8B00ECA9-D368-AD09-80DA20EDC1915543.pdf

RFP v. 3.27.2025 Page 1 of 42 RFP 2025-62-21

Commissioner Erica C. Crawley Commissioner John O’Grady Commissioner Kevin L. Boyce President

Franklin County, Ohio

Request for Proposal No. 2025-62-21

Site Security Cameras, LiDAR, and Management System

Proposal Due Date: December 18, 2025, at 2:00 P.M. EST

~Vendor should submit this cover page with their proposal~

Company Legal Name:

Including all DBAs

Address:

City, State, Zip Code:

Telephone No.:

Contact Name, Title:

Contact Email:

Contract Approver Name, Title, & Email:

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TABLE OF CONTENTS

Section 1.0 General Information

1.1 Purpose……….…………………………………..…………………… 3

1.2 Organization Background and Overview……….……………………. 3

1.3 Project Timeline/Calendar of Events…………………………………. 3

1.4 County Contact and Communication Protocol….…………………….. 3

Section 2.0 Administrative Requirements

2.1 General Requirements………………………………………………… 4

2.2 Submittal Process and Instructions...…………………………………. 5

2.3 Evaluation Process and Criteria………………………………………. 7

Section 3.0 Scope of Work Specifications ………………………………………………………………… 9

Site Locations…………………………………………………………………. 15

Section 4.0 Appendices

4.1 Affidavits ……...……………………………………………………….. 16

4.1.1 Lobbyist Affidavit……………………………………………… 17

4.1.2 Small and Emerging Business Enterprise Information Form &

Affidavit …

4.1.3 Delinquent Personal Property Tax Affidavit……………………. 23

4.2 Form W-9 ……………………………………………………………….. 24

4.3 Pricing Form…………………………………………………………….. 25

4.4 References…………………………………………

4.5 Questionnaire……………………..……………………………………. 27

4.6 Draft Contract Form (for reference) …………………………………… 29

Section 5.0 Proposal Instructions and Checklist………………………………………………. 42

Note:

This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections 307.86 to

307.92. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract(s). All contract terms, conditions, and specifications set forth in this RFP shall become part of the contract documents.

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Section 1.0 General Information

1.1 Purpose Franklin County Emergency Management and Homeland Security (“FCEM&HS”) in support of the City of Columbus (“City”) is seeking proposals from qualified vendors to provide, install, and maintain a site security camera and management system at all six (6) public safety radio tower sites that utilizes intelligence and analytics to perform object recognition and perimeter security alerting while utilizing LiDAR (Light Detection and Ranging) as an enhancement at particular locations. The Vendor is to meet all the specifications and service levels as outlined in the RFP.

1.2 Organization Background and Overview FCEM&HS has grant funding and an Intergovernmental Project to purchase Site Security Cameras, LiDAR, and a Management System for the City of Columbus's local Tower site property security. A vendor will be selected to provide perimeter security alerting and monitoring and install the LiDAR camera system. A preventive maintenance program is required.

1.3 Project Timeline/Calendar of Events

The timeline for this RFP is provided below. Please note that the dates, times, and information provided are subject to change at the discretion of the County. Vendors will be given notice of such changes, as applicable.

1.4 County Contact and Communication Protocol

All inquiries related to this RFP must be directed, in writing, to:

Annie Spann, Bidding Coordinator Franklin County Purchasing Department 373 S. High Street, 25th Floor

Columbus, Ohio 43215-6315 Office: (614) 525-3750 Email: annie.spann1@franklincountyohio.gov

All communication from interested vendors shall go through the Franklin County Purchasing Department. Vendors should not attempt to communicate directly with other County representatives with regard to this RFP at any point during the procurement process up to the award of contract(s).

During the advertising period and up to the deadline for proposal submission, the County, through the Purchasing Department, may issue written communications to vendors via the Purchasing website.

Key Dates/Times: Event:

December 1, 2025 Advertising period begins; RFP documents posted to the Franklin County Purchasing website.

December 9, 2025, Time 5:00 P.M. EST Written questions due to Franklin County.

December 11, 2025, Date, by 5:00 P.M. EST Answers posted to the Franklin County Purchasing website.

December 18, 2025, 2:00 P.M. EST Deadline for proposal submission; Proposals are opened by the County.

1st Quarter 2026 Contract/Service estimated start date.

mailto:annie.spann1@franklincountyohio.gov

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During the proposal review phase, the County, through the Purchasing Department, may initiate contact with a vendor if the County determines that clarification is needed from the vendor to complete the evaluation process.

Section 2.0 Administrative Requirements

2.1 General Requirements

2.1.1 Registration with Franklin County:

Vendors interested in doing business with the County should register with the County online at https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration. Vendors must register with the County in order to access competitive opportunities and download documents.

2.1.2 Certificate of Good Standing:

Vendors that are registered in the State of Ohio will be required to provide a Certificate of Good Standing prior to contract award. Vendors that are not registered in the State of Ohio will be required to provide a Certificate of Good Standing from their respective state of incorporation. To obtain an Ohio certificate of Good Standing, please visit:

https://www.ohiosos.gov/businesses/business-reports/

2.1.3 Contract Components:

The resulting contract(s) will consist of the complete RFP, including the contract terms and conditions, Scope of Work, all documents requiring vendor’s signatures, any written amendments or clarifications, the vendor’s proposal and supporting information and documents, and applicable resolutions and purchase orders.

2.1.4 Oral Instructions:

The County will not be bound by oral explanations or instructions given at any time during the competitive process or after contract award.

2.1.5 Conflict of Interest:

By submitting a proposal in response to this RFP, vendor affirms that neither vendor or any persons that works for or on behalf of vendor, have any conflict of interest (e.g., employed by Franklin County, etc.). The County reserves the right to reject a proposal in which a conflict is disclosed or cancel an awarded contract if any interest is later discovered that could give the appearance of a conflict.

2.1.6 Representations:

By submitting a proposal in response to this RFP, vendor warrants the accuracy of information submitted and acknowledges that the County will rely on the vendor’s information in making an award.

2.1.7 Compliance with Specifications:

By submitting a proposal in response to this RFP, vendor affirms that they are in full compliance with the RFP, including the requirements outlined herein, all terms and conditions, and the Specifications.

https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration https://www.ohiosos.gov/businesses/business-reports/

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2.1.8 Proposal Preparation Costs:

The County will not be liable for any costs incurred by a vendor prior to the award of any contract resulting from this RFP, including but not limited to any cost related to the vendor’s preparation of their proposal.

2.1.9 Intended Contract Award(s):

It is the intent of the County to award one contract under this RFP. However, if the County believes it is in the County’s best interest to award more than one contract, the County reserves the right to do so in its complete and sole discretion.

2.2 Submittal Process and Instructions

2.2.1 Pre-Proposal Conference:

A Pre-Proposal Conference will not be held.

2.2.2 Submittal of Questions:

Vendors seeking clarification from the County must submit questions in writing to:

Annie Spann, Bidding Coordinator, at annie.spann1@franklincountyohio.gov.

All questions are due no later than the date and time listed in Section 1.3 Project Timeline/Calendar of Events.

2.2.3 Amendments and Clarifications:

Amendments and clarifications to this RFP will be posted on the Franklin County Purchasing website (https://bids.franklincountyohio.gov/). While the website is designed to email amendments and clarifications to those who have downloaded the RFP from the Purchasing website, it is ultimately the responsibility of all interested parties to monitor this website for those additional documents. Amendments and clarifications become a part of the RFP and any subsequently awarded contract(s).

2.2.4 Proposal Submittal:

Sealed proposals must be submitted to the Franklin County Purchasing Department before the deadline provided in Section 1.3 Project Timeline/Calendar of Events. The timestamp in the Franklin County Purchasing Department will serve as the official record of the time and date that sealed proposals are received and will be the sole factor in determining if a sealed proposal has been submitted in time for consideration.

Proposals delivered in-person or sent via USPS, UPS, or FedEx must be delivered to the following address:

Franklin County Purchasing Department Attn: Annie, Spann, Bidding Coordinator 373 South High Street - 25th Floor Columbus, Ohio 43215-6315 Re: RFP # 2025-62-21, Site Security Cameras, LiDAR, and Management System

The RFP PROJECT NAME, NUMBER, and COMPANY NAME must be clearly marked on proposal submissions. A proposal that is not properly and clearly marked and is inadvertently opened before the scheduled RFP opening time may be disqualified without additional consideration.

Faxed and emailed submittals are not acceptable.

mailto:annie.spann1@franklincountyohio.gov https://bids.franklincountyohio.gov/

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Proposals received after the deadline will be considered late and will not be opened. Proposals received through a courier service after the deadline will not be accepted from the courier service.

Proposals received through the mail after the deadline will be returned to the sender, unopened.

The County will not accept proposals with postage due.

The proposal opening will be held on a virtual platform, at which time the proposals will be opened and the names of the submitting vendors will be read aloud. Attendance is not mandatory, however, interested parties may join by phone or by following the link provided below:

Microsoft Teams Join the meeting now Meeting ID: 266 173 820 583 0 Passcode: M9VM3mk9 Dial in by phone +1 380-900-7428,,939497910# United States, Columbus Phone conference ID: 939 497 910#

The County reserves the right to change the proposal opening date and/or time at the County’s sole discretion.

2.2.5 Proposal Rejection and RFP Cancellation:

Pursuant to Ohio Revised Code §307.862, the County reserves the right to:

1. Reject any proposal in which the vendor takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the County;

2. Reject, in whole or in part, any proposal that the County has determined, using the factors and criteria outlined herein, would not be in the best interest of the County;

3. Conduct discussions with vendors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP.

Further, the County may cancel or reissue the RFP if any of the following apply:

1. The supplies or services offered through all of the proposals submitted to the County are not in compliance with the requirements, specifications, and terms and conditions set forth in the request for proposals;

2. The prices submitted by the vendors are excessive compared to existing market conditions or exceed the available funds of the County;

3. The County determines that award of a contract would not be in the best interest of the County.

2.2.6 Proposals are Firm for 180-Days:

Unless stated otherwise, once opened, all proposals are irrevocable for one hundred eighty (180) days. Beyond one hundred eighty (180) days, vendors will have the option to honor their proposal or make a written request to withdraw their proposal from consideration.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODE2ZDBlYjEtOWFhOC00MzQ5LWExZmQtMzJhZWM2YmEwMGQw%40thread.v2/0?context=%7b%22Tid%22%3a%2293c52ce1-0d75-4263-9ab9-9c287e289e18%22%2c%22Oid%22%3a%22b6100223-05b9-44a9-8a73-bf85acfe7596%22%7d tel:+13809007428,,939497910

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2.3 Evaluation Process and Criteria

2.3.1 Proposals will be evaluated in the following phases:

1. Phase 1: Initial review of the proposals for compliance The County will review each proposal that is received before the deadline for responsiveness in terms of format, completeness, and compliance with instructions.

2. Phase 2: Full evaluation of proposals

The County will review each responsive proposal based upon established criteria. At any time during this phase, the County may request clarifications from any vendor and provide such vendor(s) with an opportunity to correct defects in their proposal if, in the County’s sole determination, doing so does not provide an unfair advantage to the vendor(s) and it is in the County’s interest to do so.

The County may disqualify a vendor with an offshore presence in a specific country with which the United States has a declaration of war by Congress or the President has authorized war on a specific country. Vendor may submit documentation that provides the County with additional information that addresses this disqualification and whether it is relevant to the contract.

2.3.2 Evaluation Criteria:

For each proposal, the County will award points based upon the strength of the proposal in its responsiveness to the requirements and criteria included in this RFP.

Evaluation criteria include, but are not limited to, the following elements (not ranked below in any particular order of importance or weighting):

1. Completeness and responsiveness of proposal;

2. Confirmation of compliance with the requirements, Scope of Work, and the terms and conditions of the RFP and the Contract.

3. Price

4. Availability on Installation

5. References

Local Preference: an additional number of points may be awarded to a vendor with no offshore presence.

The proposal evaluation will result in a point total being calculated for each proposal. The County reserves the right to move directly into contract negotiations with the vendor submitting the highest-ranked proposal following Phase 2 of the evaluation process. Or, at the County’s sole discretion, the County may elect to invite a certain number of vendors submitting the highest-ranked proposal into Phase 3 Interviews, as outlined in Section 2.3.3 below.

2.3.3 Interviews

Upon completion of Phase 2 as detailed in Section 2.3.1(2) above, the County reserves the right, but is not obligated, to enter into Phase 3 Interviews with a certain number of vendors submitting the highest-ranked proposals.

This Phase 3 will offer the County and the vendor an opportunity to ask questions, clarify responses, and gain a deeper assessment of compliance and capabilities.

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The County will award points for each interview based on the strength of information presented related to established criteria.

It is the intent of the County to award one contract to the vendor with the highest overall ranking after completion of all applicable evaluation phases. However, if the County believes it is in the County’s best interest to award more than one contract, then the County may award more than one contract to any number of vendors with the highest overall rankings. Such multiple awards shall be at the County’s sole and complete discretion.

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Section 3.0 Scope of Work

Specifications

1.1 General Information/Project Overview

Franklin County Emergency Management and Homeland Security (FCEM&HS), in support of the City of Columbus, is seeking proposals from qualified vendors. Vendor is to provide, install, and maintain a site security camera and management system that utilizes intelligence and analytics to perform object recognition and perimeter security alerting while utilizing LiDAR (Light Detection and Ranging) as an enhancement at particular locations. The Vendor is to meet all the specifications and service levels as outlined in the RFP. It is desired that the Vendor propose all the services being requested in this RFP.

1.2 About this Project and General Conditions

The purpose of this Request for Proposal (RFP) is to acquire the services of an experienced and qualified Vendor(s) to provide, install, configure, maintain, and warranty new video surveillance and video management systems at all six (6) public safety radio tower sites, including interior and exterior connectivity. Two sites are of a critical nature requiring the addition of LiDAR components to better enhance the security posture and detection in these areas. The system is to include the following:

– Video Surveillance System to include analytics and alert capabilities.

– Video Management System

– Storage

– Training

1.2.1 Current Environment

The City’s current environment consists of aged IP cameras at each site, which are connected to the Network Video Recorder (NVR) and management system via a broadband microwave network.

1.2.2 Locations

Each facility is listed below.

• Phase 1: 4250 Groves Rd, Columbus OH (Groves Site) *

• Phase 2: 3280 Dublin Rd., Columbus OH (Griggs Site) *

• Phase 3: 5900 Parsons Avenue, Columbus OH (Parsons Site)

• Phase 4: 4250 Morse Rd., Columbus OH (Hap Crimean Site)

• Phase 5: 442 Lazelle Rd., Columbus OH (Lazelle Site)

• Phase 6: 6504 E. Broad St., Columbus OH (E. Broad Site)

*Indicates the need for LiDAR combined with video surveillance.

1.2.3 Acceptable Manufacturers

The County, on behalf of the City, is seeking solutions from video management system vendors or their authorized resellers. There is a strong preference for solutions that have been proven to be both functional and cost-effective in a large municipal environment, similar to that of the City of Columbus for three years.

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2. Hardware Specifications and Services

2.1 Video Surveillance Systems Specifications

2.1.1 Network/Connectivity

2.1.1.1 Connectivity from all sites is to be cellular/broadband connected, provided through the Vendor, i.e., Cradle Point or similar device. Equipment should be quoted to support this configuration. The System should be designed to accept and utilize City-provided SIM cards and/or cellular circuits.

2.1.2 Cameras

Vendors are allowed to propose camera type(s); however, the following requirements should be met:

i. Sufficient number to provide full 360-degree coverage of each location.

ii. IP capable with at least 4k resolution.

iii. Of rugged quality and all-weather capable (heated in the winter).

iv. Low visibility and night vision capability.

v. Utilize or provide intelligence and analytics to establish inclusion/exclusion zones and alert when necessary.

vi. The ability to distinguish between persons, wildlife, and nuisances (i.e., tree limbs, windy, rain, etc.).

vii. A preference to integrate currently installed cameras is desired, with the understanding they cannot provide the same features as newer cameras that will be provided.

2.1.3 LIDAR

Where LiDAR is quoted, Vendors should propose LiDAR type(s); however, the following requirements should be met:

i. LIDAR sensors will be mounted at various points throughout each location in order to gather environmental data. Only the tower and City owned hut are available for mounting equipment unless poles and necessary hardware/electrical work are quoted.

ii. Quantity of LIDAR sensors should be sufficient to provide a complete 360-degree view of the protected space(s).

iii. The intruder’s position and direction are automatically tracked on the map with the nearest camera following the target and displaying on screen in real time.

iv. Integrated with cameras and video management systems (VMS)

v. Enables automated PTZ camera control or view change when tracking.

vi. A 3D perception software platform using artificial intelligence algorithms will detect, track, and classify objects based on the rich point cloud data received from the LiDAR sensors.

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vii. LiDAR information will be routed in real-time to a VMS, which may also compile data from cameras (IP cameras, etc.)

viii. Utilize or provide analytics to establish inclusion/exclusion zones and alert when necessary.

ix. Of rugged quality and all-weather capable

x. Utilize alert settings, filters, and modifications to assist in the mitigation of false alarms due to non-intruder activations.

2.2 Video Management System Specification

The Video Monitoring/Management System (VMS) should provide a system that allows the City to view images from the cameras and LiDAR and manage the devices from a single interface/application across the network. The Vendor must provide sufficient Storage and Server hardware to support the entire system.

2.2.1 Camera / Device Connection Licensing

If system licensing is dependent on the number of cameras/devices connected/ managed, system licensing should be priced for the number of cameras/devices being proposed. The system should have the ability to add more devices/cameras to accommodate growth while preserving the investment made.

2.2.2 Alerts

2.2.2.1 Each site must have the capability to sound a locally audible alert or a two-way audio system to alert intruders of detection.

2.2.2.2 Alerts must be configurable.

2.2.2.3 Alerts will display on the management system screen, portable device applications, and will also have the capability to email or text an alert to the City.

2.2.3 Map Navigation

Site plans will be imported into the VMS for easy camera navigation. The floor plans in JPEG, PDF or Microsoft Visio formats will be made available to the Vendor. Selecting a camera on the site map will open either thumbnail and/or live streaming images from that selected camera.

2.2.4 Camera Zones

The system should have the ability to group cameras in a region (i.e., create zones). Each zone may consist of cameras at the same site.

2.2.5 Archive / Stored Video Search

The system will provide the ability to search video events such as motion detection events, date/time stamp, etc. The system must also be capable of performing searches on multiple cameras based on any given criteria. The Vendor will clearly state in detail the system's archived video search capabilities.

2.2.6 Simultaneous Viewer Clients

The system should support simultaneous camera(s) viewing by clients via a client software or a compatible HTTP interface/browser. Each City user should have independent capability to use the matrix

RFP v. 3.27.2025 Page 12 of 42 RFP 2025-62-21 view and camera cycling described above. Viewing from a mobile device application will be accounted for mobile device-based apps (IOS, Android or Windows) are required, the cost of the apps, if any, will be included in the Vendor’s proposal.

The viewing-only capability will not provide for any administrative-type functions.

2.2.7 Simultaneous System Administrative Clients

The system should support simultaneous administrative access via a client software or a compatible HTTP interface/browser. Administrative access functionality will be restricted to the class of service defined for that user. The cost of mobile device-based apps (IOS, Android or Windows) for administrative functions are to be included in the Vendor’s proposal.

2.2.8 Video Export Functionality

The system will provide the functionality to export archived video in a tamper-proof manner. Only system-authorized accounts will have the ability to export the video, and if possible, from a defined workstation or server only. If licensing is required to view the recorded video, the Vendor will provide the appropriate number of licenses equivalent to the simultaneous viewing only and administrative City users count. If the system can export to other video formats, please specify.

2.2.9 Storage Capabilities

Vendors should provide a video resolution, frame rate, file size, storage architecture, and capacity sufficient for the new cameras proposed. The storage system should be capable of expansion by adding additional internal or external disk drives and shelves. Vendors should propose and price the process by which storage capacity will be monitored and adjusted.

2.2.10 Time Lapse & Motion Detection Recording

During inactive periods in the buildings (off hours), when there are no changes to the image/frame, the system will have the ability to cease recording until a change in image has been noticed (i.e., motion detection). The system will have the intelligence to automatically start recording images from a camera once a change in frame has been noticed. It is desirable that the motion detection sensitivity can be adjusted. Please state if camera-based motion detection is supported.

2.2.11 Recording Capabilities

Recording capabilities should include the following:

i. Picture recording for the included cameras should be capable of recording up to the maximum resolution of the camera.

ii. The recording provides a date and time stamp option

iii. Video should be reasonably accurate in representing what it depicts. It should be self-verifying, providing enough of a detailed picture of the scene for a witness to confirm the area is accurately depicted.

iv. Real-time playback without interrupting recording

v. Adjustable frame rate and resolution recording camera by camera

vi. Allows authorized City users to capture still pictures in multiple formats

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vii. Allows authorized City users to record live streaming video or download archived video in an industry-recognized format.

viii. The system will have the capability to provide a link (email or text) that can be sent to anyone to open and view a particular recording or live view.

2.2.12 Archiving

The system will have the ability to automatically rotate out old stored video when needed, utilizing a first-in-first-out queuing and deletion method. The City requires archives to be available for up to 30 days.

2.2.13 User Groups & Rights

The system should support a multi-level City user environment with the ability to create unlimited City user accounts. The granular ability to control user-based functions and access to the system is considered to be an important functional requirement of the system. By user and/or by group, the access (privileges) to resources should be controllable, such as:

i. Camera viewing access

ii. Recording & Downloading access

iii. Day and Time for access to the system

iv. City user accounts will be password-protected, and a user's historical activity log is a requirement.

2.2.14 Server & Storage Hardware

2.2.14.1 There should be local storage of video at each site, utilizing on-board camera storage or Network Video Recorder at each site

2.2.14.2 The storage system will need to retain video footage for at least 30 days.

2.2.14.3 All other hardware, servers, and associated equipment should be on-premises.

2.2.15 Training

2.2.15.1 The Vendor should provide in-depth training to City users and system administrators.

2.2.16 Cyber Security

Vendor should employ robust cybersecurity practices to safeguard all video data and systems. Industry-standard encryption methods for data transmission and storage, along with strict access controls to limit authorized personnel access to sensitive video footage, should be part of the proposal. Vendor should describe, in the event of a security breach, a well-defined incident response procedure to quickly identify, contain, and mitigate potential risks. At a minimum, the following should be included in the proposal:

i. Data Protection

a. An encryption method used for video transmission and storage, including at-rest and in-transit encryption for video files.

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b. Access control mechanisms, such as City user authentication and authorization levels for accessing video footage.

ii. Network Security

a. Network security measures used to protect video data, including firewalls, intrusion detection/prevention systems (IDS/IPS), and secure network segmentation if applicable.

b. Data is transferred securely between different locations and devices involved in the production process.

iii. Incident Response

a. A process for identifying, containing, and mitigating cybersecurity incidents related to video data, including incident reporting protocols and remediation plans.

iv. Compliance

a. Adherence to relevant data privacy regulations depending on the nature of the video content and audience.

b. Industry-specific security standards.

v. Patching and Updating

Vendor will be fully responsible for maintaining, updating, and performing security services on all firmware, operating systems, databases, and servers to include anti-virus if applicable.

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Section 3.0 Site Locations

Site Locations has been released as a PDF and can be obtained by visiting:

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Section 4.0 Appendices

4.1 Affidavits

4.1.1 Lobbyist/Consultant Declaration Statement

4.1.2 Small and Emerging Business Enterprise Information Form and Affidavit

4.1.3 Delinquent Personal Property Tax Affidavit

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Appendix 4.1.1 Lobbyist/Consultant Declaration Statement

Did any lobbyist(s) or consultant(s) assist your firm with this contract? Vendor must select one and provide all required information.

CHECK

ONE:

□ No

□ Yes

I certify that the information provided herein is correct:

Proposer Name/Title (Printed)

Proposer Signature Date

If ‘Yes,’ please submit the information below for each lobbyist or consultant (if more than one lobbyist or consultant assisted, a separate form should be submitted for each):

Lobbyist/Consultant Name

Lobbyist Company Name

Lobbyist Company Address

City, State:

Zip:

Contact Name

Phone Number

Fax Number

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Appendix 4.1.2 Small and Emerging Business Enterprise Information Form

Franklin County is seeking, for statistical purposes, information of the size and demographic type of Vendors responding to its contracting opportunities. This information will not be used as part of the evaluation process and will not be given any consideration with regard to an award.

With the exception of the Small and Emerging Business Enterprise (SEBE) designation, Vendor shall only select designation(s) below if Vendor is formally certified by one of the following certifying bodies:

• 8(a) Business Development (SBA)

• City of Columbus

• Columbus City Schools

• Department of Administrative Services (DAS)

• Diversity Chamber of Central Ohio (DCCO) – a local affiliate of the National Gay and Lesbian

Chamber of Commerce (NGLCC)

• Ohio Unified Certification Program (ODOT)

• Ohio Minority Supplier Development Council (OMSDC)

• US Department of Veterans Affairs (Office of Small & Disadvantaged Business Utilization)

• Women’s Business Enterprise National Council (WBENC)

If Vendor is self-reporting that it meets the requirements outlined in the Small and Emerging Business Enterprise (SEBE) designation, Vendor shall complete and submit the Small and Emerging Business Enterprise Affidavit in lieu of a formal certification by a certifying body.

Additionally, the County will recognize and accept certifications from other appropriate certifying bodies approved by the Small and Emerging Business Coordinator.

CHECK ALL THE APPROPRIATE CERTIFICATIONS THAT APPLY:

8(a) Business Development Program

In order to help small, disadvantaged businesses compete in the marketplace, the SBA created the 8(a) Business Development Program. The 8(a) Business Development Program is a business assistance program for small disadvantaged businesses. The 8(a) Program offers a broad scope of assistance to firms that are owned and controlled at least 51% by socially and economically disadvantaged individuals. Participation in the program is divided into two phases over nine years: a four-year developmental stage and a five-year transition stage.

Disadvantaged Business Enterprise (DBE)

DBEs are for-profit small business concerns where socially and economically disadvantaged individuals* own at least a 51% interest and also control management and daily business operations. (*African Americans, Hispanics, Native Americans, Asian-Pacific and Subcontinent Asian Americans, and women are presumed to be socially and economically disadvantaged). Other individuals can also qualify as socially and economically disadvantaged on a case-by-case basis. To participate in the DBE program, a small business owned and controlled by socially and economically disadvantaged individuals must receive DBE certification from the relevant state– generally through the state Uniform Certification Program (UCP).

To be regarded as economically disadvantaged, an individual must have a personal net worth that does not exceed $1.32 million. To be seen as a small business, a firm must meet SBA size criteria AND have average

RFP v. 3.27.2025 Page 19 of 42 RFP 2025-62-21 annual gross receipts not to exceed $22.41 million. Size limits for the airport concessions DBE program are higher. The Department has issued a final rule amending its disadvantaged business enterprise (DBE) program at 49 CFR part 26.

Encouraging Diversity, Growth and Equity (EDGE)-Certified Business Enterprise (“EDGE”)

An EDGE-certified business must be owned and controlled by a U.S. citizen who is a resident of Ohio. A business may qualify for EDGE certification if either (a) its owner is both socially and economically disadvantaged, or (b) the business is located in a qualified census tract and the owner is economically disadvantaged. A business enterprise that is eligible for EDGE certification must (1) have been in business for at least one year prior to applying; and (2) be at prior to the date of determination in connection with the County’s contracting or procurement activities and that meets certain size limitations based on the Federal Small Business Administration Regulations set forth in 13 C.F.R. §121.201 and the revisions thereto. The enterprise must be local, having (a) its principal place of business within Franklin County, Ohio as determined by the payment of real or personal property taxes on property located in such county for not less than one taxable year immediately prior to the date of determination or (b) more than 50% of its full-time employees residing within the boundaries of Franklin County; and must be economically disadvantaged such that the enterprise is at least 51% owned and controlled directly or indirectly by one or more individuals, each with a personal net worth equal to or less than $750,000. Personal net worth of an individual includes the personal net worth of the individual’s spouse, if any, but does not include (1) the individual’s ownership interest in the enterprise being considered in connection with the County’s contracting and procurement activities or (2) the individual’s equity in his or her primary residence. Additionally, a contingent liability does not reduce an individual’s personal net worth.

Lesbian, Gay, Bisexual, Transgender Business Enterprise (“LGBTBE”)

An independent business concern that is at least fifty-one percent (51%) owned and controlled by one or more LGBT persons who are U.S. citizens or lawful permanent residents, or in the case of any publicly-owned business, at least fifty-one percent (51%) of the equity of which is owned and controlled by one or more LGBT persons who are U.S. citizens or lawful permanent residents; and whose management and daily operation is controlled by one or more of the LGBT owners.

Local Economically Disadvantaged Enterprise (LEDE)

A sole proprietorship, partnership, company, corporation or joint venture that has been in business for at least one year prior to the date of determination in connection with the County’s contracting or procurement activities and that meets certain size limitations based on the Federal Small Business Administration Regulations set forth in 13 C.F.R. §121.201 and the revisions thereto. The enterprise must be local, having

(a) its principal place of business within Franklin County, Ohio as determined by the payment of real or personal property taxes on property located in such county for not less than one taxable year immediately prior to the date of determination or (b) more than 50% of its full-time employees residing within the boundaries of Franklin County; and must be economically disadvantaged such that the enterprise is at least 51% owned and controlled directly or indirectly by one or more individuals, each with a personal net worth equal to or less than $750,000. Personal net worth of an individual includes the personal net worth of the individual’s spouse, if any, but does not include (1) the individual’s ownership interest in the enterprise being considered in connection with the County’s contracting and procurement activities or (2) the individual’s equity in his or her primary residence. Additionally, a contingent liability does not reduce an individual’s personal net worth.

Minority Business Enterprise (MBE)

RFP v. 3.27.2025 Page 20 of 42 RFP 2025-62-21

Minority business concern, as used in this definition, means a small business concern (1) which is at least 51 percent owned by one or more minorities or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more minorities; and (2) whose management and daily business operations are controlled by one or more minorities. “Minority business enterprise” means Blacks or African Americans, American Indians, Hispanics or Latinos, and Asians as defined in the Ohio Revised Code.

Please select the proper designation of Minority Business Enterprise:

Black or African American American Indian Other: __________________ Hispanic or Latino Asian

Veteran Business Enterprise (VBE)

A veteran business enterprise is defined as a business concern (1) which is at least 51 percent owned by one or more veterans or service-disabled veterans, or in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more veterans or service-disabled veterans; and (2) whose management and daily business operations are controlled by one or more veterans or service-disabled veterans. “Veteran” means a veteran of the U.S. military, – either active duty or reservist – from all five Service Branches (Army, Navy, Air Force, Marine Corps and Coast Guard).

Women Business Enterprise (WBE)

Women-owned business concern, as used in this definition, means a small business concern (1) which is at least 51 percent owned by one or more women or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and (2) whose management and daily business operations are controlled by one or more women.

Please include a copy of your certificate from the appropriate certifying body(ies) for the above demographic definitions with your submission.

Small and Emerging Business Enterprise (SEBE) Definition

A small and emerging business enterprise is defined as a business concern, operated, not dominant in the field of operation in which it is bidding on government contracts, and qualified as a small business under the criteria and size standards in 13 CFR Part 121.201. Such a concern is “not dominant in its field of operation” when it does not exercise a controlling or major influence on a national basis in a kind of business activity in which a number of business concerns are primarily engaged). The County’s SEBE self-certification requires the owner to swear, attest or affirm that the business entity is a Small and Emerging Business Enterprise (SEBE) that meets the criteria and size standards set-forth in 13 CFR Part 121.20 (Vendor must complete and notarize the attached Small and Emerging Business Enterprise Affidavit only if this category is solely applicable).

If your business does not meet one of the above designations, please select “None of the Above” in the box below.

None of the Above

RFP v. 3.27.2025 Page 21 of 42 RFP 2025-62-21

CERTIFYING AGENCIES

This project will recognize and accept certifications from the following certifying bodies in addition to other agencies approved by the County:

• 8(a) Small Business Administration - Business Development www.sba.gov/oh/columbus

• MBE

City of Columbus - Minority Business Enterprise

City of Columbus (diversitycompliance.com)

• LEDE

Columbus City Schools - Local Economically Disadvantaged Enterprise http://www.ccsoh.us/Vendors.asp

• LGBTBE

Diversity Chamber of Central Ohio - Lesbian, Gay, Bisexual, Transgender

Business Enterprise http://diversitycolumbus.org/

• EDGE & MBE

Ohio Department of Administrative Services (DAS) - Encouraging

Diversity Growth and Equity & Minority Business Enterprise http://das.ohio.gov/Divisions/EqualOpportunity/MBEEDGECertification

/tabid/134/Default.aspx

• DBE

Ohio Unified Certification Program (ODOT) - Disadvantaged Business Enterprise http://www.dot.state.oh.us/Divisions/ODI/SDBE/Pages/UCP.aspx

• OMSDC

Ohio Minority Supplier Development Council http://www.ohiomsdc.org/aws/SCOMSDC/pt/sp/mbe_certification

• VBE

US Department of Veterans Affairs (Office of Small & Disadvantaged Business Utilization) - Veteran Business Enterprise https://www.va.gov/osdbu/

• WBE

Women’s National Council - Women’s Business Enterprise http://www.wbenc.org/certification-process/ http://www.sba.gov/oh/columbus https://columbus.diversitycompliance.com/?TN=columbus http://www.ccsoh.us/Vendors.aspx http://diversitycolumbus.org/ http://das.ohio.gov/Divisions/EqualOpportunity/MBEEDGECertification/tabid/134/Default.aspx http://das.ohio.gov/Divisions/EqualOpportunity/MBEEDGECertification/tabid/134/Default.aspx http://www.dot.state.oh.us/Divisions/ODI/SDBE/Pages/UCP.aspx http://www.ohiomsdc.org/aws/SCOMSDC/pt/sp/mbe_certification https://www.va.gov/osdbu/ http://www.wbenc.org/certification-process/

RFP v. 3.27.2025 Page 22 of 42 RFP 2025-62-21

SMALL AND EMERGING BUSINESS ENTERPRISE AFFIDAVIT

For Board of Commissioners of Franklin County

The undersigned swears, attests or affirms that the foregoing statements concerning the Small and Emerging Business Enterprise (hereinafter “SEBE”) status of the business are true and accurate. This document is for statistical and information purposes only and is not part of the evaluation process and will not be given any consideration with regard to an award.

(Name of Business)

Address:________________________________________________________________________ (Number & Street) (City) (State & Zip Code)

Type of Work (NAICS Codes):_______Annual Sales for previous year$: _________________ Number of employees:_________

The undersigned swears, attests or affirms that either the business entity stated above is a Small and Emerging Business Enterprise (SEBE) that meets the criteria and size standards set-forth in 13 CFR Part 121.201; SEBE Definition “A small and emerging business is defined as a business concern, including its affiliates, which is independently owned and operated. It is not dominant in its field of operation because it does not exercise a controlling or major influence on other comparable business operations in Central Ohio.

Dominance is determined by several factors including but not limited to volume of business, number of employees, financial resources, and the nature of business activity.”

Further the undersigned swears, attests or affirms that the business entity still constitutes a Small and Emerging Business in compliance with the rules, laws, ordinances, rules or regulations of the certifying entity. The undersigned understands and agrees that the Board of Commissioners of Franklin County, its employees, contractors or agents may, at the Board’s sole and complete discretion, verify that the business entity still constitutes a Small and Emerging Business by the certifying body.

Misrepresentations or false statements may subject the undersigned and/or business entity to fines or prosecution pursuant to § 2913.42 of the Ohio Revised Code.

Affiant and Title

SWORN to before me and subscribed in my presence this

____________________day of __________________________, 20_____.

Notary Public

My Commission expires _____________________, 20_____ (Seal)

RFP v. 3.27.2025 Page 23 of 42 RFP 2025-62-21

Appendix 4.1.3 Delinquent Personal Property Tax Affidavit

This sworn affidavit should be properly completed by the authorized representative of your firm and will be incorporated as a portion of the bids and resulting contract for the following:

Project: Site Security Cameras, LiDAR, and Management System

Department: Franklin County Emergency Management and Homeland Security

RFP No.: RFP # 2025-62-21

State of County of , ss:

Being first duly sworn, deposes and says that he/she is the (Name) of (Title) with offices located at , and as it’s duly, authorized representative states that effective this day of , ( ) is not charged with delinquent property taxes on the general list of personal property in Franklin

County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

( ) is charged with delinquent personal property taxes on the general list of personal property in Franklin

County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

County Amount: (include total amount and any penalties and interest thereon)

Franklin $

(Affiant)

Sworn to and subscribed this day of , 20 .

(Notary Public)

Section 5719.042 O.R.C. My Commission expires , 20

(Seal)

RFP v. 3.27.2025 Page 24 of 42 RFP 2025-62-21

Appendix 4.2 Form W-9

Appendix 4.2 Form W-9 has been released as a PDF and can be obtained by visiting:

https://bids.franklincountyohio.gov/ for completion.

RFP v. 3.27.2025 Page 25 of 42 RFP 2025-62-21

Appendix 4.3 Pricing Form

Complete the form below.

REQUIRED EQUIPMENT

Item

Estimated Quantity

Units Description Unit Cost Subtotal Cost

1 6 Each Cameras $ $

2 2 Each LiDAR

3 Each Licensing: If system licensing is dependent on the number of cameras/devices, system licensing should be priced for the number of cameras/devices being proposed

4 8 Each Installation and Configuration for 6 cameras and 2 LiDAR

5 6 Annual Maintenance $ $

6 1 - 5 Years Extended Warranty Coverage for One (1) up to Five (5) Years.

7 Days Training: should provide in-depth training.

8 Storage Capabilities: Vendors should propose and price the process by which storage capacity will be monitored and adjusted.

Shipping, Freight, Delivery to or coordinated with FCEM&HS location: 5300 Strawberry Farms Blvd.

Columbus, Ohio 43230

Total Cost $

How many days after placing the order will the services be provided? -------------------------

RFP v. 3.27.2025 Page 26 of 42 RFP 2025-62-21

Appendix 4.4 References

Please provide a minimum of three references, including company names, addresses, telephone numbers, and persons to contact that will provide a reference for your company. Please provide references that can confirm your ability to provide products or services or a similar scope to the requirements of this RFP which must not be a Franklin County Employee. Failure to provide three references may be annotated as a discrepancy during evaluation.

1) Name:

Phone: (_______)

Contact person:

Comments:

2) Name:

Phone: (______)

Contact person:

3) Name:

Phone: (______)

Contact person:

RFP v. 3.27.2025 Page 27 of 42 RFP 2025-62-21

Appendix 4.5 Questionnaire

All vendors are to confirm that the proposed equipment meets the following requirements by checking the corresponding boxes. If the equipment proposed “does not meet” or “exceeds” the requirement, please provide an explanation on a separate page referencing the question number and item.

1. Does the proposed solution connect all sites with cellular/broadband network connectivity? (Reference:

Section 3.0, Scope of Work, Section 2.1.1)

Yes No

2. We acknowledge the following camera requirements are met in proposal submission (Reference: Section 3.0, Scope of Work, Section 2.1.2):

Sufficient number to provide full 360-degree coverage of each location.

IP capable with at least 4k resolution.

Of rugged quality and all-weather capable (heated in the winter).

Low visibility and night vision capability.

Utilize or provide intelligence and analytics to establish inclusion/exclusion zones and alert when necessary.

The ability to distinguish between persons, wildlife, and nuisances (i.e., tree limbs, windy, rain, etc.).

Proposed Cameras can integrate with currently installed cameras.

3. We acknowledge the following LiDAR requirements will be met as part of the proposal submission (Reference: Section 3.0, Scope of Work, Section 2.1.3):

LIDAR sensors will be mounted at various points throughout each location in order to gather environmental data.

The quantity of LIDAR sensors should be sufficient to provide a complete 360-degree view of the protected space(s).

The intruder’s position and direction are automatically tracked on the map with the nearest camera following the target and displaying on screen in real time.

Integrated with cameras and video management systems (VMS) Enables automated PTZ camera control or view change when tracking.

A 3D perception software platform using artificial intelligence algorithms will detect, track, and classify objects based on the rich point…