3-2026-02QB - Scope of Work for Camera Monitoring System.pdf

SCOPE OF WORK

1. Background

1.1. The Del Mar College Dental Hygiene Program prepares students for careers in the dental field.

The curriculum leads to an Associate in Applied Science degree, qualifying graduates to take various written examinations, including the jurisprudence exam, national, clinical regional, and state board licensing exams. Upon passing these exams, graduates can apply for licensure to practice dental hygiene under the general supervision of a licensed dentist.

The Dental Hygiene Program spans two years, running from August to May each year. First-year students engage in classroom lectures and hands-on practice, learning instrument manipulation by working on each other and developing x-ray skills using dental mannequins during the first semester. In the second semester, first-year students begin treating patients, continuing this practice throughout the remainder of the program.

The Del Mar College Dental Hygiene clinic provides free services to the community. All procedures are performed by students under instructor supervision and typically require multiple visits. The Dental Hygiene Program is accredited by the Commission on Dental Accreditation, a specialized accrediting body recognized by the United States Department of Education.

2. Purpose

2.1. Del Mar College is soliciting quotes from qualified vendors for the acquisition and installation of a camera monitoring system in its twenty-four (24) chair Dental Hygiene Clinic, twelve (12) dental radiology rooms, and eight (8) chair chairside lab. The primary goal of this project is to implement a monitoring solution that allows faculty to view multiple clinical operatories in real time as students provide care to patients. In addition, the system will support the monitoring of students while they are taking x-rays on patients in the program’s dental radiology rooms, as well as during instructional activities in the chairside lab. This system will enhance the ability of faculty to oversee clinical, radiographic, and laboratory activities efficiently, support student learning, promote patient and student safety, and ensure adherence to established clinical protocols.

3. Description of Dental Facilities

3.1. Health Science Building 1 Room #128 (Dental Hygiene Clinic)

3.1.1. The Dental Hygiene Clinic contains a total of twenty-four (24) dental chairs. The space is organized into four (4) open bays, with each bay housing six (6) chairs. Each bay is monitored and supervised by a designated faculty member during clinical sessions.

3.2. Health Science Building 1 Room #155 (Dental Radiology)

3.2.1. The Dental Radiology area consists of twelve (12) individual radiology rooms. This area is typically supervised by a minimum of three (3) faculty members to ensure proper instruction and patient safety during radiographic procedures.

3.3. Health Science Building 1 Room #124 (Chairside Lab)

3.3.1. The Chairside Lab includes eight (8) dental chairs in an open laboratory layout. This area is supervised by at least two (2) faculty members and is used for hands-on instruction and practice in chairside assisting techniques.

4. Vendor Qualifications

4.1. Must have been in business for a minimum of five (5) years in providing similar products and services, preferably to Higher Ed Institutions as a major portion of your company’s business.

4.2. Must be an Authorized Dealer for all major components of the camera monitoring system proposed.

4.3. Must be qualified in installing new equipment in accordance with applicable federal, state, and local laws.

4.4. The Proposer assumes full responsibility for the performance and compliance of any subcontractors involved in the execution of the work.

4.5. Vendor shall have the necessary personnel, technical expertise, and management capacity to perform the services described in this RFQ.

4.5.1. Team Qualifications

4.5.1.1. Project Manager

4.5.1.1.1. Must have a minimum five (5) years of related field and management experience.

4.5.1.2. Field Technicians

4.5.1.2.1. Must have at least five (5) years of relevant field experience in system installation and integration.

4.6. Must be able to provide at least three (3) references for similar products and services performed within the last five years that the College may contact. References must include Institution Name, Contact Name, E-Mail Address, and Phone Number. References shall be uploaded in the Requested Information section of Bonfire.

4.7. Vendor shall have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract.

4.7.1. Must be able to provide recent financial statements to the College if requested.

4.8. Vendor must demonstrate knowledge of and ability to comply with applicable privacy and security regulations, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA), where relevant to the monitoring of students and patient activity.

4.9. Vendor must provide comprehensive training for designated Del Mar College personnel (e.g., faculty, IT staff) on the use and maintenance of the camera monitoring system. Training must be accompanied by user manuals and system documentation.

4.10. Vendor must detail warranty coverage for all installed equipment and provide a plan for ongoing technical support. Support information must include service response times and availability of remote and on-site assistance.

4.11. Vendor must maintain all necessary local, state, and federal licenses to perform the work, and carry current insurance coverage including general liability, workers’ compensation, and professional liability. Proof of insurance may be requested prior to award.

4.12. Vendors with demonstrated experience installing and supporting monitoring systems in clinical, dental, healthcare, or similar educational environments will be given preference.

5. Proposed Equipment - Anticipated Minimum Specifications

This RFQ includes general system requirements and a listing of functional requirements designed to assist Del Mar College personnel better understand each vendor’s solution and determine which solution provides the best value to meet the needs of Del Mar College. This is not to be considered a comprehensive list. Vendors are encouraged to propose a fully functional system and to be as responsive as possible to each item within this document. They should provide evidence as to why their solution is a best fit and how it addresses the College’s needs expressed in this document.

5.1. Anticipated Minimum Component Specifications

5.1.1. Video & Audio Capture System

5.1.1.1. Video Resolution & Frame Rate: Must support real-time streaming and recording in high definition (minimum 1080p at 30 fps) across all hygiene operatories, radiology rooms, and chairside labs.

5.1.1.2. Multi-Camera Support: System shall support at least 50 IP cameras per server, enabling simultaneous live monitoring of up to 24 dental hygiene operatories, 12 radiology rooms, and 8 chairside lab stations, with synchronized recording across grouped camera setups.

5.1.1.3. Live View Matrix: Faculty should be able to view up to nine (9) simultaneous video streams on a single browser-based interface. System should include digital zoom, pan-tilt-zoom (PTZ) camera controls, and the ability to preset camera positions for rapid adjustment.

5.1.1.4. Audio Synchronization: Audio should be captured in real-time using integrated microphones and automatically synchronized with corresponding video streams.

5.1.2. System Software

5.1.2.1. Browser-Based Client: No desktop software required. System must operate in all major web browsers (Chrome, Safari, Firefox, Edge) and platforms (PC, Mac, tablet) with no client-side plug-in or application installation.

5.1.2.2. User Management & Access Control: System must support role-based access with granular user and group permissions. Integration with LDAP or SSO is required for secure authentication and user management, along with full audit logging.

5.1.2.3. Encryption & Security: All web traffic must be secured using SSL encryption. Video streaming must support RTMPS or equivalent secure protocol. Optionally, stored video data should be encrypted.

5.1.2.4. Cyber Assessment: System proposed must be cyber assed, please be prepared to work with the College on a formal assessment and provide contact information for your company. The College follows TXRAMP protocols.

5.1.3. Recording & Data Management

5.1.3.1. Simultaneous Recording: System must support concurrent recording of all video streams with synchronized audio. All files must be stored in a standard, compressed format (e.g., H.264, MP4), and accessible within 0.5 seconds after capture.

5.1.3.2. Searchable Database & Metadata Tagging: Recorded content must be stored in a searchable database. System must support tagging by student ID, procedure type, session details, and include tools for inserting live or post-recording markers for review.

5.1.3.3. Additional Features: System should support creation of custom evaluation templates, annotation tools, automated reporting, session scheduling, and video retention/deletion policies.

5.1.4. Hardware & Deployment

5.1.4.1. Server & Appliance: System must be deployable via on-premise appliance or virtual machine (e.g., Ubuntu/Linux). Server must be sized appropriately to support throughput and storage requirements (minimum 2 TB, scalable to 40 TB or more).

5.1.4.2. Camera Types: Vendor must supply fixed and/or PTZ IP cameras suitable for clinical and radiology environments. Cameras must be discreet, stable, and optimized for indoor clinical lighting conditions.

5.1.4.3. Optional Mobile Capture: System should allow video capture via mobile devices (e.g., Tables or Apple or Android Cell Phones), with automatic upload and synchronization with the main server upon network reconnection.

5.1.5. Integration & Support

5.1.5.1. Talk-Back Capability: System should optionally include two-way “talk back” communication between faculty and students using built-in computer microphones or headsets.

5.1.5.2. LMS Integration (Canvas): System must support seamless integration with Del Mar College’s Learning Management System (Canvas). Faculty must be able to share recordings, assign session reviews, and track student participation through the LMS environment.

5.1.5.3. Support & Scalability: System must scale to accommodate multiple users and rooms.

Licensing should be based on system-level use, without per-client or per-user fees.

Technical support and future scalability must be clearly defined.

5.1.6. General Requirements

5.1.6.1. Proposer shall clearly identify all accessories that will make the equipment fully functional.

5.1.6.2. All equipment must be in new condition. No demo, end of life, or refurbished equipment will be considered.

5.1.6.3. The College may request Proposers to demonstrate the capabilities of the equipment through a presentation at the Proposer’s expense.

5.1.6.4. Proposer should list any additional features that may benefit the College that exceed the requirements listed in this RFQ.

5.1.7. Operation Manuals

5.1.7.1. Upon delivery of new equipment, at least two (2) complete sets of all equipment, operation, technical, and training manuals shall be provided to the College.

5.1.7.2. The operation and/or equipment manuals shall include all electronic media, installation kit, and all other related manuals.

6. Proposed Services

Proposers shall thoroughly examine the area to ensure that all phases of the project can be completed per the proposed schedule in an efficient manner.

All work must be coordinated with the Director of Dental Programs (CTR) or designee and other College departments as appropriate.

The Proposer shall check in with the Security Office on location at the College’s campus.

6.1. Delivery Schedule

6.1.1. Proposer shall recommend and show a realistic time schedule, in terms of days after receipt of a firm order for key dates including, lead time, delivery, installation, training, and post-installation acceptance for the equipment.

6.1.2. Proposer shall clearly identify all the items that the College will be responsible for to ensure the project is completed efficiently (i.e. utilities, space, schedules, etc.).

6.1.3. The College reserves the right to modify the schedule as long as reasonable advanced notice is provided to Proposer.

6.1.4. Must be able to complete project deadline during normal College business hours of Monday through Thursday 7:30 AM to 5:00 PM and Friday from 7:30 AM to 12:30 PM, excluding holidays.

6.1.5. Proposer shall develop and maintain a work schedule that coordinates with class schedules.

6.1.6. If requested, must be able to work during hours and/or days that are not the normal business hours of the College.

6.1.7. Proposer shall coordinate a pre and post system implementation schedule with our College’ Technical Representative (CTR) or Designee.

6.1.8. Proposer shall notify the CTR on any configuration, hardware procurement needs or non-compatibility issues discovered between the Owner Furnished hardware and Camera Monitoring System. Proposer shall provide any non-compatibility issues found between hardware and proposed Audio Video Capture System.

6.2. Installation, Configuration, Testing, and Calibration

6.2.1. Upon installation of equipment, Proposer shall conduct a quality control test and calibration of equipment to ensure that the equipment is functioning as it should and complies with the requirements of this Quote.

6.3. Training

6.3.1. Proposer must provide an on-site skilled trainer upon completion of the installation of the new equipment to train the twelve (12) designated faculty in the Dental Programs at the College.

6.3.1.1. Proposer shall provide the number of hours/days of instruction.

6.3.1.2. Proposer shall provide qualified trainer(s) conducting the training session.

6.3.1.3. Proposer shall coordinate training with the Director of Dental Programs, or designee.

6.3.1.4. The College reserves the right to request additional supplemental training as required at the College’s expense.

6.3.1.5. Training options should include online and remote assistance.

6.4. Warranty

6.4.1. The Proposer guarantees and warrants that all equipment delivered, material furnished, and all services performed will be free from defects in material and workmanship and will be warranted by Proposer for a minimum of one (1) year, or the length of time of any warranty given by the manufacturer, whichever is greater, after acceptance.

6.4.2. Proposer should remedy all such defects at his/her own expense within two (2) working days after notification by the College. Expenses shall include but are not limited to labor, parts, services, travel, and shipping costs.

6.4.3. Data servers proposed must have a minimum three (3) year warranty.

6.4.4. Proposer should provide information on any on-going user support services available, such as on-site services of applications or technical specialists, user "hot lines", etc.

6.4.5. Proposer should identify any extended warranty options for the equipment and services.

6.4.6. Proposer shall provide all the pertinent warranty information for the equipment.

6.5. Customer Support Requirements

6.5.1. Customer support via toll-free telephone or chat during business hours (Monday to Friday 8:30 to 5:00pm).

6.5.2. Remote technical and diagnostic support.

6.5.3. Regular software updates at no extra charge.

6.5.4. Company shall assist the College by stating necessary resources needed to seamlessly transition the Dental Programs into the new software.

6.5.5. The College maintains rights to all data entered into the system. Upon expiration or non-renewal of subscription, the College must have access to data for extraction purposes. This system must provide the function to address this requirement.

6.5.6. Company shall provide access to software during transitional periods upon agreement expiration or termination.

6.6. Replacement Parts

6.6.1. Proposer should be able to deliver replacement parts within four (4) business days or less from the time of order placement.

6.6.2. All replacement parts shall be OEM specified unless otherwise agreed upon in writing by the College and the Proposer.

6.6.3. Proposer shall inform the College at least sixty (60) days in advance in writing if replacement and/or equipment parts are no longer available. This shall include a list of substitution replacement and/or equipment parts that the College and the Proposer shall agree upon using in writing.

6.7. Repair Services and Response Time

6.7.1. Response time to the breakdown of equipment should be no more than two (2) business days, excluding holidays and weekends.

6.7.2. Proposer shall obtain prior authorization from the Director of Dental Programs or designee before completing any further repair work that is identified as a result of preventative maintenance service.

6.7.3. Proposer shall support their recommendations for such repair work by using diagnostic statistics, accepted performance standards, and any other customary means.

6.7.4. Proposer should demonstrate the ability to provide routine general/unscheduled repair services for common technical and electrical pieces of equipment as needed.

6.8. Preventative Maintenance Services

6.8.1. The College desires that the Proposer conducts annual inspections and certifications of equipment.

6.8.2. Proposer shall identify any extended warranty options for the equipment and services.

6.8.3. A proposed preventative maintenance program should be established for the equipment and shall be designed in accordance with good standard practices.

6.8.4. The preventative maintenance program shall meet the terms and conditions necessary to comply with the original equipment manufacturers (OEM) specifications, all stricter warranties, and recommendations.

6.8.5. Proposer shall provide a schedule and list of items to be included in the preventative maintenance program.

6.8.6. Proposer shall provide a sample service agreement to include all travel, parts, and labor costs.

6.8.7. Proposer shall obtain prior authorization from the Director of Dental Programs or designee before completing any further repair work that is identified as a result of preventative maintenance service.

6.9. Other Incentives

6.9.1. Proposer should clearly identify any other incentives the College may consider that exceed the requirements listed in this RFQ.

7. Pricing

7.1. Proposer shall submit a lump sum price that includes everything for fully functional system electronically through the Del Mar College Bonfire portal.

7.2. Please provide a detailed line-item breakdown of all costs associated with the proposed camera monitoring system, including hardware, software, installation, training, and support.

7.3. Vendor must disclose any recurring fees (e.g., licensing, cloud storage, software updates), including frequency and amount.

7.4. Vendor offers volume discounts and/or special pricing for educational institutions.

7.5. Vendor must specify any additional costs associated with integration with Canvas LMS or other third-party systems.

7.6. Extended warranty options are available, with pricing and coverage details clearly outlined.

7.7. Technical support is included in the base price, or support packages and associated costs are clearly defined.

7.8. Vendor must disclose any costs associated with future scalability, including adding additional cameras or users.

7.9. Vendor must confirm whether software updates or upgrades during the warranty period will incur additional costs.

7.10. Vendor must disclose any cancellation fees or penalties applicable if the College terminates the contract early.

7.11. Vendor must specify the cost for supplemental training sessions beyond the initial training included in the proposal.

7.12. Vendor must clarify whether replacement parts are covered under warranty or will incur additional charges.

7.13. All shipping and delivery costs are included in the proposal.

7.14. Vendor offers incentives or rebates for early payment or multi-year contracts.

7.15. Do not mention pricing in any other section of your proposal. Failure to follow this requirement may result in disqualification of a proposer from consideration of this project.