10641-20250131174539 SOCSD.pdf

STARKVILLE OKTIBBEHA CONSOLIDATED SCHOOL DISTRICT

REQUEST FOR BID

Updating and Replacing School Cameras RFP

Starkville Oktibbeha Consolidated School District

Technology Department 401 Greensboro Street

Starkville, MS 39759

Bid Deadline: Thursday, February 28, 2025, 10:00 a.m.

Bid Opening: Thursday, February 28, 2025, 10:30 a.m.

NO BID ACCEPTED AFTER 10:00 AM

Throughout this document, the word “District” or “SOCSD” refers to Starkville Oktibbeha

Consolidated School District.

Subject

The Starkville Oktibbeha Consolidated School District is seeking proposals for cameras, licenses, and accessories for replacing and adding cameras in all school settings. SOCSD is looking for cameras and equipment that are 100% compatible with our existing exacqVision system. It is strongly encouraged that all versions of recommended product consist of the most current product lines available – not versions of older technology that simply have new or revised components.

Purpose

This RFP is to provide video surveillance cameras, cabling, and installation of all components. The cameras MUST be compatible with our existing exacqVision system. The video management systems shall be based on the exacqVision security platform. The cameras should be the models (or equivalent) described in this RFP which is compatible with exacqVision system.

Background

SOCSD is updating and extending our current camera infrastructure. The cameras will connect to our existing exacqVision system. These cameras will be made available online so that our School Resource

Officers can access them in real-time.

General Requirements

• Cameras MUST be compatible with our existing exacqVision system.

• All Bids must include specifications of exact module cameras and accessories to be included.

• Bidder MUST attend the mandatory walk through.

• Bidder MUST be an authorized exacqVision system dealer.

• SOCSD reserves the right to adjust quantities depending on bid results and the amount budgeted.

• Bids should provide for service and maintenance of video surveillance system for one year from date of completion.

• Bids should provide a warranty period of three (3) years from date of completion o This is the manufacturer’s standard for which manufacturer agrees to repair or replace components of cameras that fail in materials or workmanship.

• Video cameras must be networkable.

Proposal Forms

Send sealed proposals and supporting documentation to:

Dr. Leanne Long

401 Greensboro Street

Starkville, MS 39759

Do Not Fax Proposals.

Proposals will be received by the district at the address shown above until 10:00 am on 2/3/2025.

Proposals must be mailed to the address above in time for delivery before the closing date or hand delivered.

Schedule of Events:

Release of RFP to vendors 01/28/2025

Mandatory Site Visit 02/11/2025 or 02/13/2025 @ 10:00 am

Deadline for Submission of Proposals 02/28/2025 10:00 am

Reverse Auction 02/28/2025 10:30 am

Inquiries

All correspondence and inquiries regarding this RFP must be done via Email:

llong@starkvillesd.com. If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Leanne Long at 662-324-4050 and confirm that the email message was received.

Basis of Award

1. Starkville Oktibbeha Consolidated School District School Board will approve awardee.

2. Winning bid must include three references of similar application, size, and complexity.

3. Awardee must be able to secure any necessary permits.

4. Additional considerations will be given to bidders on the exact equipment specified.

5. Winning bid must include access to a Helpdesk and Network Management System. (24x7x365)

6. Price (lowest and/or best bid) will be the primary factor in determining awardee.

7. Cameras MUST be compatible with our existing exacqVision system.

8. Service Provider MUST complete the MANDATORY walk through. NO PROPOSALS

WILL BE ACCEPTED FROM SERVICE PROVIDERS WHO DO NOT COMPLETE

THE MANDATORY SITE VISIT.

Qualifications

Awardee MUST:

• be an authorized distributor of specified manufacturer with minimum five (5) years experience.

• be an authorized installer of specified manufacturer.

• have a pre-installation meeting to discuss the complete installation of system with SOCSD to ensure compatibility of system.

• Conform to manufacturer’s standard service conditions during and after installation.

mailto:llong@starkvillesd.com.

General Conditions

Delivery of Bids

Any interpretation of the documents will be made by written addendum only issued by the

Superintendent, or Director of Instructional Technology, and a copy of such addendum will be posted on the district web site. The district will not be responsible for any other explanation of the proposed document.

As per Mississippi Code of 1972, as amended: SEC. 31-7-13, Bid requirements and exceptions; (iv) no addendum to these bid specifications shall be issued by the district within twelve (12) hours of the date and time herein stated for receipt of bids.

All bids must be submitted in accordance with Section 31-7-13 of Mississippi code of 1972 as amended, and must be properly executed and signed by a responsible officer or employee of the

Bidder.

All bids must be typed or written (legibly) in ink. Any alterations or changes that are made must be done in ink and initialized by the person who signs the Bid Proposal Form.

Bids should be checked before submission for accuracy and correctness since the SOCSD School

Board WILL NOT be responsible for any errors for which the bidder is responsible.

The district reserves the right to reject bids from Bidders who submit poorly completed bids.

Bid Opening

All bid openings are open to the public. The Starkville Oktibbeha Consolidated School District staff will read a summary of each bidder’s bid and answer questions to the extent possible at that time. Any information provided in the bid which contains trade secrets or confidential commercial or financial information and which bidder does not wish to be disclosed other than for purposes of evaluating it must be clearly labeled on each sheet as confidential.

All disclosures of bid information to interested parties will be made in compliance with the Starkville

Oktibbeha Consolidated School District policies and procedures established in accordance with the

Mississippi Public Records Act of 1983 as defined in Section 25-61 of the Mississippi Code.

Due to the nature and diversity of the proposals, a significant amount of time may be required to determine which proposal provides the best option for Starkville Oktibbeha Consolidated School

District. The evaluation process will not be complete until the district has determined the best proposal based on all factors.

Reverse Auction

Reverse Auction details will be provided at the mandatory site visit meetings.

Right to Reject Bids

The Starkville Oktibbeha Consolidated School Board reserves the right to reject any and/or all bids or any groups thereof and to waive any defect or informality in any bid or bidding procedures.

Detailed Specifications

The specifications provided in this section are intended to convey the characteristics of the surveillance cameras. The cameras must meet the following requirements (or equivalent):

SEE ATTACHED additions at each school.

Specifications

Description Unit Cost

Total Total Cost

5MP IP Camera (Must meet or exceed this item's specifications, include online access, cabling, and installation and labor)

451 $0.00

64CH 24TB NVR (Must meet or exceed this item's specifications and installation and labor)

12 $0.00

16CH 8TB NVR (Must meet or exceed this item's specifications and installation and labor)

1 $0.00

Total $0.00

QUOTE SUBMISSION FORM

Company Name of Service Provider

Corporate Headquarters Address

City State Zip

Service Provider Contact Name

Service Provider Contact Phone Number

Service Provider Contact Email Address

Address of Mississippi Office

City State Zip

24 Hour Toll Free Help Desk Phone Number

To be submitted with the worksheets above:

• Description of Help Desk Procedures

• Description of Service Response Procedures

• 3 References for similar installations as described in the specifications.

• Complete description of the vendor’s NOC, including times of operation.

Bid Evaluation Matrix

Factor Points Vendor 1 Vendor 2 Vendor 3

Price of the products and services 40

Bid exact specified equipment 25

Authorized exacqVision dealer 20

Local or in-state service vendor 15

Total 100

West Elementary School

• Updating NVR and online access of cameras

• Replacing all cameras

Sudduth Elementary

Henderson Ward Stewart Elementary School

• Updating 2 NVRs and online access of cameras

• Adding 6 new cameras

Overstreet Elementary

• Replacing 30 cameras and adding 7 new cameras

Armstrong Middle School

• Updating 2 NVRs and online access of cameras

• Replacing 28 analog cameras and adding 4 new cameras

Starkville High School

• Replacing 30 cameras and adding 6 new cameras

Millsaps/Athletics

• Adding NVR and online access of cameras

• Replacing 10 cameras, relocating a 360 camera and adding 2 new cameras

The Learning Center

• Adding 3 new cameras

Emerson Family School

Greensboro

• Replacing 15 cameras