REQUEST FOR PROPOSALS (RFP)

Security Camera, Access Control, Wiring, Installation, Licensing & Commissioning Services

RFP Number: LEAD/OPS-444SEC/RFP001/2026/27 Location: 444 Metroplex Drive, Nashville, Tennessee Facility: Approximately 59,000 Square Feet

Issue Date: October 7, 2026 Proposal Due Date: November 6, 2026 Procurement Contact:procurement@leadpublicschools.org

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities Primary RFP Contacts:

Paye Horton

RFP Number: LEAD/OPS-444SEC/RFP001/2026/27

Contents

1. Project overview I. Purpose of Procurement LEAD Public Schools (“LEAD”) is soliciting proposals from qualified and authorized security-system providers to furnish all labor, materials, equipment, wiring, installation, configuration, programming, licensing, testing, commissioning, training, warranty, and support necessary to provide a complete and operational Verkada security camera and access-control system for LEAD's new elementary school campus located at 444 Metroplex Drive, Nashville, Tennessee.

The successful Proposer shall provide a complete turnkey solution in accordance with this RFP, the Scope of Work, project drawings, specifications, and applicable federal, state, and local requirements.

The objective is to have the security system fully installed, configured, tested, commissioned, licensed, and operational prior to the school's scheduled occupancy.

. LEAD seeks to:

· Provide comprehensive video surveillance coverage throughout the facility.

· Provide controlled access to designated employee and restricted areas.

· Provide reliable employee card-reader access.

· Integrate designated access-control/intercom functions with Aiphone equipment.

· Provide all required cabling and infrastructure.

· Install and configure all security equipment.

· Provide required Verkada licenses and subscriptions.

· Test and commission the complete system.

· Train designated LEAD personnel.

· Provide complete warranty and support services.

· Provide accurate as-built documentation and system records.

· Minimize disruption to ongoing construction activities.

· Deliver a fully operational system before occupancy.

II. Background LEAD Public Schools is developing a new approximately 59,000-square-foot elementary school to support K–5 educational programming and related administrative and operational functions.

Security technology is a critical component of the facility. LEAD intends to deploy an integrated video surveillance and access-control solution utilizing Verkada products and associated equipment.

The selected Proposer will be responsible for coordinating its work with the Owner, construction manager/general contractor, electrical contractor, low-voltage contractors, IT personnel, and other project participants.

The project’s requirements are more fully described in Exhibit A, Scope of Work (SOW)

III. Manufacturer Requirement Because LEAD has identified Verkada as the required security platform, Proposers must be currently authorized by Verkada to sell and license the Verkada products included in this solicitation.

The Proposer must provide documentation demonstrating:

· Current Verkada authorization/partner status;

· Authorization to sell Verkada products;

· Authorization to provide Verkada licensing/subscriptions;

· Relevant installer qualifications;

· Ability to obtain manufacturer technical support;

· Ability to provide warranty services; and

· Ability to support the system following installation.

LEAD reserves the right to verify the Proposer's authorization directly with Verkada. Proposals from entities that cannot demonstrate the required manufacturer authorization may be deemed non-responsive.

IV. RFP Contact For the purposes of the procurement, the “RFP Contact” will be:

Name: Paye Horton Title: Procurement Specialist Email: procurement@leadpublischools.org

Bidders and their representatives are not permitted to contact any employees and or officers of LEAD Public Schools, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the bidder and the rejection of the bidder’s proposal.

V. Contract Term The initial Contract term shall be three (3) years commencing upon execution of the Contract and issuance of a Notice to Proceed.

LEAD Public Schools may, at its sole discretion, renew the Contract for up to two (2) additional one-year periods, subject to satisfactory performance, continued need, available funding, and mutually agreed-upon pricing.

Any recurring Verkada licensing, software, warranty, maintenance, or support services shall be identified separately in the Proposal and remain subject to the terms of the Contract.

VI. Instructions to Supplier By submitting a response to the RFP, the supplier acknowledges that the supplier.

a) Has read the information and instructions.

b) Agrees to comply with the information and instructions contained herein.

1. Definitions For purposes of this RFP and any resulting Contract, the following terms shall have the meanings set forth below. Terms not specifically defined shall have their ordinary meaning within the context of security systems, low-voltage construction, information technology, and public-school operations.

LEAD / Owner – LEAD Public Schools, including its authorized representatives, employees, officers, agents, and designated project representatives.

RFP – This Request for Proposals, including all sections, exhibits, attachments, specifications, drawings, addenda, and written clarifications issued by LEAD.

Proposer / Bidder – The individual, company, corporation, partnership, or other legal entity submitting a proposal in response to this RFP.

Contractor – The Proposer whose proposal is selected by LEAD and with whom LEAD executes a written agreement for the performance of the Work.

RFP Contact – The LEAD representative identified in this RFP as the sole authorized point of contact for communications concerning the procurement prior to contract award.

Work / Services – All labor, supervision, materials, equipment, cabling, wiring, programming, configuration, licensing, installation, testing, commissioning, training, documentation, warranty, support, and other services necessary to provide a complete and operational security system.

Security System – The complete integrated security solution provided under this RFP, including security cameras, video management, access control, card readers, associated hardware, wiring, cabling, network components, software, licensing, and related equipment and services.

Video Surveillance System – The Verkada-based system consisting of security cameras, video management functionality, recording/storage capabilities, mounting hardware, connectivity, licensing, and associated components necessary to provide the required surveillance coverage.

Access Control System – The system used to control, monitor, and manage authorized access to designated doors, rooms, restricted areas, and other controlled locations.

Access-Control Device – Any hardware or equipment used as part of the access-control system, including card readers, controllers, door hardware interfaces, request-to-exit devices, door position sensors, and related equipment.

Card Reader – An electronic device used to read an authorized credential and transmit access information to the access-control system for verification and access authorization.

Credential – A card, mobile credential, or other authorized identification method used to authenticate an individual for access to a controlled area.

Aiphone System – The designated Aiphone intercom, communication, or access-control-related equipment identified in the RFP that must be integrated, connected, configured, or coordinated with the security system.

Verkada – The manufacturer and technology platform identified by LEAD as the required security platform for the applicable equipment and services.

Authorized Verkada Partner – A company currently authorized by Verkada to sell, license, install, configure, support, or otherwise provide the Verkada products and services included in this RFP.

Verkada Licensing / Subscription – The manufacturer-provided software licenses, cloud services, subscriptions, or other recurring services required for operation and use of the Verkada security system.

Low-Voltage Wiring – Cabling and related infrastructure used to connect security cameras, access-control devices, network equipment, and other low-voltage technology systems.

Installation – The furnishing, mounting, wiring, termination, connection, configuration, labeling, and placement of equipment and related components necessary for a complete installation.

Configuration – The programming and setup of equipment, software, user permissions, system settings, network connections, notifications, recording parameters, access-control rules, and other system functions necessary for proper operation.

Commissioning – The systematic process of inspecting, configuring, testing, verifying, documenting, and demonstrating that the installed security system operates in accordance with the RFP, approved design, manufacturer requirements, and Contract.

Testing – The inspection and functional verification of equipment, devices, cabling, software, connectivity, system configurations, integrations, and related components to confirm proper operation.

Substantial Completion – The stage at which the Work is sufficiently complete for the security system to be used for its intended purpose, except for minor punch-list items that do not materially impair system operation.

Final Acceptance – LEAD's written or otherwise documented acceptance that the Work has been completed in accordance with the RFP and Contract, including successful installation, testing, commissioning, training, documentation, and correction of identified deficiencies.

Punch List – A list of incomplete, defective, damaged, or nonconforming items identified by LEAD or its designated representative that must be corrected before Final Acceptance.

As-Built Documentation – Final documentation accurately reflecting the installed system, including equipment locations, device identification, cable pathways, system configurations, network information, access-control devices, camera locations, and other applicable system information.

Change Order – A written modification to the scope, price, schedule, equipment, or other Contract requirements authorized by LEAD in accordance with the Contract.

Subcontractor – Any individual, company, or entity engaged by the Contractor to perform any portion of the Work.

Manufacturer – The original manufacturer of equipment, hardware, software, or technology supplied under the RFP.

Warranty – The manufacturer's or Contractor's written obligation to repair, replace, or otherwise remedy defective equipment, materials, workmanship, or services during the applicable warranty period.

Support Services – Technical assistance, troubleshooting, maintenance, warranty coordination, licensing assistance, system support, and other services provided after installation and commissioning.

Business Day – A calendar day other than Saturday, Sunday, or a legal holiday observed by LEAD Public Schools.

Notice to Proceed (NTP) – Written authorization issued by LEAD directing the Contractor to commence specified Work under the Contract.

Contract Term – The initial term of the Contract, together with any renewal periods authorized by LEAD and expressly incorporated into the executed Contract.

Proposal – The complete response submitted by a Proposer in accordance with the requirements of this RFP, including all forms, pricing, technical information, certifications, schedules, exceptions, and supporting documentation.

Addendum – A written modification, clarification, correction, or supplement to the RFP issued by LEAD prior to the Proposal submission deadline.

Responsive Proposal – A Proposal that materially complies with the requirements of the RFP and includes the information, documentation, certifications, and pricing required by LEAD.

Responsible Proposer – A Proposer determined by LEAD to possess the qualifications, experience, technical capability, financial capacity, personnel, resources, and integrity necessary to satisfactorily perform the Work.

Total Cost of Ownership (TCO) – The total evaluated cost of acquiring, installing, licensing, operating, maintaining, supporting, and renewing the security system over the period specified by LEAD, including applicable one-time and recurring costs.

LEAD IT – LEAD Public Schools' designated information technology personnel or authorized technology representative responsible for coordinating network, cybersecurity, system access, and technology-related requirements.

Owner's Representative – The individual or entity designated by LEAD to represent its interests in project coordination, construction, installation, inspection, or administration.

Project Site – LEAD's new elementary school campus located at 444 Metroplex Drive, Nashville, Tennessee, together with areas designated by LEAD for delivery, staging, installation, testing, commissioning, and related Work.

System Documentation – All manuals, equipment schedules, configuration records, licensing information, test results, warranties, as-built documentation, training materials, and other records required to operate, maintain, troubleshoot, and support the completed Security System.This RFP includes the following key terms:

Schedule of Events The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion. Failure to observe all events within the timeline could result in disqualification of a Service Provider’s response.

2. Mandatory Pre-Proposal Conference LEAD Public Schools will conduct a mandatory Pre-Proposal Conference to provide prospective proposers with an opportunity to review the project requirements, and ask questions regarding the Security Camera, Access Control, Wiring, Installation, Licensing & Commissioning Services project.

Date: October 21, 2026 Time: 2:00 PM CST Location: Virtual Meeting Information Vendors are responsible for thoroughly reviewing the Security Plan (Exhibit G) and considering all information contained therein when preparing their proposed solution and pricing.

Questions raised during the conference that require a formal response will be addressed through the official RFP process and shared with all participating proposers.

Failure to attend the mandatory Pre-Proposal Conference may result in the vendor being deemed non-responsive.

3. Submission of Proposal Proposal and Documentations must be submitted through the online Bonfire Portal at: https://leadpublicschools.bonfirehub.com/opportunities I. Proposal to be Submitted on Time Proposals that a Bonfire account is required. Visit the link for more details and to register as a vendor. Bidders should contact Bonfire at support@goBonfire.com for technical questions leading to submissions. Your submission must be uploaded, submitted, and finalized prior to the Closing Time of November 6, 2026 @ 3 PM CST. We strongly recommend that you give yourself sufficient time and at least one (1) day before Closing Time to begin the upload process and finalize your submission.

Proposal Submission Format

1. Cover Letter

· Legal company name and address

· Primary contact information

· Authorized representative name, title and signature

· Statement of intent to perform the work

· Signature and date

· Confirmation that the proposal is valid do the required period

2. Executive Summary

· Overview of the proposed solution

· Vendor's understanding of LEAD's objectives

· Key strengths and differentiators

3. Verkada Authorization Provide:

· Current Verkada authorization/partner status.

· Documentation of authorization to sell and license Verkada products.

· Relevant Verkada certifications/training.

· Manufacturer support information.

· LEAD reserves the right to verify authorization directly with Verkada.

4. Company Qualification and Experience Describe:

· Security, surveillance, access-control, and low-voltage experience.

· Verkada and Aiphone experience.

· System integration, commissioning, and training experience.

· Relevant certifications and qualifications.

5. Similar Projects Provide at least three comparable projects, preferably K–12 or educational facilities, including:

· Client and project information.

· Facility size and project value.

· Scope of work.

· Completion date.

· Reference contact information.

5. Technical Solution

· Proposed equipment

· Equipment specifications

· System capabilities

· Compatibility and integration with existing systems

· Cybersecurity features

· Scalability and future expansion

6. Project Team Identify key personnel, including the Project Manager and Lead Technician. Provide relevant experience, certifications, and roles for each.

7. Technical Approach Describe the proposed approach for:

· Site survey and engineering.

· Cabling and installation.

· Camera and access-control installation.

· Aiphone integration.

· Verkada configuration and licensing.

· Testing and commissioning.

· Training.

· Coordination with the construction team.

8. Project Schedule Provide a project schedule identifying:

· Equipment procurement/lead times.

· Cabling and installation.

· Programming/configuration.

· Testing and commissioning.

· Training.

· Final completion and closeout.

9. Equipment Schedule Identify proposed:

· Manufacturer and model numbers.

· Quantities.

· Equipment specifications.

· Warranty.

· Any proposed substitutions or exceptions.

10. Licensing Identify:

· Initial licensing costs.

· Annual recurring licensing costs.

· Renewal costs.

· License terms.

· Other recurring fees.

11. Pricing Complete the pricing schedule provided in Exhibit B. Pricing shall include all costs necessary for a complete and operational system, including equipment, materials, cabling, installation, programming, licensing, testing, commissioning, training, and applicable support.

12. Warranty & Support Describe:

· Equipment and installation warranties.

· Technical support.

· Service response times.

· Equipment replacement.

· Ongoing maintenance and support.

13. Exceptions Identify any exceptions or deviations from the RFP requirements. If none, state “No Exceptions Taken.”

14. References Provide at least three references for comparable projects, including client name, project, scope, completion date, and contact information.

including applicable:

· Proposal Form.

· Pricing Schedule.

· Conflict of Interest Certification.

· Non-Collusion Certification.

· Debarment/Suspension Certification.

· Insurance information.

· Manufacturer Authorization Certification.

· Subcontractor Disclosure.

· Signature/Certification Form.

II. Withdrawal of Proposals At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a bidder may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. LEAD Public Schools is under no obligation to return withdrawn proposals.

4. Evaluation and Award LEAD will use a multi-stage, transparent, and criteria-based selection process to evaluate proposals and identify the vendor that provides the best overall value to LEAD Public Schools. The process includes the following steps:

I. Stage 1- Administrative & Mandatory Requirements Review LEAD Public Schools will review all proposals to determine whether they are responsive and complete. Proposals must include all required forms, certifications, acknowledgments, and pricing information.

The review will include:

· Timely submission through Bonfire.

· Signed proposal forms.

· Completed Price Proposal Form.

· Required insurance and bonding documentation.

· Acknowledgment of all addenda.

· Compliance with solicitation requirements.

Proposals determined to be non-responsive may be rejected without further evaluation.

II. Stage II- Technical Evaluation (85 Points) An Evaluation Committee will independently review and score responsive proposals based on the criteria below:

The technical score assigned by each evaluator will be averaged to determine the proposer's final technical score.

III. Stage III- Price Evaluation (15 Points) Price will represent 15% of the total proposal evaluation score.

LEAD will evaluate the Total Cost of Ownership (TCO) of each responsive proposal, including, as applicable:

Total project cost, equipment pricing, installation costs, licensing/subscription fees, recurring costs, warranty costs, maintenance costs, optional services, and overall five-year total cost of ownership.

Price Scoring Formula The proposer receiving the lowest evaluated total cost will receive the full 15 points available for price.

Other proposers will receive points using the following formula:

Price Score = (Lowest Evaluated Cost ÷ Proposer's Evaluated Cost) × 15 For example, if the lowest evaluated cost is $100,000 and a proposer’s evaluated cost is $125,000:

($100,000 ÷ $125,000) × 15 = 12 points LEAD may evaluate pricing over the anticipated contract term to account for recurring licensing, subscription, maintenance, and support costs.

Proposers shall clearly identify all one-time and recurring costs. Costs not clearly identified in the proposal may be considered included in the proposed pricing.

IV. Stage 4-Interviews/Presentation LEAD Public Schools reserves the sole right, in the best interest of the LEAD, upon review of proposals, to do any of all of the following:

Request and obtain additional information and/or clarification from prospective proposers.

1Request and schedule proposer(s) to meet and schedule at a designated time, date, and county location for an interview and/or presentation.

V. Stage 5- Final Ranking The final score shall be calculated as follows:

The proposer receiving the highest total score may be recommended for award.

Award Recommendation The contract will be awarded to the responsive and responsible proposer receiving the highest total combined score from the Technical Evaluation and Pricing Evaluation.

Contract Negotiation Process Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process and will not constitute a legally binding offer to enter into a contract on the part of LEAD Public Schools or the Bidder, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. Negotiations may include requests by LEAD Public Schools for supplementary information from the Bidders to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by LEAD Public Schools for improved pricing or performance terms from the proponent.

I. Time period for Negotiation LEAD intends to conclude negotiations and finalize the agreement with the top-ranked Bidder during the Contract Negotiation Period, commencing from the date LEAD Public Schools invites the top-ranked proponent to enter negotiations. A Bidder invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in the RFP Particulars (Exhibit G), provide requested information in a timely fashion and conduct its negotiations expeditiously.

II. Failure to Enter into Agreement If the pre-conditions of award listed in (Exhibit G) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, LEAD Public Schools may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until LEAD Public Schools elects to cancel the RFP process.

III. Notification of Negotiation Status Other Bidders that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.

5. GENERAL CONDITIONS

These General Conditions apply to all work performed under this solicitation and any resulting contract with LEAD Public Schools.

I. General Requirements The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation, licenses, permits, programming, testing, and other services necessary to provide a complete and fully operational Verkada security camera and access control system.

All work shall be performed in accordance with the RFP, Contract documents, approved plans and specifications, manufacturer requirements, applicable codes, and industry standards.

II. Trunkey Responsibility The Contractor shall be responsible for delivering a complete, functional, tested, licensed, and commissioned system. Any incidental materials, labor, equipment, or services required for proper operation shall be provided at no additional cost to LEAD, whether specifically identified in the RFP or not.

III. Coordination The Contractor shall coordinate all work with LEAD, the Owner’s Representative, the construction team, IT personnel, and other contractors working on the project.

The Contractor shall coordinate installation schedules, equipment locations, cable pathways, network requirements, power requirements, door hardware, ceiling conditions, and other project interfaces necessary to avoid conflicts and delays.

IV. Site Conditions The Proposer shall carefully review and become familiar with the Security Plan (Exhibit G) prior to submitting a Proposal. The Proposer shall consider the information provided in Exhibit G when developing its proposed solution, scope of work, and pricing.

No additional compensation shall be allowed for conditions, requirements, or information that could reasonably have been identified through review of the Security Plan (Exhibit G).

V. Codes, Permits & Licensing The Contractor shall obtain and maintain all licenses, permits, certifications, and approvals required to perform the work.

All work shall comply with applicable federal, state, and local laws, codes, regulations, fire and life-safety requirements, electrical requirements, building requirements, and manufacturer specifications.

VI. Manufacturer Authorization The Contractor shall maintain current authorization from Verkada to sell, license, install, configure, and support the proposed Verkada products.

LEAD reserves the right to verify authorization directly with the manufacturer.

VII. Safety & Protection The Contractor shall maintain safe working conditions and comply with all applicable OSHA and safety requirements.

The Contractor shall protect the building, finishes, equipment, furnishings, students, staff, visitors, and other contractors from damage or hazards resulting from the work.

All work areas shall be kept clean and free of debris.

VIII. Equipment & Materials All equipment and materials shall be new, commercial-grade, and suitable for the intended application unless otherwise approved by LEAD.

Proposed equipment shall be compatible with the Verkada platform and the approved system design. Substitutions require prior written approval from LEAD.

IX. Workmanship All installation work shall be performed in a professional and workmanlike manner by qualified personnel experienced in security systems, structured cabling, access control, and related low-voltage systems.

Cabling shall be properly routed, supported, terminated, labeled, tested, and documented.

X. Testing & Commissioning The Contractor shall fully test and commission the system before final acceptance.

· Testing shall include, as applicable:

· Cameras and video recording

· Camera views and coverage

· Network connectivity

· Access control devices

· Card readers and credentials

· Door hardware interfaces

· Aiphone systems

· Alarms and notifications

· System programming and configurations

· Verkada licensing and cloud connectivity

· Backup and system functionality

The Contractor shall correct all deficiencies identified during testing or commissioning at no additional cost to LEAD.

XI. Training The Contractor shall provide training to designated LEAD personnel on system operation, administration, user management, access control, video management, basic troubleshooting, and other functions necessary for effective use of the system.

XII. Warranty & Support The Contractor shall provide all applicable manufacturer and installation warranties and shall coordinate warranty claims and service.

The Contractor shall provide technical support and respond to service issues in accordance with the requirements stated in the Contract.

XIII. Changes No changes to the scope, equipment, pricing, or system design shall be made without prior written authorization from LEAD.

Approved changes shall be documented by written change order or other authorization designated by LEAD.

XIV. Cleanup & Restoration The Contractor shall remove all construction debris and excess materials generated by its work and shall restore affected areas to their original or specified condition.

XV. Closeout Documentation Before final acceptance, the Contractor shall provide all required closeout materials, including:

· As-built drawings

· Cable and device labeling documentation

· Equipment schedules

· Test and certification results

· System configuration information

· Warranty documentation

· Licensing information

· Training documentation

· Manufacturer documentation

XVI. Due Diligence LEAD reserves the right to verify any information submitted by a Proposer.

LEAD may contact references, review publicly available information, request additional documentation, or otherwise conduct due diligence regarding a Proposer's qualifications, experience, financial capacity, and proposed services.

False, misleading, or materially incomplete information may result in rejection of a proposal or termination of a resulting contract.

XVII. Clarification of Proposals LEAD may request clarification of information contained in a proposal.

A request for clarification shall not necessarily constitute an opportunity for a Proposer to materially revise its proposal.

LEAD may determine the appropriate method and extent of any clarification.

XVIII. Contract Terms The successful Proposer shall comply with the Terms of the Resulting Contract included in this RFP.

Proposers shall identify any exceptions to the proposed contract terms in their proposal.

LEAD reserves the right to reject material exceptions.

XIX. Non-Collusion By submitting a proposal, the Proposer certifies that the proposal has been prepared independently and without collusion, coordination, or agreement with another Proposer concerning pricing, terms, or the submission of proposals.

XX. Non-Discrimination The Contractor shall comply with all applicable federal and state laws prohibiting discrimination in employment and the performance of the resulting contract.

XXI. Compliance with School and Owner Policies

XXII. Insurance The successful Proposer shall maintain insurance coverage required by LEAD and shall provide certificates of insurance upon request.

Required insurance shall remain in effect throughout the applicable contract term.

XXIII. Assignment The resulting contract may not be assigned or transferred by the Contractor without LEAD's prior written approval, except as expressly permitted by the executed agreement.

XXIV. Publicity The Contractor shall not use LEAD's name, logo, trademarks, photographs, or other identifying information in advertising, marketing, promotional materials, or public announcements without LEAD's prior written approval.

XXV. Ownership of LEAD Materials All documents, specifications, data, artwork, files, and other materials supplied by LEAD remain the property of LEAD.

The Contractor shall use LEAD materials solely for authorized contract purposes.

XXVI. Changes to the RFP LEAD reserves the right to modify the RFP prior to the proposal deadline.

Any material modification shall be communicated through a formal addendum or other official written communication.

XXVII. Reservation of Rights LEAD reserves all rights available under applicable law and its procurement policies, including the right to:

Reject any or all proposals;

· Waive minor irregularities;

· Request clarification;

· Request additional information;

· Conduct due diligence;

· Negotiate with Proposers;

· Conduct interviews or presentations;

· Award to one or multiple Proposers;

· Cancel or modify the procurement; and

· Take any action determined to be in the best interest of LEAD Public Schools.

XXVIII. Incorporation into Resulting Contract The General Conditions contained in this RFP, together with the RFP requirements, applicable addenda, accepted proposal, pricing schedule, and negotiated terms, may be incorporated into the resulting contract.

By submitting a proposal, the Proposer acknowledges that it has reviewed and understands these General Conditions.

XXIX. Governing Law This contract shall be governed by the laws of the State of Tennessee. Venue for any disputes shall lie exclusively in Davidson County, Tennessee.

6. SPECIAL TERMS AND CONDITIONS

The following Special Terms and Conditions shall apply to this solicitation and any resulting contract I. Purpose These Special Conditions establish requirements specific to the procurement and provision of Verkada Security Camera, Access Control, Wiring, Installation, Licensing, and Commissioning Services for LEAD Public Schools ("LEAD").

These Special Conditions supplement the General Conditions and shall become part of any resulting contract. In the event of a conflict between the General Conditions and these Special Conditions, these Special Conditions shall govern with respect to the requirements specifically addressed herein.

II. Contractor Qualifications The successful Proposer shall:

· Be an authorized Verkada reseller, integrator, installer, or service provider.

· Demonstrate experience installing and commissioning Verkada security systems.

· Provide qualified and properly trained personnel.

· Maintain all required licenses, certifications, and manufacturer authorizations.

· Provide references for comparable K–12, commercial, governmental, or institutional projects upon request.

III. Site Survey The Contractor shall conduct a site survey prior to installation to verify:

· Existing site conditions;

· Camera and access-control locations;

· Cable pathways;

· Network connectivity;

· Power requirements;

· Mounting surfaces;

· Door and hardware conditions; and

· Other conditions affecting installation.

The Contractor shall notify LEAD of any discrepancies or installation conflicts before proceeding.

IV. Equipment and Materials All equipment shall be new, unused, current-production equipment and compatible with the Verkada platform.

The Contractor shall provide all equipment, components, mounting hardware, cabling, connectors, accessories, and incidental materials necessary for a complete and operational system.

Substitutions shall require prior written approval from LEAD.

V. Device Standardization The Contractor shall recommend appropriate equipment based on LEAD's operational requirements, print volumes, location, and intended use.

LEAD may require standardization of equipment models, supplies, drivers, software, and support processes where doing so provides operational or financial benefits.

Any proposed equipment substitutions shall be approved by LEAD before implementation.

VI. Installation and Wiring The Contractor shall provide complete installation of all security cameras, access-control devices, wiring, cabling, network components, and associated equipment identified in the RFP.

All cabling shall be properly routed, secured, terminated, labeled, tested, and documented in accordance with applicable codes, manufacturer requirements, and industry standards.

VII. School Operations Because LEAD operates schools, the Contractor shall coordinate all on-site work to minimize disruption to instructional and administrative activities.

Contractor personnel shall comply with applicable LEAD visitor, access, safety, and campus procedures.

LEAD may restrict service activities during instructional periods, testing windows, arrival/dismissal, or other designated times.

VIII. Verkada Licensing The Contractor shall provide all Verkada licenses and subscriptions required for the equipment and services included in the RFP.

The proposal shall clearly identify all initial, recurring, renewal, and subscription costs.

No undisclosed licensing, subscription, activation, or recurring fees shall be permitted.

IX. Configuration and Commissioning The Contractor shall configure, test, and commission the complete system.

Commissioning shall include verification of:

· Camera operation and recording;

· Access-control functionality;

· Door hardware;

· User permissions;

· Network connectivity;

· System alerts;

· Device communication;

· Firmware/software;

· System integrations; and

· Overall system performance.

All deficiencies shall be corrected before final acceptance.

X. LEAD IT Coordination The Contractor shall coordinate all network and technology-related activities with LEAD's designated IT personnel.

The Contractor shall not make unauthorized changes to LEAD's network, security infrastructure, user accounts, or system configurations.

XI. Protection of Property The Contractor shall protect all LEAD buildings, facilities, furnishings, equipment, technology infrastructure, and other property.

The Contractor shall be responsible for repairing or replacing damage caused by its personnel, subcontractors, suppliers, or agents.

XII. Training The Contractor shall provide training to designated LEAD personnel following system installation and commissioning.

Training shall include system operation, administration, user management, monitoring, basic troubleshooting, and other functions reasonably necessary for LEAD to operate the system.

XIII. Documentation Upon completion, the Contractor shall provide LEAD with complete project documentation, including:

· Equipment inventory;

· Device locations;

· Camera locations and identification;

· Access-control device information;

· Cable and network information;

· Licensing information;

· System configuration information;

· Manufacturer documentation;

· Warranty information; and

· Commissioning and testing records.

XIV. Complete System Responsibility The successful Contractor shall be responsible for providing a complete, functional, and fully commissioned Verkada security solution.

The Contractor shall provide all labor, equipment, materials, licensing, installation, configuration, testing, training, documentation, and incidental services reasonably necessary to deliver a fully operational system in accordance with the RFP.

XV. No Automatic Contract Renewal The resulting contract shall not automatically renew.

Any renewal must be expressly approved by LEAD and documented in writing.

XVI. LEAD’s Right LEAD Public Schools ("LEAD") reserves the right to:

Reject Equipment or Services – Reject any equipment, materials, software, licensing, installation, or services that do not conform to the requirements of the RFP, approved specifications, manufacturer requirements, or resulting contract.

Require Correction – Require the Contractor, at no additional cost to LEAD, to correct, replace, repair, or reinstall defective, damaged, improperly installed, or nonconforming equipment or work.

Approve Substitutions – Approve or reject proposed substitutions, alternate equipment, products, manufacturers, or system components prior to installation or implementation.

Inspect and Test – Inspect, test, and evaluate equipment and services at any time during delivery, installation, configuration, and commissioning. Such inspection shall not relieve the Contractor of its contractual responsibilities.

Control Site Access – Establish and enforce requirements governing Contractor access to LEAD facilities, including scheduling, identification, security procedures, background screening, escort requirements, and access restrictions.

Require Removal of Personnel – Require the removal and replacement of any Contractor employee, subcontractor, or representative whose conduct, performance, qualifications, or failure to comply with LEAD policies is deemed unacceptable.

Control System Access – Determine and approve authorized Contractor access to LEAD's network, systems, facilities, accounts, and security infrastructure. LEAD may revoke such access at any time when reasonably necessary to protect its operations, facilities, data, or security.

Approve System Configuration – Review and approve system configurations, user permissions, access-control settings, network connections, and other security-related configurations before final implementation.

Withhold Acceptance or Payment – Withhold final acceptance and/or payment for incomplete, defective, damaged, improperly installed, undocumented, or nonconforming work until the deficiencies have been satisfactorily corrected.

Require Documentation – Require the Contractor to provide complete equipment inventories, licensing records, configuration information, testing results, warranties, as-built information, and other documentation necessary for LEAD to operate and maintain the system.

Require Compliance with LEAD Policies – Require the Contractor and its personnel to comply with all applicable LEAD policies and procedures, including facility access, safety, cybersecurity, privacy, confidentiality, and information technology requirements.

Direct Scheduling – Establish or modify installation, testing, commissioning, and service schedules as reasonably necessary to accommodate school operations, academic calendars, security requirements, or other LEAD priorities.

Protect LEAD's Interests – Take reasonable measures necessary to protect LEAD's students, staff, facilities, technology infrastructure, confidential information, and security systems.

Require Removal of Unauthorized Equipment – Require removal, at the Contractor's expense, of any unauthorized, unapproved, or nonconforming equipment, software, cabling, device, or system component installed by the Contractor.

Exercise Contract Remedies – Exercise any rights and remedies available under the resulting contract, the RFP, applicable LEAD policies, and applicable law in the event of Contractor nonperformance, delay, breach, or failure to meet contractual requirements.

Nothing in this section shall be construed to limit any other rights or remedies available to LEAD under the resulting contract or applicable law.

XVII. Special Condition Acceptance By submitting a proposal, the Proposer acknowledges that it has reviewed these Special Conditions and agrees to comply with them if selected, subject to any exceptions clearly identified in its proposal and accepted by LEAD.

Any material exception to these Special Conditions must be specifically identified in the Proposer's response.

Failure to identify an exception may be interpreted as acceptance of the applicable requirement.

7. Communication after Issuance of RFP I. Bidder to Review RFP Bidders should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the RFP Contact at procurement@leadpublicschools.org on or before the Deadline for Questions. Once the Deadline for Questions has passed, proponents will not be able to send messages. No such communications are to be directed to anyone other than the RFP Contact. LEAD Public Schools is under no obligation to provide additional information, and LEAD Public Schools is not responsible for any information provided by or obtained from any source other than the RFP Contact. It is the responsibility of the Bidder’s to seek clarification from the RFP Contact on any matter it considers to be unclear. LEAD Public Schools is not responsible for any misunderstanding on the part of the Bidder’s concerning this RFP or its process.

II. All New Information to Bidder by way of Addendum This RFP may be amended only by addendum. If LEAD Public Schools, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Bidders by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Bidders are responsible for obtaining all addenda issued by LEAD Public Schools.

III. Verify, Clarify, and Supplement When evaluating proposals, LEAD Public Schools may request further information from the Bidders or third parties in order to verify, clarify, or supplement the information provided in the Bidder’s proposal, including but not limited to clarification with respect to whether a proposal…