2-RFP 26CJV-010 Physical Security Assessment Strategic Roadmap.pdf

Procurement & Payment Services 10501 FGCU Boulevard, Fort Myers FL 33965

REQUEST FOR PROPOSALS (RFP) 26CJV-010

PHYSICAL SECURITY RISK ASSESSMENT AND STRATEGIC

MODERNIZATION ROADMAP

FLORIDA GULF COAST UNIVERSITY

UNIVERSITY DESIGNATED PROCUREMENT CONTACT

Christy VanAllen, Assistant Director, Procurement and Payment Services

Telephone (239) 745-4211 ● Email: cvanallen@fgcu.edu

NON-MANDATORY PRESUBMITTAL MEETING: 04/20/2026 at 10:00 a.m. This meeting will be conducted remotely through Microsoft Teams accessible with this link:

https://teams.microsoft.com/meet/286393879200692?p=JsYSbMDBoMNQivOShd

DEADLINE FOR QUESTIONS/CLARIFICATIONS: 04/27/2026 before 5:00 p.m.

PROPOSALS DUE: 05/08/2026 before 5:00 p.m.

Please note: All references to the time of day are eastern standard.

IMPORTANT

During the entire procurement process, all verbal and/or written communications must be directed solely to the Procurement contact listed above. No prospective Proposer or representative of a Proposer will contact any University board member, cabinet member, or any University employee, either individually or collectively (other than the designated procurement contact) using any form of communication (i.e.: text, call, email, virtual meeting, in-person meeting, etc.) regarding the intended purchase. Lobbying that occurs prior to final approval of an agreement by the University may result in automatic disqualification from consideration. This prohibition applies to any individual listed in the submitted proposal provided in response to the RFP, and any individual or agent representing the Proposer including any third party acting on Proposer’s behalf.

https://teams.microsoft.com/meet/286393879200692?p=JsYSbMDBoMNQivOShd

TABLE OF CONTENTS & DEFINITIONS

Section 1.0 Introduction & Key Dates

Section 2.0 Scope of Services

Section 3.0 Instructions to Proposers

Section 4.0 Proposal Content and Format

Section 5.0 Evaluation & Negotiation

Section 6.0 Insurance, Indemnification and Bond Requirements

Section 7.0 Attestations & Certifications

Draft Agreement

Attachment – Fee Proposal – Hourly Rate Card

DEFINITIONS

“RFP”

"Proposer"

"Proposal or Proposals"

“University or FGCU”

“University Designated Procurement Contact”

“Supplier”

Request for Proposals, a formal competitive solicitation method used to define the specifications, terms, and conditions for a contract. Cost may or may not be a consideration in the initial stages of negotiation.

Any company that responds to the RFP for consideration as a candidate to enter a contract resulting from the RFP, as described herein.

The response submitted by the Proposer pursuant to this

RFP.

Florida Gulf Coast University Board of Trustees, its employees, officers, and agents

The single point of contact at the University to direct all written and/or verbal communications related to this RFP.

The company, its employees, and officers, contracted by Florida Gulf Coast University to perform services.

SECTION 1.0

INTRODUCTION & KEY DATES

1.1 INTRODUCTION. Florida Gulf Coast University (FGCU or University) is a comprehensive regional university in Fort Myers, Florida, and part of the Florida State University System. It is a transformative, learner-centered institution dedicated to student success that strategically serves the workforce needs of the five-county region of Southwest Florida. FGCU enrolls more than 16,000 students each year and offers more than 100 undergraduate and graduate degree programs. FGCU emphasizes a university-wide commitment to service-learning, with students completing more than 5.3 million volunteer hours in the community since opening in 1997.

Half of the 800-acre campus is preserved or restored nature, aligning with the university’s commitment to sustainability and representing a living laboratory for experiential learning. With 15 NCAA Division I athletics teams and more than 150 arts events each year, the university is a hub for community engagement.

For additional information about the University, see FGCU’s website (www.FGCU.edu).

FGCU invites the submission of Proposals from interested and qualified individuals, corporations, partnerships, and other legal entities authorized to do business in the state of Florida for the opportunity to perform the services and/or provide the items specified in this RFP.

1.2 ACCESSING SOLICITATION DOCUMENTS, ADDENDA AND RESULTS. The University distributes solicitation documents, including addenda and award information, through the FGCU Procurement Portal.

Registration is required (no cost) to participate and may be completed online at https://fgcu.bonfirehub.com/portal. It is the responsibility of the Proposer, prior to submitting a Proposal, to review the FGCU Procurement Portal to determine if addenda to the RFP have been issued and, if issued, acknowledge and incorporate the addenda into the Proposal. Monitor the FGCU Procurement Portal for ranking and award results.

1.3 KEY DATES. The following key dates are estimated and are subject to change. All times are Eastern Standard Time. It is the responsibility of the Proposer to check the FGCU Procurement Portal for changes.

RFP EVENT DATE

A. Non-Mandatory Pre-Submittal Meeting (Virtual) April 20, 2026 at 2:00 PM EST

B. Deadline for Respondents to submit written questions or requests for clarification in the FGCU Procurement Portal April 27, 2026, by 5:00 PM EST

C. Replies due in the FGCU Procurement Portal May 08, 2026, by 5:00 PM EST

D. Evaluation Period (Estimated) – notice of Committee meetings is posted in the FGCU Procurement Portal May 18-26, 2026, by 5:00 PM EST

E. Shortlisted Respondents Notified May 26, 2026, by 5:00 PM EST

F. Negotiation Period Estimated Timeframe – Committee conducts negotiations with the finalist(s) TBD

G. Award recommendation review and approval TBD https://fgcu.bonfirehub.com/portal

SECTION 2.0

SCOPE OF SERVICES

2.1 EXECUTIVE SUMMARY – Florida Gulf Coast University Board of Trustees (FGCU or University) seeks to contract with a qualified Consultant to provide a comprehensive Physical Security Risk and Vulnerability Assessment and develop a multi-phased Strategic Roadmap. The intent of this solicitation is to obtain professional consulting services to evaluate the University’s existing physical security infrastructure, including video surveillance (VMS), access control systems (ACS), intrusion detection, emergency communication systems, and related integrations, and provide recommendations that support scalability across all existing and future University facilities.

2.2 PROJECT OVERVIEW – Florida Gulf Coast University is seeking a comprehensive Physical Security Risk & Vulnerability Assessment and a Strategic Multi-Phased Roadmap. Our primary objective is to modernize our security infrastructure into a unified, interoperable ecosystem, reduce our on-site data center dependency where feasible through secure cloud or hybrid off-site storage, and ensure that all future hardware and software integrations are seamless, standards-based, and vendor-neutral.

Assessment findings, control recommendations, and architectural designs will be mapped to frameworks and obligations, including NIST CSF, ISO/IEC 27001 Annex A (physical/environmental), CJIS Security Policy, where applicable, Clery Act support considerations, and Florida public records and security expectations.

Security and compliance frameworks, including NIST CSF, ISO 27001 physical and environmental security controls, applicable higher-education safety standards, CJIS requirements where applicable, and/or Clery Act campus safety considerations. Detailed requirements will be provided at a later time to the Proposer selected to perform these services. The consultant will work with information about campus facilities, security systems, how things operate, and possible weak points. You'll need to handle all of this responsibly and keep it confidential. Some materials from this project may be protected from public records requests under Florida law—particularly anything related to campus safety and security systems.

2.3 PROJECT GOALS & OBJECTIVES – The goal of this project is to provide the University with a comprehensive, vendor-neutral assessment of its current physical security ecosystem and a clearly defined strategic roadmap for modernization. A single ecosystem refers to a harmonized technical environment where hardware and software components share a common communication backbone, database schema, or native API set. The goal is to eliminate data silos and proprietary bottlenecks.

The selected Consultant will conduct a structured evaluation of existing video surveillance, access control, intrusion detection, emergency communication, and related integrations across identified University sites.

The assessment will include risk scoring and domain-level maturity ratings to clearly identify gaps and priorities.

2.4 SCOPE OF SERVICES – The scope of this project includes assessment and strategic design recommendations related to Video Management Systems (VMS), Access Control Systems (ACS), Intrusion detection and alarm systems, Emergency communication devices, Visitor management systems, parking and vehicle access control systems, Integration with Public Safety dispatch and operational workflows, and Network readiness and infrastructure considerations supporting physical security systems.

• Scope: Assessment includes VMS/video surveillance, access control (ACS), intrusion/alarms, intercom/blue-light/panic device, visitor management, parking gates/vehicle access, and integrations with Public Safety dispatch/workflows where applicable.

• Success criteria: Single pane of glass means functional unification; i.e.: unified command and control allowing disparate security subsystems to be managed in a single, cohesive ecosystem. Single pane of glass provides unified alarm management, a global event timeline for an audit trail that merges events from all systems into one view and common identity and access with SSO/MFA. Proposers must define what “single pane of glass” means operationally (unified console, common alarm workflow, unified event timeline, Role Based Access Control (RBAC), Single Sign-On/Multi-Factor Authentication (SSO/MFA).

• Proposers need to identify mobile expectations and role-based dashboards.

• Identity and access lifecycle: Integration with HR System (Workday) and our student information system (Ellucian Banner), automating provisioning and deprovisioning workflows, and role-based access tied to identity attributes is a must.

• Consultant must provide a gap analysis showing existing silos, proprietary limitations, and integration constraints.

• Artificial Intelligence (AI) analytics for object detection, behaviors, and facial recognition.

• Architecture options requirement: Consultant must propose at least two target-state reference architectures (cloud-forward and hybrid) with pros/cons, risks, and cost model differences.

• Consultant must include local failover strategies, edge compute requirements, and store and forward architecture.

• Availability/continuity: Identify target uptime, RTO/RPO for critical services, and survivability expectations for WAN outages (edge recording, offline door operation).

• Explain how access is discontinued at the moment notification is received of an employee termination or other incident requiring immediate access management.

• Privacy/records: Include Florida public records considerations, FERPA-adjacent handling for student conduct investigations, and chain-of-custody requirements for evidentiary video

• To elevate and achieve an enterprise transformation, the consultant needs to explicitly include governance, operations, staffing, and policies.

Phase I: Assessment & Design Recommendations The Consultant must conduct a comprehensive, site-specific physical security assessment to identify vulnerabilities, operational gaps, and technical deficiencies across the locations listed below. The assessment will evaluate existing conditions and define the functional and technical requirements necessary to support a cohesive, enterprise-wide physical security strategy. The Consultant must not present proprietary-only hardware dependencies, ONVIF compliance, full data exports (video, metadata, and logs with transition support.

As part of Phase I – Assessment and Design, the Supplier will perform system discovery to identify and document the University’s existing physical security systems, infrastructure, and related technologies across the identified sites. Information gathered during this process will inform the security assessment and support the development of design recommendations and the strategic roadmap.

The assessment must include on-site evaluations (where applicable), multiple stakeholder interviews across campus, documentation review, and analysis of current and planned infrastructure for both existing and future facilities. For sites currently under construction or in planning phases, the Consultant will review architectural drawings, construction documents, and design intent to identify security integration requirements and recommend design modifications prior to build completion.

Sites in Scope

• Main Campus

• West Lake Village

• Employee Housing (under construction)

• Emergent Technologies Institute (ETI)

• FGCU Academy (Naples) (Naples Center)

• Vester Field Station

• Babcock Ranch (Future site)

• SoVi Building 6 (Future site)

• Buckingham Complex

• Kapnick Education and Research Center

• NCF Early Childhood Development Center (Collier County on Florida Southwestern State College campus)

Phase I – Deliverables

1. Site Vulnerability Audit Report A written report for each site identifying gaps in:

• Physical security hardware

• Access control systems

• Video surveillance and monitoring

• System resiliency and governance The report must include:

• Risk scoring and maturity ratings by domain (video, access, monitoring, resiliency, governance)

• Identification of privacy-sensitive areas and recommended mitigations

• Consultant will define a recommended governance and operating model, including ownership, decision rights, and lifecycle management processes across IT, Public Safety, and Facilities.

2. Physical Security Requirements A functional requirements document defining the enterprise-wide Video Management System (VMS) and Access Control System (ACS) capabilities necessary to support a unified “single pane of glass.”

operating environment. Requirements must include:

• Role-Based Access Control (RBAC)

• Single Sign-On (SSO) and Multi-Factor Authentication (MFA)

• Operator audit logs

• Evidence export and chain-of-custody handling

• Data retention and portability expectations

3. Tactical Design and Technical Specifications

• Site-specific, actionable design recommendations including:

• Precise device placement (camera FOV, mounting heights, sensor locations)

• Annotated floorplans (PDF, editable where available)

• Camera and door schedules

• Documented assumptions and constraints (lighting, line-of-sight, ADA, mounting, privacy zones)

4. Cloud and Infrastructure Readiness Evaluation An assessment of network and infrastructure capacity to support off-site–first storage goals, including:

• Bandwidth modeling (live view, retention, WAN survivability)

• Network segmentation design (security VLANs/VRFs)

• NTP/time integrity requirements for evidentiary use

5. Risk Prioritization Matrix A ranked matrix of recommended projects based on:

• Risk mitigation impact

• Cost-effectiveness

• Implementation complexity

6. Security Integration and Cybersecurity Baseline Documentation of required integration and security controls for the target ecosystem, including:

• IAM and centralized logging/SIEM compatibility

• Incident response workflow supports integration with emergency operations plans, active shooter/lockdown workflows, real-time alerting exceptions, and mass notification system integration.

• Encryption standards (TLS 1.2+/1.3; data in transit and at rest)

• Segmentation, least privilege, secure remote access

• Firmware/patch governance and supply chain risk expectations

Phase II: Solicitation and Technical Specification Preparation The Consultant will develop a complete, vendor-neutral technical specification package suitable for inclusion in a formal solicitation (RFP/ITN). The package will include:

• Detailed system performance specifications (VMS, ACS, hardware, infrastructure)

• Data ownership and portability requirements, including bulk export of video and metadata without punitive exit fees

• Cybersecurity and interoperability standards

• Acceptance testing and commissioning criteria

• Standard construction details for new facilities, including:

o Conduit and cabling standards o IDF/MDF requirements o Power/PoE classifications o Mounting and labeling standards

Phase II – Deliverables

1. Integration and Interoperability Standards The Consultant must define integration requirements to ensure multi-vendor compatibility. This will include, but not be limited to:

• API and SDK requirements

• Open architecture expectations

• Device and IoT interoperability standards

• Data exchange and logging requirements

2. Solicitation and Evaluation Support

The Consultant must support the University in preparing and evaluating the competitive solicitation(s).

Support may include:

• Drafting technical evaluation criteria and scoring guidance

• Reviewing vendor questions and technical responses

• Providing technical clarification support during negotiations

3. Architectural and Construction Standards The Consultant will prepare “camera-ready” technical standards suitable for inclusion in architectural drawings and future construction documents.

• Security Technology Design Standards Manual for use in new construction and renovations.

Phase III: Budgetary Estimates and Financial Roadmap The Consultant will develop budgetary estimates and a multi-year financial roadmap to support capital planning and executive decision-making.

Phase III – Deliverables

1. Total Cost of Ownership (TCO) Analysis The Consultant must prepare a comprehensive Total Cost of Ownership (TCO) model for recommended security improvements. The analysis will include, at a minimum:

• Hardware acquisition costs

• Professional installation and integration costs

• Software licensing and subscription fees

• Cloud storage and hosting costs

• Ongoing maintenance, support, and lifecycle replacement assumptions for cameras, controllers, servers, storage, and end-of-life planning.

2. Infrastructure Reduction and Optimization Analysis The Consultant will evaluate potential cost efficiencies associated with modernization strategies, including migration from on-site infrastructure to off-site/cloud storage. The analysis must:

• Quantify projected reductions in server maintenance

• Estimate impacts to data center power and cooling requirements

• Identify operational efficiencies and associated cost avoidance

3. Phased Implementation and Investment Roadmap The Consultant will develop a multi-year implementation strategy aligned with risk prioritization and available funding. The roadmap must:

• Identify high-risk/high-impact projects for near-term implementation

• Distinguish between immediate, short-term, and deferrable expenditures

• Align projects with budget cycles and capital planning timelines

The remainder of this page is left intentionally blank

SECTION 3.0

INSTRUCTIONS TO PROPOSERS

3.1 PRESUBMITTAL MEETING. ☒ This box will be checked if applicable. The pre-submittal meeting is to discuss the requirements and objectives of this RFP, to answer any questions potential Proposers have about the RFP, and to answer any general questions about the University. The University will attempt to answer all questions received;

however, the University reserves the right to answer any questions in writing in a subsequent addendum to the RFP.

Please review the RFP prior to the meeting to be prepared to ask questions or make inquiries. If possible, forward questions to the University Designated Procurement Contact at least 3 business days before the scheduled meeting.

3.2 PRESUBMITTAL MEETING DETAILS & REQUIREMENTS. The date, time and location for this meeting is noted on the cover of this RFP and posted in the FGCU Procurement Portal in addition to whether a site visit is planned and if remote attendance is available. Pre-submittal meetings are not mandatory unless otherwise indicated on the cover page. Failure to attend a mandatory meeting will result in your Proposal being considered non-responsive. For pre-submittal meetings held remotely, please note attendees must have the ability to communicate with the University at this meeting to provide information for the attendance register and be able to ask questions or request clarifications. For on-campus attendance, parking passes can be obtained at http://www.fgcu.edu/parking.

Parking rules and regulations must be observed by all drivers.

3.3 DEADLINE FOR QUESTIONS AND CLARIFICATION REQUESTS. Inquiries or requests for clarifications of information contained in the RFP must be received in the FGCU Procurement Portal no later than the date and time posted in the FGCU Procurement Portal. This deadline has been established to maintain fair treatment for all potential Proposers, while ensuring an expeditious selection process. Interpretations, corrections or changes made by the University to this RFP will be made by written addenda. The University is not responsible for oral interpretations given by any University employee, representative, or others, and Proposers are not entitled to rely upon oral statements.

3.4 SUBMISSION OF PROPOSALS. The University is accepting electronic Proposals in the FGCU Procurement Portal until the specified deadline. Proposals sent in any manner (including hard copies, faxed Proposals, or emails) other than uploaded electronically in the FGCU Procurement Portal will not be accepted. All Proposals will become the sole property of the University.

Proposals must be submitted in the FGCU Procurement Portal prior to the deadline for submission. Proposers must ensure their Proposal is uploaded before the due date and time. The University is not responsible for technology and/or any other issues that cause a missed deadline.

3.4.1. Official Addendum. The only official source for clarification or changes to this RFP or to acquire additional information is a written addendum issued by the Procurement & Payables Department. It is the responsibility of the Proposer, prior to submitting its Proposal, to review FGCU’s Procurement Portal to determine if addenda to the RFP were issued.

3.4.2. ADA Compliance. All documents contained within the Proposal must be a single text searchable PDF/A and with a minimum resolution of 300 dpi. The file must be ADA compliant and have navigational bookmarks inserted in lieu of tabs that would normally be in a hard copy. The entire Proposal must be contained in a single PDF/A file.

3.4.3. Electronic Signature. Proposer acknowledges that by entering the username, password, and full name and email address in the FGCU Procurement Portal, this serves as an electronic signature for the submission of a Proposal. Proposer further agrees that only individuals with signatory authority should submit a Proposal.

3.4.4. Costs. All costs incurred by Proposer in responding to this RFP and in participating in the evaluation process, including travel, are borne entirely by the Proposer.

3.5 BINDING OFFER. A Proposal made pursuant to this RFP is a binding offer to perform the services described in this RFP, assuming the terms of an agreement between the parties are satisfactorily negotiated. The http://www.fgcu.edu/parking

Proposal serves as evidence that the Proposer has fully familiarized itself with the contents of this RFP. Proposals will be valid for a period of one hundred and eighty (180) days from the Proposal due date (which may be extended upon mutual agreement).

3.6 RESERVATION OF RIGHTS. The University reserves the right to take the following actions:

• accept or reject any or all Proposals

• waive technicalities or irregularities in the submitted Proposals, or the procurement process

• make inquiries or request additional information from any or all Proposers

• select the Proposal which, in the University’s sole discretion, is judged to be the best value and in the best interest of the University

• cancel and issue a new RFP

• postpone or cancel the entire procurement process related to this RFP

• change or modify the RFP schedule at any time

• disqualify any Proposal received which does not contain all the required information, attachments, verification, or forms

3.7 WITHDRAWAL OF PROPOSAL. Proposals may be withdrawn or revised by the Proposer for any reason prior to the due date and time fixed for submission of a Proposal. Negligence on the part of the Proposer in preparing its Proposal confers no right of withdrawal or modification after the date and time fixed for the public opening.

3.8 FALSE OR MISLEADING STATEMENTS. Proposals which contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Proposer, may be rejected. If, in the opinion of the University, such information was intended to mislead the University in its evaluation of the Proposal and the attribute, condition, or capability is a requirement of this RFP, such Proposer will be disqualified from consideration and may be disqualified from submitting a response to future solicitation opportunities.

3.9 JOINT VENTURES. Proposers intending to submit a Proposal as a joint venture with another entity are required to provide evidence acceptable to the University that the joint venture meets the statutory requirements applicable to corporations or other entities that are subject to the Florida Business Corporations Act, Chapter 607, Florida Statutes, the Florida Revised Limited Liability Company Act, Chapter 605, Florida Statutes, the Florida Partnership Laws at Chapter 620, Florida Statutes, or the Professional Services Corporation and Limited Liability Company Act at Chapter 621, Florida Statutes, as applicable, prior to the due date and time set for submission of a Proposal.

3.10 NO LOBBYING. After the issuance of this RFP, no prospective Proposer is allowed to contact or communicate with or discuss any matter relating in any way to this solicitation with any University officer, agent, or employee except for the Designated University Procurement Contact. This prohibition includes, but is not limited to, copying all such persons on written communications (including email correspondence), but does not apply to presentations made to Evaluation Committees or at a Board or Committee meeting when the board or committee is considering approval of a proposed contract or purchase order. This prohibition of lobbying ends upon final execution of the Agreement or purchase order or at the time the solicitation is canceled. Violation of this provision may result in disqualification of consideration of a Proposal.

3.11 SCRUTINIZED COMPANIES. The University has the option to immediately terminate any Agreement resulting from this RFP, in its sole discretion, if a Supplier is found to have submitted a false certification under section 287.135(5), Florida Statutes, or has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under section 215.473, Florida Statutes; is engaged in business operations in Cuba or Syria; or, has been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. Each Proposer attests, by submission of the certification attached, that it is not listed on any Scrutinized Companies List described above; is not engaged in business operations in Cuba or Syria; is not engaged in a boycott of Israel and is not barred from submitting a Proposal under section 287.135, Florida Statutes.

3.12 PUBLIC ENTITY CRIMES. In accordance with section 287.133, Florida Statutes, a person, affiliate, or corporation who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity on a contract; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit Proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, Florida Statutes, for category two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. To ensure compliance, Proposers must certify by submission of the enclosed public entity crimes certification that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any state or federal entity, department, or agency.

3.13 E-VERIFY. In accordance with section 448.095(2), Florida Statutes, the Supplier must be registered with and use the E-Verify system to confirm all new employees are legally authorized to work. Supplier’s agreement with the University cannot be renewed unless at the time of renewal, the Supplier certifies to the University that it continues to use the E-Verify system. If allowable, and the Supplier enters into an agreement with a sub-consultant, the sub-consultant must provide the Supplier with a signed affidavit confirming the sub-consultant does not employ, contract with, or subcontract with any unauthorized workers and Supplier must maintain a copy of the affidavit(s) for the duration of the agreement. If the Supplier believes in good faith that a sub-consultant is knowingly employing unauthorized workers, Supplier must immediately terminate the contract with the sub-consultant. Failure to do so will result in termination of the agreement between Supplier and FGCU. If the University has a good faith belief that the Supplier knowingly employed unauthorized workers, the University will terminate the agreement. This termination will not be considered a breach of contract on the University’s part.

3.14 NONDISCRIMINATION - TITLE VI ASSURANCE. All Proposers and their subconsultants must comply with federal and Florida non-discrimination laws which means, there will be no discrimination of any kind against any business or individual based on race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in their employment practices or in the selection of subconsultants.

3.15 GENERAL CIVIL RIGHTS. In addition to the requirements of the Civil Rights Act of 1964, the Proposer and all subconsultants must not discriminate against any person based on race, creed, color, national origin, sex, age, religion, marital status, or disability. This applies to all activities related to this agreement, and any federal assistance received from the initial solicitation through the completion of the work.

3.16 PUBLIC RECORDS AND DISCLOSURE. Proposals made to this RFP and received by the University are public records under Florida law and are subject to public inspection upon issuance of the University's notice of intended decision or thirty (30) days after a public opening; whichever is sooner in accordance with section 119.071, Florida Statutes. If the University rejects all Proposals and concurrently notices its intent to reissue a solicitation, the rejected Proposals are exempt from public disclosure until the University provides notice of an intended decision concerning the reissued solicitation or until the University withdraws the reissued solicitation. A Proposal is not exempt for longer than twelve (12) months after the initial notice of rejection of all Proposals.

Pursuant to Section 119.0701, Florida Statutes, to the extent a Contractor is performing services on behalf of the University, the Contractor must:

1) Keep and maintain public records required by the University to perform the service.

Information and data it manages as part of the services may be public records in accordance with Chapter 119, Florida Statutes and the University’s public records policies. Proposer agrees, prior to providing services, it will implement policies and procedures, which are subject to approval by University, to maintain, produce, secure and retain public records in accordance with applicable laws, regulations, and University policies including but not limited to section 119.0701, Florida Statutes.

2) Upon request from the University’s custodian of public records, provide the University with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes.

3) Ensure that the public records which are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of the Agreement and following completion of the Agreement if the Contractor does not transfer the records to the University.

4) Upon completion of the Agreement, transfer, at no cost to the University, all public records in its possession or keep and maintain public records required by the University to perform the service. If the Contractor transfers all public records to the University at the completion of the Agreement, the Contractor must destroy any duplicate records that are exempt from public disclosure requirements. If the Contractor keeps any public records, it must meet all requirements for maintaining and retaining public records. All records stored electronically must be provided to the University in a format that is compatible with its information technology systems.

3.17 TRADE SECRETS. As stated above, all documents, materials, and data submitted as a part of a Proposal to this RFP are public records subject to the requirements of Chapter 119, Florida Statutes. Designation of an entire submittal as ‘trade secret’, ‘proprietary’ or ‘confidential’ is not permitted and may result in a determination that the Proposal is nonresponsive and therefore will not be evaluated or considered. The University does not believe that any of the information required by this RFP constitutes a trade secret under Florida law. To the extent Proposer believes any part of the submission is trade secret and desires to maintain the confidentiality of those materials, Proposer must, before the deadline for submitting a Proposal:

• segregate the trade secret materials from the portions of the Proposal that are not declared as trade secrets

• cite, for each trade secret claimed, the Florida statute number that supports the designation of the information as a trade secret and explain why the cited statute applies to the information claimed as trade secret

• provide a copy of the Proposal that redacts all information designated as trade secret

The University reserves the right to clarify the Proposer’s request for a trade secret at any time. In conjunction with any trade secret designation, Proposer acknowledges and agrees that:

• trade secret requests made after the deadline for submission of a Proposal has passed will not be considered

• Proposer grants to the University, its officials, employees, agents and representatives’ full rights to view, consider, and discuss the information designated as trade secret

• If a public records request is made for these materials, the Proposer is solely responsible for defending their claim that the information is a trade secret.

• Any trade secrets provided by Proposer to the University are subject to the provisions of section 119.0715, Florida Statutes, and the University may disclose a trade secret to its officers or employees whose use of the trade secret is within the scope of his or her duties and responsibilities

• Once the University notifies the Proposer that it has received a request to inspect or copy information that is designated a trade secret, the Proposer must respond to the University no later than ten (10) calendar days of being notified of the request, or Proposer will be deemed to have waived the trade secret designation of the materials.

Proposer will indemnify and hold harmless the University and its officials, employees, agents and representatives from any losses, claims, actions, damages (including attorney’s fees and costs) and amounts arising or incurred by the University from or related to the designation of trade secrets, including but not limited to actions or claims arising from University’s non-disclosure of the trade secret materials.

3.18 AGREEMENT. The Proposer is required to enter into an Agreement substantially in the same form and with the terms and conditions set forth in this RFP and the resulting Proposer’s Proposal as negotiated. The Agreement may or may not include all elements of the Proposer’s Proposal or this RFP where alternatives provide best value, are desirable to the University, and the parties agree to such terms.

3.19 TERMINATION. The agreement between FGCU and the Supplier will include a termination provision in which the agreement may be terminated for the convenience of the University upon advance written notice.

3.20 FINANCIAL RESPONSIBILITY. During the evaluation process, Proposers may, upon request by the University, be required to demonstrate financial responsibility by furnishing audited financial statements for a specified period. Such statements must be prepared in accordance with generally accepted accounting practices and are to be signed by a certified public accountant and provided within ten calendar days of request by the University.

3.21 NO CONSIDERATION OF SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS. FGCU will not request documentation of, or consider, a Proposer’s social, political, or ideological interests when determining if the Proposer is responsible. The University will not give preference to a Proposal based on social, political or ideological interests.

3.22 PROTESTS. Protests are handled in accordance with the Florida Board of Governors Regulation 18.002 and FGCU Regulation PR6.008. Any qualified Proposer aggrieved in connection with an award of a contract may file a written notice to protest. Failure to file a protest or failure to post the bond or other security as required in this Regulation will constitute a waiver of protest proceedings

3.23 NOTICE OF INTENDED DECISION. The University posts notice of a decision or intended decision by electronic posting. This notice contains this statement: “Failure to file a protest or failure to post the bond or other security as required in this Regulation will constitute a waiver of protest proceedings.”

3.24 LEGAL REQUIREMENTS. Applicable provision of all Federal, State, County, and local laws, and of all ordinances, rules, and regulations will govern development, submittal and evaluation of all Proposals received in response hereto and will govern any Proposal by the University by and through its officers, employees, and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any Proposer will not constitute a cognizable defense against the legal effect thereof.

3.25 RECIPROCITY. If an Agreement results from this RFP, it may be extended to other Florida governmental agencies (universities, state, county, and city governments) with the Supplier’s consent. Each of these agencies will manage its own purchases and will be solely responsible for its own liabilities. No agency will be liable for the purchases or actions of any other. FGCU makes no representations or guarantees about the suitability of your company for the work it requires, and by entering into this agreement, those agencies assume all responsibility for their own due diligence.

3.26 ADVERTISING. In submitting a Proposal to this RFP, Supplier agrees not to use the results as a part of commercial advertisement. Where the University agrees to allow the use of its name or logo, such use of the University name or logo will not be implied as a direct or indirect endorsement on behalf of the University.

SECTION 4.0

PROPOSAL CONTENT AND FORMAT

EVALUATION CRITERIA. The information each Proposer provides will be used to identify the most qualified Proposer(s). The evaluation will focus on the Proposer’s demonstrated ability to perform the services and capacity to meet the overall needs of the University. An evaluation of Proposals will be conducted to clarify each Proposer’s capabilities and the value their Proposal offers to FGCU. For more information, refer to Section 5.0, Evaluation and Negotiation.

The evaluation criteria indicated below will be applied to the information submitted in each Proposal, providing a consistent and uniform baseline for an objective evaluation. If presentations or oral interviews are conducted, information provided by Proposers, both in content and style, will be part of the evaluation process. The person identified in the Proposal as authorized to make representations for the Proposer should attend and participate in these sessions. Evaluation will include the knowledge demonstrated by your participants as well as the information provided in the Proposal itself. The selection and procurement process are not complete until final execution of the agreement resulting from this competitive process. FGCU’s determination of the most qualified proposer(s) will be based on the following criteria:

INFORMATION PER EACH CRITERIA TO BE SUBMITTED. All information identified in this section must be contained within the Proposal. The contents of each Proposal must be separated and organized in the same order and format as listed below, identifying the Proposer’s response to each specific item.

Criteria Proposal Content Sections Possible Points

1. Executive Summary Tab 1 Pass/Fail

2. Proposer Description, Qualifications, and Experience Tab 2, 3, and 4 20

3. Proposed Team and Qualifications Tab 6 20

4.

Proposed Plan and Approach (Phase I, II, and III)

Tab 7 35

5. Fee and Cost Proposal Tab 8 15

6. Required Attestations and Certifications Tab 9 10

7. Exceptions and Conditions Tab 10 Non-Scored

8. Conflict of Interest Disclosure Tab 11 Non-Scored

9. Trade Secrets Tab 12 Non-Scored

Total Possible Points 100

TAB 1 – EXECUTIVE SUMMARY & TABLE OF CONTENTS

Provide an executive summary on company letterhead, not to exceed four pages. This summary should demonstrate understanding of FGCU’s goals and be signed by the person or persons authorized to bind the proposer in a contract with FGCU. Include complete contact information for the corporate headquarters. Include a Table of Contents with page numbers that correspond to the sections below.

TAB 2 – MINIMUM QUALIFICATIONS

To qualify for consideration, Proposers must meet these minimum qualifications. Confirm absolute compliance.

2.1 Florida Registration: Proposer must be registered with the State of Florida, Division of Corporations, to do business in Florida before the proposal is submitted. Provide a copy of the company’s registration with the State of Florida Division of Corporations. If a registration application has been submitted to the Division of Corporations but is not processed by the due date and time, provide evidence of submission. FGCU reserves the right to verify registration.

2.2 Joint Venture: If submitting as a joint venture, the proposer must have and provide its approved filing from the Florida Department of Business and Professional Regulation.

2.3 License: The Proposer must possess all professional licenses, certifications, and registration required under Florida law to perform the services described in this RFP. If sealed drawings or construction documents are required, such documents must be prepared and signed by a licensed Engineer in the State of Florida.

2.4 Insurance & Bond: The proposer must be able to meet or exceed the minimum insurance and bond requirements before submitting a proposal. Provide a letter from your insurance provider and a separate letter from a surety authorized to do business in Florida, confirming the ability to obtain required insurance coverage and the payment and performance bond for the total project amount. FGCU, in its sole discretion, may request additional information to determine a Proposer’s responsibility or the responsiveness of a Proposal.

TAB 3 –ORGANIZATIONAL INFORMATION

The response to this section must not exceed 10 pages. Provide the following information:

3.1 Legal Status: Legal name and “doing business as" (DBA) names that will appear on the final agreement.

3.2 Structure: Legal status (e.g., corporation, LLC, partnership, joint venture) and state of incorporation.

For partnerships and LLCs, detail the names, roles, and ownership shares of all partners/members. For corporations, provide a copy of your Articles of Incorporation.

3.3 History: The length of time the business has been operating, including details on companies forming a new entity for this project.

3.4 Contact Information: Provide contact information (address, phone, email) for the corporate headquarters and for the office that will primarily perform the work.

3.5 Key Contacts: A list of all individuals authorized to make representations and/or negotiate the agreement on your behalf.

3.6 Changes & Disclosures: Detail any organizational or ownership changes in the last three years

(mergers, acquisitions). Disclose any past or present instances of the following:

▪ Bankruptcies or financial reorganizations

▪ Investigations, adverse legal decisions, or settlements in the past 3 year

▪ Contract terminations or litigation with clients in the last 5 years

▪ Conflicts of interest with FGCU employees, board members, or cabinet members

3.7 Proposers must disclose the name of any officer or agent who is also an employee of FGCU or the State of Florida, any of its agencies, departments, affiliates, or political subdivisions. Proposers must disclose the name of any FGCU or State employee, or officer/member of an affiliate organization who owns, directly or indirectly, an interest of five percent (5%) or more in the Proposer's firm or any of its branches.

3.8 Proposers must disclose employment of FGCU employees or employees’ relatives.

3.9 Subcontracting: Disclose if subcontracting is proposed. The successful proposer is required to retain responsibility for the work performed under the agreement, regardless of who performs it. Be advised, FGCU reserves the right to reject the use of any subcontractor. If subcontracting is proposed, indicate their responsibilities, and note that FGCU reserves the right to approve all subcontractors.

TAB 4 –EXPERIENCE

4.1 This section must not exceed 20 pages. Provide at least three client references from the last five (5) years that have similar requirements and are higher education institutions, including similar scale (campus size, building count, door count/camera count). References must confirm your prior experience conducting physical security assessments or developing security architecture plans that include enterprise-level video surveillance (VMS), access control systems (ACS), and other integrated security technologies. Experience working in higher education, government, healthcare, research environments, or similarly complex organizations is strongly preferred. FGCU reserves the right to contact additional references not listed. For each reference, include:

• Client name, contact person, email, and phone number.

• Contract start and end dates.

• A description of the project and its value.

• An explanation of change orders, including quantity and reasons.

• If project-based, disclose if the project was completed on time, and if not, why.

4.2 Evaluation will place strong emphasis on the proposer’s experience designing and assessing enterprise physical security environments, integrating physical and technology-based security systems, and developing practical, vendor-neutral technical standards that can support a competitive public sector procurement process.

The Proposer must demonstrate that it has the experience, strength, and technical capabilities to fulfill all requested phases. Describe experience integrating multiple security platforms and technologies into a unified security ecosystem. The response should demonstrate the proposer’s ability to evaluate and coordinate various systems (such as access control, video surveillance, alarm monitoring, and related technologies) to support a cohesive and interoperable physical security environment. Include examples of similar projects where the Proposer assessed or planned for the integration of multiple security systems.

Proposer should demonstrate experience evaluating or designing integrated physical security environments where multiple subsystems (video surveillance, access control, intrusion detection, intercom, emergency communications, or related technologies) operate within a coordinated architecture supporting centralized monitoring and incident response workflows.

TAB 5 – FINANCIAL CAPACITY

The Proposer must be able to demonstrate fiscal responsibility and financial stability sufficient to perform the scope of services under this solicitation. If deemed necessary, financial capacity information may be evaluated to determine the Proposer’s ability to perform under any resulting agreement and sustain contractual obligations. Evidence of financial capacity for the past two (2) years can be demonstrated through:

▪ Audited financial statements

▪ Balance sheets and income statements

▪ Independent accountants’ report

▪ Other documentation sufficient to demonstrate financial stability and operational capacity

Agree to provide financial information to demonstrate fiscal responsibility for the past two (2) fiscal years within 10 calendar days of the request from…