10_2026_021 Camera NVR_s.pdf

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BARTOW COUNTY SCHOOL SYSTEM

Purchasing Department 65 Gilreath Road N.W

P.O. Box 200007 Cartersville, Georgia 30120-9001

770-606-5800 Extension 2024

Request for Proposal

Invitation Number: RFP 10-2026-021

Camera NVR's

Bid Opening: April 13, 2026 at 10:00 a.m.

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Request for Proposal

RFP 10-2026-021

Camera NVR's

Sealed bids for furnishing the commodities or services described in the following will be received by the Bartow County School System in the Purchasing Department, 65 Gilreath Road N.W., P.O. Box 200007, Cartersville, Georgia 30120-9001 until April 13th, 2026 at 10:00 am. and at that time opened.

The Bartow County School System may unilaterally terminate this bid in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the bidder to fulfill the bid obligations in any respect.

For specification information/questions before sealed bids are opened, direct any questions or concerns to Mr. Albert Zielke, Purchasing Specialist at albert.zielke@bartow.k12.ga.us.

Bidders are required to read carefully all items, conditions and specifications in this letter and the attached pages before completing their bid.

The Bartow County School System reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one vendor or to multiple vendors or to make awards by group or location, whichever is in the best interest of the Bartow County School System; hereafter referred to as “Owner”, except where noted for clarity.

Sincerely, Albert Zielke

Albert Zielke Purchasing Specialist Bartow County School System albert.zielke@bartow.k12.ga.us mailto:albert.zielke@bartow.k12.ga.us

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INSTRUCTIONS

1. Bids shall be enclosed in a sealed envelope, addressed to the Purchasing Department office, with the name and address of the bidder, the date and hour of the opening, and the invitation number on the face of the envelope. The sealed bid should contain One (1) original and two (2) copies of the complete bid package.

2. All bids must be either typewritten or filled in with blue pen and must be signed in blue ink by an officer or employee having authority to bind the company or firm. The signatory of the bid must initial corrections or changes on any document. Bidders will not be allowed to modify their bids after designated opening date and time.

3. Bidders should provide all of the information required on all forms and should sign the Standard Terms and Conditions.

4. Bidders should specify on the delivery time they are able to meet with respect to the supply of these commodities.

5. Bid responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

5. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

7. Bidders must specify the manufacturer and/or brand name on each of the items bid.

If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

8. This Request for Proposal consists of 15 pages, including title page. Bidder must complete and return pages 1-15 Failure to return these pages in correct numerical order may result in Bid being declared invalid.

9. The School System reserves the right to amend this Request for Proposal prior to the due date.

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NOTICE TO BIDDERS

It is the sole responsibility of bidder to ensure that bids reach the Purchasing Department on or before the closing date and time. The Bartow County School System shall in no way be responsible for delays caused by any occurrence. Offers by telephone, facsimile or email will not be accepted.

The Bartow County School System will not be responsible for late deliveries or delayed mail.

The bid opening time shall be strictly observed. Under no circumstances shall bids delivered after the specified time be considered.

Failure to restrict contact/discussion regarding this RFP to the named Purchasing Specialist and designated system contacts will be deemed a serious breach of process and may, at the Owner’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a bidder or a bidder’s representative concerning this bid may result in the disqualification of the bidder.

The Bartow County School System reserves the right to accept or reject any and all bids, to waive any irregularity in bids received, to award the entire bid to one bidder or to make awards by group or by line item whichever is in the best interest of the Bartow County School System. Additionally, the Bartow County School System may unilaterally terminate this bid in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the bidder to fulfill the bidder obligations in any respect.

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STANDARD TERMS AND CONDITIONS

1. Bids shall be mailed in ample time to assure delivery prior to the opening date and time. Addressed to: Bartow County School System, Attn: Mr. Albert Zielke – Purchasing Specialist, Bartow County School System, 65 Gilreath Road, N.W., P.O. Box 200007, Cartersville, Georgia 30120-9001

2. Bids must include a cost breakdown for all items. Bidders must state unit price and total price where applicable. Any bid received after the designated time of opening will be considered a “NO BID.”

3. The successful bidder shall be a certified, licensed and insured as stated and in compliance with existing state laws.

4. Unit cost shall include material, labor, profit, incidentals and overhead including shipping and handling. The net price on each item shall represent any deletion, addition, discount or option for that item.

5. Project shall be completed in compliance with industry standards and approved by the Bartow County School System and its designee.

6. Any materials or supplies delivered under this bid and found not in accordance with specifications will be rejected at no cost to the Bartow County School System.

7. The Bartow County School System may unilaterally terminate this bid/contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the bidder to fulfill the bid/contract obligations in any respect.

8. Payment shall be made only when the job is completed to the satisfaction of the Bartow County School System and its designee. The Bartow County School System operates with a purchase order system. Each request by the school system must have a purchase order assigned. The successful bidder must include the appropriate purchase order number on the invoice(s) associated with that service provided.

9. Bidder shall transfer and deliver to the School System all of the goods and/or services described herein for the consideration set forth herein.

10. No right or interest in the bid/contract shall be assigned by Bidder without the written permission of the School System, and no delegation of any obligation owed

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11. The laws of the State of Georgia and the policies of the Bartow County Board of Education shall govern this agreement in all respects.

12. The awarded bidder/contractor must provide a copy of the following Insurance documents:

• W-9 (Current)

• Workers Compensation Insurance

• General Liability and Property Damage Insurance

• Vehicle Liability Insurance

a. The awarded bidder/contractor must possess general liability and property damage insurance of no less than $1,000,000 with the Bartow County School System named as additionally insured on the policy. A copy of this policy must be on file prior to commencement of services.

b. Vehicle liability insurance for hired, owned and non-owned vehicles with $350,000 combined single limits coverage. Georgia statutory worker’s compensation insurance and employer’s liability of $100,000 each accident, 100,000 disease and $500,000 aggregate. Professional liability insurance with a minimum limit of $1,000,000

13. No claim or right arising out of a breach of this agreement can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

14. All goods and/or services supplied pursuant to each purchase order shall, unless otherwise stated, conform exactly to all the descriptions and attachments contained in the Request for Proposal upon which each order is based; and the terms, conditions, and specifications of the Request for Proposal are incorporated herein by reference and made a part hereof.

15. The successful bidder/contractor shall provide labor, supervision and equipment to add NVR's to Bartow County School System. The bid shall remain firm for balance of fiscal year 2026/2027 school year from date of bid opening.

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Signature Title Date

BIDDER DECLARATION

The bidder understands, agrees and warrants:

That the bidder has carefully read and fully understands the full scope of the specifications listed on this document.

That the bidder has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That the bidder has liability insurance and a declaration of insurance form is included in the bid package.

That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to April 13, 20265, 10:00 a.m., but may not be withdrawn after such date and time.

That the Bartow County School System reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. The Bartow County School System reserves the right to waive any technicalities and formalities in the bid.

That by submission of this bid the bidder acknowledges that the Bartow County School System has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign and the corporate seal must be affixed to this bid.

BIDDER:

Name Title

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Name Title

AFFIX CORPORATE SEAL (If Applicable)

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A

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this bid, the bidder agrees as follows:

The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The bidder shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the bidder non-compliance with this non-discrimination clause, the bid/contract may be canceled or terminated by the Bartow County School System. The bidder may be declared, by the Bartow County School System, ineligible for further bid/contracts with the Bartow County School System until satisfactory proof of intent to comply shall be made by the bidder.

The bidder agrees to include this non-discrimination clause in any sub-bid/contracts connected with the performance of this agreement.

BIDDER

SIGNATURE

TITLE

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NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affidavit further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding; or with any office of the Bartow County School

System or any of their employees as to quantity, quality or price in the prospective bid/contract; or any discussion between bidders and any official of the Bartow County School

System or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

FIRM NAME

SIGNATURE

TITLE

Subscribed and sworn to before me this day of 20 .

NOTARY PUBLIC

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VENDOR APPLICATION

(Pre-qualification information)

Complete Vendor Name:

Federal Tax ID No.: Social Security No.:

(If Company) attach a completed W-9 (If individual) attach a completed W-9

Business License Number:

(Where Applicable)

Regular Mailing Address: Remit to Address:

Phone: Fax:

Email Address:

Previous Vendor Name(s) and Address:

Have you ever done business with Bartow County under any of the above names?

Circle One Yes No If Yes, which one(s)?

Primary Business:

Your company is organized as:

Individual Partnership Corporation Other (Specify)

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Names and signatures of persons authorized to sign bids and bid/contracts:

Name Title Signature

Circle One Have you ever been bonded? Yes No If yes, name and address of Bonding Company.

Circle One Have you ever had a bond revoked? Yes No If yes, briefly explain the reason why:

Circle One Is any litigation pending against you or your company? Yes No If yes, briefly state the reason why:

Circle One Is your inventory stocked in the State of Georgia? Yes No If not, where is it stocked?

Give three current or recent customers/clients for whom similar goods or services have been provided.

Client 1:

Address:

Contact: Phone:

Client 2:

Address:

Contact: Phone:

Client 3:

Address:

Contact: Phone:

The Illegal Immigration Reform and Enforcement Act of 2011 (House Bill 87) requires Bartow County Board of Education to have contractors, subcontractors, and sub-subcontractors who provide "physical performance of services" to complete the required forms below that meet the defined criteria.

https://1.cdn.edl.io/bAHliw9mJtMddNn99a5BHboQJ4Byh3b6VVteoOlY19Jzqwhk.pdf "Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." Source: O.C.G.A. 13-10-90 & 13-10-91

Please attached a completed E-Verify Contractor Affidavit on the next page and submit with pack age.

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date https://1.cdn.edl.io/bAHliw9mJtMddNn99a5BHboQJ4Byh3b6VVteoOlY19Jzqwhk.pdf

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Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual firm or corporation which is engaged in the physical performance of services ("Physical performance of services means any performance of labor or services for a public employer using a bidding process or by bid/contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any bid/contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such bid/contract is for services to be rendered by such individual." O.C.G.A. 13-10-90 & 13-10-91) on behalf of Bartow County Board of Education has registered with, its authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C. G.A. § 13-10-91. Furthermore, the undersigned bidder will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13 -10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Name of Contract:

Federal (six digit) E-Verify User Identification number:

Date of Authorization:

Name of Contractor/Business:

Legal Address of Business:

City: State:

Zip code:

Name of Public Employer: Bartow County Board of Education I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in , (Day) (Month) (Yr.) (City) (State)

Signature of Authorized Officer or Agent:

Printed Name and Title of Authorized Agent: _ __ __ __ __ ___ __ __ __ __ _

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF ,

This is intended for internal use only.

Statement of Purpose The purpose of this Request for Proposal (RFP) is to solicit proposals for the purchase, configuration and installation of eight new Network Video Recorders (NVRs) for five Bartow County School System campuses.

Scope of Work This project will include configuration and installation of new NVRs at three Bartow County School System high schools, Bartow County College and Career Academy and Central Office. Configuration and coordination will be managed by the district’s System Technology Support Specialist. Quantities and additional specifications are provided below.

Qty Part Description

7 EXACQ IP01-48T-R1XW-E

IP 1U Rackmount Redundant X-Series exacqVision NVR with 1 IP Enterprise licenses (170 Max), 48TB RAID5 configured storage (36TB usable). Windows Server 2022 OS on Dual SSD RAID1, redundant power supplies, 16GB RAM, Dual 1GbE on-board + Dual 10Gbe RJ45 NIC, 3 x USB, 1 x VGA, iDRAC9 Enterprise remote management, includes rackmount sliding rail kit (no mouse or keyboard). Pre-installed exacqVision VMS software with Lifetime SSA and 5 year next business day on-site hardware warranty.

1 EXACQ IP01-16T-R1XW-E

IP 1U Rackmount Redundant X-Series exacqVision NVR with 1 IP Enterprise licenses (170 Max), 32TB RAID5 configured storage (12TB usable). Windows Server 2022 OS on Dual SSD RAID1, redundant power supplies, 16GB RAM, Dual 1GbE on-board + Dual 10Gbe RJ45 NIC, 3 x USB, 1 x VGA, iDRAC9 Enterprise remote management, includes rackmount sliding rail kit (no mouse or keyboard). Pre-installed exacqVision VMS software with Lifetime SSA and 5 year next business day on-site hardware warranty.

The bid should also include the removal of existing NVRs and their return to the Central Office for recycling.

CRITERIA FOR SELECTION

The following selection criteria will be used as the basis for the evaluation of proposals.

A. Project Cost – 30% B. Proposed Project Solution – 20% C. Quality of Service from References – 20% D. Completion Timeline – 20% E. Projects of Similar Scope/Size – 10%

Proposal Selection Criteria

The award criteria that will be used for this RFP is broken out as follows using the rating system below:

This is intended for internal use only.

Weight Max

Rating

RFP

Score

Project Cost: 30% 30

Technical Merit:

1. Proposed Project Solution 20% 20

2. Quality of Service from References 20% 20

3. Completion Timeline 20% 20

4. Projects of Similar Scope/Size 10% 10

Total Score: 100% 100

These criteria will be used by the award committee to determine the best overall company for this contract. The total cost of this proposal accounts for 30% of the entire award. The remaining 70% is comprised from information provided by the participating organization and reference sources.