system monitoring these areas will be capable of monitoring significant detail, allowing the specific identification of a person, luggage, or equipment for the purposes of security and safety, as well as general building maintenance. Maintenance Garage Compound This maintenance garage building itself was built in the early seventies and is the work space for the airport operations. The Maintenance Garage Compound is comprised of the Maintenance Garage, a cold-storage building, a chemical storage building, a sand shed, and a fuel station for airport operations vehicles. The purpose of the camera system which will monitor the Maintenance Garage Compound the three entrances/exits of the maintenance garage, the fuel farm, and the general area behind the garage (adjacent to the cold-storage and chemical storage buildings). The expectation is that the system monitoring these areas will be capable of monitoring key areas with minor detail, allowing the general identification of a particular person or vehicle for the purposes of property damage, loss prevention, and safety of the workforce operating in the garage around heavy equipment. Only the Maintenance Garage itself is serviced by Fiber Optic communications, which connect to the Administration Building. Other areas are serviced only by power, without communication. Please see Appendix D for the attached Drawing and Services required.

Airside Operations Area Airside operations consists of:

- Three Runways (08/26, 18/36, and 13/31) - Six Taxiways - Five Aprons - Numerous service roads

Attached as Appendix D is a diagram of the entire airport, including all airside operational areas. The purpose of the camera system monitoring airside operations is to provide airport management with an overall view of what conditions or actions are occurring airside, in limited detail, except for Apron II which will be monitored with a high level of detail. In order to achieve the best coverage, the AIRPORT has partnered with onsite businesses to locate select cameras on their facilities, if required. This would allow for remote cameras (with hydro available, but without the possibility of any wired communication connection back to the main system in the Administration Building) to be spaced throughout airside, providing closer angles/views for areas of the airside operation that are very far away from the Administration Building. Any such cameras will need to be unaffected by surrounding bright lights or beacons on the associated facility, including but not limited to parking lot lights, high intensity flood lights, or high intensity rotating beacons. *Note: At this time we anticipate at least three cameras set-up in this fashion. Two cameras would be positioned to monitor the far east of the airport (from Voyageur Aviation Corp. or equivalent area) and one to monitor the far west of the airport (from Canadore College) Apron II is our primary area for the parking, refueling, embarking and disembarking, loading and unloading, of all passengers and freight. As such the cameras monitoring this area must be high-resolution PTZ cameras. For security, safety, and financial billing the cameras must be able to view the entirety of Apron II in all-weather events, and in conditions with limited to no lighting. The cameras must be capable of providing enough zoom for the operator to clearly identify and record aircraft identification numbers, vehicle markings, and people. Other cameras that are required to monitor airside activity will be located on the roof of the Administration Building or adjacent Air Traffic Control Tower, providing excellent vantage/view above the airport operations and other buildings, albeit at far distances. Any such cameras will need to be unaffected by surrounding bright lights or beacons on the associated facility, including but not limited to parking lot lights, high intensity flood lights, or high intensity rotating beacons. Groundside Operations Area Groundside operations consist of two separate parking lots, four roads, and three electronically operated vehicle gates (to access airside). The purpose of the camera system which will monitor groundside operations is to monitor traffic flow and individuals from the time they arrive for a flight through to their departure, or from the time they arrive for work until departure. The expectation is that the system monitoring these areas will be capable of monitoring key areas with significant detail, allowing the identification of a particular person or vehicle for the purposes of security. The specific areas to monitor include the following.

Parking Lot A, comprising of one entrance/exit laneway and approximately 200 parking stalls is located directly in front of the Terminal Building, and has access from Jack Garland Drive. Between Parking Lot A and the Terminal Building there are two straight-line general purpose walkways for pedestrians to use. There is also one City of North Bay Bus Stop. Parking Lot B, comprising of two entrances and approximately 125 parking stalls is located directly in front of the Administration Building, and has access from Terminal Street and the associated/adjacent roundabout. Between Parking Lot B and the Administration Building there is one straight-line general purpose walkway for pedestrians to use. Gate #1 is located between the Terminal Building and the Administration Building, from Air Cargo Lane, and is used primarily by freight companies and emergency vehicles traveling from groundside to airside. This specific gate is within the airport’s Primary Security Line (PSL) and as such is a significant checkpoint to be monitored. For the purpose of providing security and flow control at this gate, Airport Security will require significant detail to clearly identify individuals and equipment moving through this gate. Gate #2, located between the Administration Building and Maintenance Garage, from Maintenance Ave., and is used primarily by airport operations vehicles, City of North Bay vehicles, and daily couriers. Gate #2A, located adjacent to the Maintenance Garage is used only by airport operations vehicles traveling from groundside to airside.

2.0 OBJECTIVES 2.1 General The objectives are to partner with a proven Security or Technology Service Company [VENDOR] who will deliver a comprehensive, state-of-the-art, high quality and cost effective development and installation of a TCP/IP-based surveillance camera system for the North Bay Jack Garland Airport [AIRPORT] which will completely replace the current system and be constantly used throughout a life span of approximately 15 years. Additionally, as part of this project and in order to improve security at strategic access points, the VENDOR will replace the intercom system at Gates #1 and 2, between them and the Airport Security Office in the Terminal Building, which may include electrical cabling and other infrastructure to be installed or replaced. The contract will include the provision of the comprehensive program/system development, purchase of necessary products, installation of the hardware and management system, and the removal of all components (i.e. electrical cabling, communication lines, cameras and mounts, etc.) of the current airport security system that has become obsolete following the installation of the new camera system. All operating systems, software, and hardware will be considered. The AIRPORT looks forward to partnering with a VENDOR to develop a comprehensive system to meet all operational needs, while using the specialized expertise of the VENDOR.

3.0 REQUIREMENTS In providing the design and installation of a security system for the AIRPORT, the following is a brief description of the general requirements:

- Provide a comprehensive plan to meet the current needs of the AIRPORT, and provide options for future expansion as required;

- Provide a system that does not require individual client licenses or any recurring license fees for use of the system, in part or full;

- Provide a NVR, or equivalent, that is rack mountable, capable of simultaneously real time recording (into industry standard formats i.e. AVI or MP4), playback, archiving, and remote viewing; capable of retaining (30) days of video footage from all airport security cameras; and is capable of downloading footage to a DVD at a local workstation;

- Provide a high quality and easy to use controller in the airport Security Office which will allow any Security Officer to use all features of the cameras and the program;

- Provide a server, which will be located at the airport Administration Building and not City Hall, for the entire camera system and all associated data;

- Provide three large displays in the airport Security Office, allowing for camera footage to

be organized/grouped into three categories defined as: 1) Airside, 2) Groundside, and 3) Facilities, and permit all cameras to be simultaneously monitored;

- Provide a system that allows certain camera feeds to be shared with other stakeholders

(i.e. camera for Apron II provided to airline offices in addition to our complete system);

- Provide cameras that are high resolution, high sensitivity (low light) integral colour cameras and must accommodate monitoring visibility day and night under a minimum of parking lot illumination conditions;

- Provide cameras that are full‐featured, vandal resistant, dome or wall/post mount TCP/IP cameras designed for indoor and outdoor applications. Outdoor cameras shall be sealed for outdoor use, have a minimum operating temperature range of -40oC to 50oC, and IP66 protection against water, wind or dust;

- Install all cameras, monitors, communication and power lines, and all other components required for the system;

- Remove all components of the current airport security camera system that are not being

utilized in the new airport security camera system (including but not limited to cameras and mounts, communication line, electrical supplies, etc.);

- Provide an intercom system between Gates #1 and 2 to the airport Security System, replacing the system currently in use;

- Provide documentation for the system and all included hardware and software, for both the camera system and intercom;

- Provide system schematics and as builts for all installed hardware, as well as associated

power and communication lines (including all new components and components utilized from the old system), for both the camera system and intercom system.

- Provide comprehensive training on the system to AIRPORT staff as part of the initial turn-over/hand-over of the system, as required; and,

- Provide warranty on all installation labour and components. The VENDOR will be responsible for providing all material and equipment other than those noted to be supplied by the AIRPORT below. The AIRPORT will provide the computer workstation in the airport Security Office which the monitoring and control program will function from, at the specifications of the VENDOR. This computer workstation will be purchased through City of North Bay IT Department, and as such should not be reflected in the proposal. Additional work requirements may be requested by the Airport Manager at any time. Such requests will be processed via change orders with associated separate purchase/work orders, which will be invoiced separately at the end of the project. All VENDOR employees will be required to participate in a safety and security briefing at the airport prior to commencement of the project. 4.0 TERM OF CONRACT The term of this agreement is for the duration of the project, which is to be completed within (6) months from commencement, or less. This service will commence at 00:01 hours on the 1st day of the project as proposed by the VENDOR and terminate at no later than 24:00 hours 180 days later, subject to earlier termination, completion, or preapproved extensions. Should an extension be required the proponent must provide a written request to the AIRPORT not less than 30 days prior to the end of the contract. Any such request shall include documented, justifiable evidence that an extension should be granted. Every effort will be made by the AIRPORT’s representatives to cooperate with the VENDOR’s construction schedule. The VENDOR’s construction schedule will need to take into consideration the operational requirements and restrictions of the AIRPORT’s and all its tenants operations (i.e. airline schedules). It is the AIRPORT’s intent that the construction schedule never interferes with, nor in any way impedes, the day-to-day operations. 4.1 Payment

The AIRPORT will be invoiced only at the completion of the entire project. Any taxes shall be invoiced and paid in association with the total contract price.

5.0 OBLIGATIONS The VENDOR The selected VENDOR will be considered the primary contractor and will assume total responsibility to provide the AIRPORT with all material and services needed to make the system fully operational by the agreed upon date. As such they: Shall supply technical staff who will comply with all statutory and local airport regulations in effect from time to time throughout the ”Term of Contract”; Shall comply with all airport safety and security instructions throughout the course of their work, in order to ensure regular operations of the airport remain unaffected at all times. Shall be responsible for any lost or not returned restricted area passes. The AIRPORT maintains the right to remove or reject for any reason any employee(s) from providing services under the Agreement. Shall provide any uniforms, personal protective equipment (PPE), tools, and equipment for employees throughout the project, as required. Shall provide all necessary components for the project, less those provided by the AIRPORT as listed below. Shall designate one (1) person as project manager responsible for all work contained within the project. This person will coordinate all activities with the AIRPORT. Shall be able to provide a (4) hour to onsite response time or better in cases of outages as part of their follow-up service and support technician package. The proposal should specify details of the closest office and expected response times. The AIRPORT Shall provide one complete computer workstation (computer, mouse, keyboard, monitor), as purchased through City of North Bay IT Department, to the specifications of the proponents requirements. Shall provide network Gigabit switches in the airport Terminal Building, Administration Building, and Maintenance Garage, which connect to the airport’s central network in the Administration Building. Shall provide fibre connection between the airport Terminal Building, Administration Building, and Maintenance Garage. Shall provide a safety and security briefing for all proponent employees prior to commencement of the project. Shall provide access to job sites as required, including restricted areas through the use of issuing keys or security escorts. Shall designate one (1) person as project manager responsible for all work contained within the project. This person will coordinate all activities with the VENDOR.

5.1 Code and Regulation Compliance VENDOR shall review all relevant codes, statues, regulations and by-laws applicable to the work required, and ensure those authorities having jurisdiction are consulted and approvals as appropriate are secured or complied with. These may include but not be limited to:

Department of Labour, Occupations Environmental Regulations

The Workers Compensation Industrial Health and Safety Regulations

6.0 INSTRUCTIONS TO VENDORS 6.1 General Eligible vendors must provide with their proposal:

1. Proof of licence to conduct business within the Province of Ontario. 2. Letter of good standing with the Workplace Safety & Insurance Board. 3. Proof of General and Professional Liability Insurance $5,000,000 inclusive per

occurrence.

The information contained in the proposal must be organized under the same headings and in the same order as outlined in the following section entitled “Mandatory Proposal Components”. 6.2 Mandatory Proposal Components Please order proposal as follows:

1.0 Introduction, including the following:

1.1. Introductory letter describing the firm’s commitment to the RFP, signed and sealed as outlined above.

1.2. Letter of good standing with the Workplace Safety and Insurance Board.

1.3. Letter from Insurance Company stating availability Liability Insurance specific to

this contract. The successful Proponent will be required to carry a minimum of $5,000,000 in general liability. The insurance coverage cannot be modified without written consent of the Owner.

1.4. Tender cost must be broken down in separate components as listed in Schedule

1A below.

Schedule 1A - Cost of Services

Terminal Building Cameras Cost HST

Camera Units as Proposed and Provided

Monitors for Airport Security Office

Installation of all Proposed Components

Removal of all Old System Components

Other Costs (Itemized)

Administration Building Cameras Cost HST

Camera Units as Proposed and Provided

NVR and Server System

Installation of all Proposed Components

Removal of all Old System Components

Other Costs (Itemized)

Maintenance Garage Compound Cameras Cost HST

Camera Units as Proposed and Provided

Installation of all Proposed Components

Other Costs (Itemized)

Airside Cameras Cost HST

Camera Units as Proposed and Provided

Installation of all Proposed Components

Removal of all Old System Components

Other Costs (Itemized)

Groundside Cameras and Intercom System Cost HST

Camera Units as Proposed and Provided

Installation of all Proposed Components

Installation of Gate 1 and 2 Intercom System

Removal of all Old System Components

Other Costs (Itemized)

Onsite Training Cost HST

Onsite Training for Airport Staff After Installation & Commissioning

TOTAL PROJECT COST Cost HST

Grand Total of Project as Proposed Above

Additional Individual Components* Cost HST

Cost per camera of Camera Type #1 (not including installation)

Should the airport wish to add cameras to the system as part of the project or at a later date as an expansion to the system installed by the proponent.

Cost per camera of Camera Type #2 (not including installation)

Cost per camera of Camera Type #3 (not including installation)

*Note: Please provide individual pricing per each camera type used as part of the system.

2.0 Corporate Overview 2.1 History of Firm(s) and experience in general. 2.2 Related Experience – A summary of relevant experience of the proposed

RFP. 2.2.1 References of Relevant Work

2.3 Statement of ability to handle this work in conjunction with any existing

workloads.

3.0 Project Overview 3.1 Overall System Design 3.2 Hardware Equipment and Capabilities 3.3 Software Products and Capabilities

4.0 Work Implementation Schedule 4.1 Project Timeline and Major Milestones

4.1.1 System Design

4.1.2 Procurement of Product and Equipment 4.1.3 Installation 4.1.4 Removal of Obsolete Equipment 4.1.5 System Training

5.0 Warranty Overview

5.1 Equipment and Product Warranties 5.2 Service and Labour Warranties

6.0 Service and Support

6.1 Service Technician Information 6.2 Service Call Rates

Illustrated brochures and professional publications may be attached and submitted to augment the data and information listed above and included in the qualifications document. Illustrated brochures and professional publications do not replace any component, in part or in full, of the “Mandatory Proposal Components”.

7.0 PROPOSAL EVALUATION CRITERIA

The VENDOR proposal shall be evaluated in accordance with the following criteria. Proposals will be evaluated by the North Bay Jack Garland Airport Corporation on the basis of perceived “best value” to the AIRPORT as such, the lowest price may not mean award. The North Bay Jack Garland Airport Corporation reserves the right to select and award using its sole discretion and to reject any and all proposals as it sees fit.

The Airport Manager and team will carry out a project assessment and make recommendations to the Airport Board. The evaluation will use the criteria set out as outlined below.

Envelope Total Value 100 points

Proposal Quality 10 points -overall organization, quality of proposal

Understanding of the Requirements 10 points - demonstrated understanding of the requirements

Security Systems and Similar Work Related Experience 30 points - qualifications and experience of firm & personnel

Methodology 15 points - depth, detail, clarity of the submission, timeline

Total Cost to Provide Service 35 points

Acceptance or Rejection of Tenders

The AIRPORT reserves the right to reject any or all tenders in the best interest of the Corporation. The lowest or any tender will not necessarily be accepted.

8.0 SUBMISSION INSTRUCTIONS 8.1 Address for Submission of Proposals

Address for submittal of Proposals:

Clearly mark in sealed packages: PROPOSAL SUBMISSION FOR: Airport Security Camera System North Bay Jack Garland Airport Corporation 50 Terminal St., Suite 1 North Bay, Ontario P1B 8G2

8.2 Closing Time for Submission of Proposals

Proposals must be received no later than: 3:00 pm, Eastern Standard Time, Friday February 12, 2016

8.3 Enquiries from Proponents Proponents are to direct enquiries during the proposal call period to: Bryan Avery Security/Operations and Service Development Manager Phone: 705-474-3026 Ext 225 Fax: 705-472-9867 Email: bryan.avery@northbayairport.com North Bay Jack Garland Airport Corporation 50 Terminal St. Suite 1 North Bay, Ontario P1B 8G2

Appendix A - Terminal Building Diagram

Appendix B - Administration Building Diagram

Appendix C - Maintenance Garage Building Diagram

Appendix D - Airside Diagram

Appendix E - Groundside Diagram

Parking Lot A

Parking Lot B

Apron II Airside

G1

G2

G2A