ADSST-2627 - FINAL.pdf

NOTE: CERTIFIED MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS REQUEST.

CHARLES COUNTY PUBLIC SCHOOLS

LA PLATA, MARYLAND

REQUEST FOR INFORMATION (RFI)

NOTES:

INCLEMENT WEATHER:

If Charles County Public Schools Administrative Offices are closed due to inclement weather on the day RFIs are “DUE”, RFIs shall be due at the same time the next business day the Charles County Public Schools Administrative Offices are open for business.

QUESTIONS:

Vendors/Contractors are advised to send all questions to via email: cgrier@ccboe.com or fax,

(301) 934-7247, by the required date and time stated within the RFI.

DOWNLOADING COMPLETE RFI PACKAGE:

For complete details, interested parties should visit https://emma.maryland.gov/ and download the RFI package.

Vendors/Contractors must be registered with eMMA to receive RFI. If you require assistance, contact the help desk at emma.helpdesk@maryland.gov or call (410) 767-4628.

RFI TITLE: AI-DRIVEN SCHOOL SECURITY TECHNOLOGY

RFI NUMBER:

RFI # ADSST-2627

DEADLINE FOR QUESTIONS:

AUGUST 20, 2026, 2 P.M., Local Time

RFI OPENING DATE/TIME: SEPTEMBER 8, 2026, 2 P.M., Local Time

RFI PLACE OF DELIVERY: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

5980 RADIO STATION ROAD, 2ND FLOOR

LA PLATA, MARYLAND 20646

RFI MAILING ADDRESS: CHARLES COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

Attn: Carletta Grier, Contract Administrator P.O. Box 2770

5980 RADIO STATION ROAD

LA PLATA, MARYLAND 20646

SHIPPING ADDRESS

UPS/FEDEX:

CHARLES COUNTY PUBLIC SCHOOLS

Attn: Carletta Grier, Contract Administrator

5980 RADIO STATION ROAD

LA PLATA, MARYLAND 20646

E-MAIL ADDRESS: cgrier@ccboe.com

PHONE/FAX NUMBERS: Phone: (301) 392-7581; Fax: (301) 934-7247

WEBSITE: https://emaryland.buyspeed.com/bso/login.jsp mailto:cgrier@ccboe.com file://///STARSTG/DATA/GROUPS/BUDGETFINANCE/Purchasing/Projects/FY16/Request%20for%20Proposals/FSA-1616%20Flexible%20Spending%20Accounts-Third%20Party%20Administrator/SECTION%208/efoddrell@ccboe.com%20 https://emaryland.buyspeed.com/bso/login.jsp https://emaryland.buyspeed.com/bso/login.jsp

November 2018 Charles County Public Schools

RFI # ADSST-2627, AI-DRIVEN SCHOOL SECURITY TECHNOLOGY

TABLE OF CONTENTS

RFI # ADSST-2627

AI-DRIVEN SCHOOL SECURITY TECHNOLOGY

I. INTRODUCTION AND BACKGROUND .…………….……….………………3

II. PURPOSE/OBJECTIVE …………………………………………………

III. INFORMATION FOR VENDORS/CONTRACTORS ...…………….…

IV. VENDOR/CONTRACTOR REQUIREMENTS AND QUALIFICATIONS…4

V. SIGNED ORIGINAL RESPONSE/SUBMISSION …………………………….5

VI. REQUEST FOR CLARIFICATIONS …………………………………………..5

VII. SOLE POINT OF CONTACT……………………………………………………5

VIII. VENDORS/CONTRACTORS BEARS RESPONSE COSTS………………….5

IX. TRADE SECRETS OR PROPRIETARY INFORMATION…………………..6

X. REQUIRED FORMAT AND CONTENT OF SUBMISSION/RESPONSE

ATTACHMENT I ……………………………………………………….…….………….8

ATTACHMENT II ...……………………………………………………………………..9

I. INTRODUCTION AND BACKGROUND

Charles County is one of the fastest growing counties in the state of Maryland, with a population of 178,687. Charles County is located less than 30 miles south of Washington

D.C. and is considered the gateway to Southern Maryland. The district is currently serving

27,765 students who attend 39 (thirty-nine) schools and seven (7) educational centers.

The mission of CCPS is to provide an opportunity for all school-aged children to receive an academically challenging, quality education that builds character, equips for leadership, and prepares for life, in an environment that is safe and conducive to learning.

II. PURPOSE/OBJECTIVE

A. The purpose of this Request for Information (RFI) is to solicit information from companies with experience, expertise, and qualifications to provide an Artificial

Intelligence (AI)-enabled video analytics and camera security platform that operates entirely within Charles County Public Schools’ (CCPS) district-controlled infrastructure. The desired solution must not require vendor-hosted cloud services for video storage, AI processing, analytics, or system operation and must be capable of supporting a district-wide environment of approximately 2,000 internal and external security cameras. This RFI is not a Request for Proposals (RFP) nor a commitment to issue an RFP in the future. CCPS is exploring and evaluating AI-enabled security technologies that may enhance situational awareness, safety monitoring, and operational security while maintaining district control of data, infrastructure, and decision-making processes.

B. This project is a collaborative effort between CCPS’ Safety and Security, Technology, and Operations Departments. The project team's intent is to gather market research, technical information, implementation considerations, and cost models that will assist in developing requirements, specifications, and a potential future Request for

Proposals (RFP) for an AI-enabled video analytics platform, if deemed to be in the best interest of CCPS.

CCPS seeks information regarding commercially available platform capable of supporting advanced security analytics and event detection, including but not limited to loitering, fighting, visible weapons, medical emergencies, elopement, unauthorized entry, unauthorized exterior door opening, and other safety-related behaviors or incidents. The District is also interested in understanding licensing models, infrastructure requirements, server sizing, camera compatibility, system scalability, camera optimization and health-assessment services, cybersecurity controls, AI governance practices, data privacy protections, and compliance with Maryland and

Maryland State Department of Education (MSDE) expectations for responsible AI use. Information obtained through this RFI may be used to help define technical requirements, operational expectations, evaluation criteria, and implementation strategies for future procurement. CCPS is particularly interested in solutions that support human-centered decision-making, transparency, privacy protection, accessibility, and responsible AI governance practices.

C. CCPS will invite those firms of interest, to demonstrate their systems during the tentative period of SEPTEMBER 14-18, 2026. Once the responses have been received, CCPS will contact each selected Vendor/Contractor and schedule a specific date time within this period to demonstrate their proposed solutions and the functionality of their system. CCPS reserves the right to adjust the demonstration schedule as necessary and will notify selected Vendors/Contractors accordingly.

III. INFORMATION FOR VENDORS/CONTRACTORS

Response Deadline Requirements and Delivery

A. Firms interested in participating in, presenting and demonstrating their fully functional AI-enabled video analytics platform must submit a response no later than the prescribed deadline set forth in this RFI.

B. Submission deadline for receipt of responses is September 8, 2026 at 2 P.M., Local Time.

C. Vendors/Contractors’ responses must be submitted via:

1. US mail to:

Charles County Public Schools

Purchasing Department

Attention: Carletta Grier, Contract Administrator

P.O. Box 2770

La Plata, MD 20646; or

2. Hand delivered to:

Attn: Carletta Grier, Contract Administrator

5980 Radio Station Road, 2nd Floor

La Plata, MD 20646.

IV. VENDOR/CONTRACTOR REQUIREMENTS AND QUALIFICATIONS

A. Demonstrations must be hands-on. Webinars, podcasts, etc. will not be considered. Vendors/Contractors may also submit (at the time of the demo) printed materials.

B. Qualified firms must have a minimum of five (5) years of experience in providing and fully implementing successful AI-enabled video analytics platform. Experience must include successful K-12 solutions and implementations.

C. Interested Vendors/Contractors must submit a response (see Section IX, “REQUIRED FORMAT AND CONTENT OF RESPONSE” below) prior to the deadline prescribed above in order to be included on the AI-enabled video analytics platform demo schedule. Only those firms deemed qualified to provide full and in-depth demonstrations of their respective AI-enabled video analytics platform will be invited. CCPS reserves the right to select none or as many

Vendors/Contractors as it deems necessary.

D. The preferable solution shall be a Commercial Off-The-Shelf (COTS) AI-enabled video analytics and camera security platform capable of operating entirely within

CCPS-controlled infrastructure without reliance on vendor cloud hosting, AI processing, or data storage services. However, CCPS may consider alternative solutions from vendors that can demonstrate proven experience, technical expertise, and ongoing support capabilities to develop, implement, and maintain an on-premises

AI video analytics platform that meets the District's operational, security, privacy, and compliance requirements.

AI-generated alerts, classifications, recommendations, or detections shall be advisory in nature and subject to review by authorized personnel. Vendors shall describe how human review and approval can be incorporated into operational workflows.

V. SIGNED ORIGINAL RESPONSE

Each submission must include one (1) original response, signed by an authorized member of the Vendor/Contractor’s company/firm. Submissions sent via facsimile or other electronic means shall NOT be accepted. All forms shall be completed in ink or typed.

Only sealed submissions submitted via US Postal Service, common carrier or in person shall be accepted. The Vendor/Contractor must initial any erasures or alterations in ink. All

Vendor/Contractors must submit one (1) complete SIGNED ORIGINAL and one (1)

Universal Serial Bus (USB) jump drive, flash drive, or thumb drive containing an exact copy of the signed ORIGINAL.

VI. REQUESTS FOR CLARIFICATIONS

Vendors/Contactors may request clarifications of the requirements of the RFI via: (1) e-mail to cgrier@ccboe.com, (2) fax (301) 934-7247, (3) U.S. Postal Service or (4) hand delivered to the address in paragraph (III) (C) above. All such requests must be made in writing to

Carletta Grier, Contract Administrator. CCPS will issue an addendum or addendums, if necessary, to respond to all written requests for clarifications. CCPS will not respond to any requests for clarifications received after 2 P.M., Local Time, August 20, 2026.

VII. SOLE POINT OF CONTACT

The sole point of contact for the purpose of this RFI is the CCPS Procurement Manager or his designee. Any attempts to contact other CCPS staff members or representatives to circumvent this procedure in any manner may be grounds for disqualification of the Vendor/Contractor to represent their firm.

VIII. VENDOR/CONTRACTOR BEARS RESPONSE COSTS

A. The Vendor/Contractor shall be responsible for any and all costs incurred by it or others acting on its behalf in preparing or submitting information or otherwise responding to the RFI.

mailto:cgrier@ccboe.com

B. All responses shall become CCPS property and will not be returned to the

Vendor/Contractor.

IX. TRADE SECRETS OR PROPRIETARY INFORMATION

It is the Vendor/Contractor’s responsibility to identify and mark so accordingly, data and/or materials submitted that are proprietary and confidential in nature.

X. REQUIRED FORMAT AND CONTENT OF RESPONSE/SUBMISSION

A. Responses/submissions received that do not provide the requested solution or does not conform to the format specified, may not be considered.

B. Submissions must demonstrate the Vendor/Contractor’s understanding of a fully integrated and operational AI-enabled video analytics platform and must include information that will enable CCPS to determine the Vendor/Contractor’s overall qualifications to provide, integrate and maintain a AI-enabled video analytics platform. Submissions shall also include any other information that the

Vendor/Contractor feels is significant to assist CCPS in the clarity and understanding of its proposed solution.

C. In order to conduct a uniform review process, responses must be submitted in the format set forth below (Vendors/Contractors’ authorized signatures must be affixed to all Attachments). Failure to follow this format may be cause for rejection of a response because adherence to this format is critical to the evaluation process and information assessment.

1. Title Page

The title page should reflect the RFI name and number, name of the firm, firm’s contact person, his/her address, telephone, mobile, and fax numbers, email address, and the date of preparation.

2. Table of Contents

The Table of Contents must indicate the material included in the submission by section and page number. Vendor/Contractor’s Table of Contents should mirror this section of the RFI and must include all the items set forth in this section of the RFI.

3. Letter of Intent (Please limit to three (3) pages.)

A Letter of Intent (Letter) must be prepared and submitted on the Vendor/Contractor’s letterhead with authorized signature. The Letter should be a brief narrative highlighting your company’s capabilities and abilities and containing reasons why your software/solution should be considered. The Letter of Intent must also be included with the Vendor/Contractor’s submission. A statement of the Vendor/Contractor’s understanding of CCPS’ needs contained herein.

4. Profile of the Vendor/Contractor

i. State whether the Vendor/Contractor is a local, regional, national or international firm; and

ii. State how long the organization/company/firm has been in business under the present name and structure. Provide any other names under which the firm has done business and the dates it operated under each name and the locations at which it operated under each name. State the number of years the company been in existence in any form. Give a brief history, if needed, concerning any changes in company identity.

5. Personnel

Describe your AI-enabled video analytics platform implementation team’s qualifications and experience (it is not necessary to include staffs’ names).

Include a brief narrative and description of work roles and responsibilities.

6. Response to RFI

i. Organize your submission to follow the order of information stated in this section. Explain precisely what is required to provide, deliver, install and implement a fully operational AI-enabled video analytics platform;

ii. Describe how your technical and support resources would be deployed to perform and complete the required project;

iii. Describe the range of activities necessary to perform the required system implementation;

iv. Describe your system’s stability, user friendliness, and software’s performance and reliability;

v. Customer Support – Describe your organization’s customer support and post implementation maintenance;

vi. Price – Provide an average cost estimate to supply, install and implement an AI-enabled video analytics platform for a mid-sized school district (CCPS). The Vendor/Contractor shall provide detailed information regarding the proposed pricing and licensing structure.

Responses shall identify all applicable licensing models, subscription fees, implementation costs, maintenance fees, support costs, training costs, hardware costs, and any other recurring or non-recurring expenses associated with the proposed solution. Vendors shall provide pricing information based upon deployment scenarios of approximately 500, 1,000, 1,500, and 2,000 cameras and shall clearly identify costs associated with individual cameras, video streams, analytic modules, users, servers, or any other pricing metric utilized by the Vendor/Contractor. Any assumptions used in developing pricing estimates shall be clearly stated.

Vendors shall provide estimated hardware and infrastructure costs, including recommended server configurations necessary to support deployments of approximately 500, 1,000, 1,500, and 2,000 cameras.

vii. AI Functionality and System Transparency - The

Vendor/Contractor shall provide a detailed description of all Artificial

Intelligence (AI), machine learning, computer vision, predictive analytics, automated detection, behavioral analytics, and related technologies incorporated within the proposed platform or solution.

The response shall identify each AI-enabled function, its intended purpose, the method by which alerts, detections, recommendations, or classifications are generated, and the extent to which any human interaction is required for operation. Vendors shall disclose whether any third-party AI technologies, models, engines, software development kits (SDKs), or proprietary analytics components are utilized and shall clearly describe their role within the proposed solution.

viii. Data Architecture, Data Flow and Information Management -

The Vendor/Contractor shall provide a comprehensive description of the proposed solution's data architecture. Responses shall identify the types of data collected, generated, processed, stored, transmitted, and retained by the system. Vendors shall describe all data flows associated with the proposed solution, including the origination, transmission, processing, storage, archival, and deletion of information. Responses shall clearly identify any required network communications, external connections, internet dependencies, or communications beyond district-controlled infrastructure. Vendors shall also describe data retention, data deletion, data recovery, and data export capabilities, including any administrative controls available to the District.

Vendors shall identify all outbound communications, required internet connectivity, external application programming interfaces

(APIs), cloud dependencies, and communications with vendor-controlled systems, regardless of whether such communications are enabled by default or optional.

ix. Biometric, Identification, and Recognition Capabilities - The

Vendor/Contractor shall disclose all biometric, identification, person recognition, and related analytical capabilities that are available, included, or optionally available within the proposed solution.

Responses shall identify whether the platform supports facial recognition, facial matching, face template creation, person re-identification, gait analysis, behavioral profiling, or any other capability that may be considered biometric or personally identifying in nature. For each capability identified, the Vendor/Contractor shall indicate whether the functionality is enabled by default, disabled by default, available as an optional feature, or unavailable within the proposed solution.

x. Cybersecurity, Access Controls, and System Security - The

Vendor/Contractor shall describe the cybersecurity controls incorporated within the proposed solution to protect system integrity, confidentiality, availability, and data security. Responses shall include information regarding authentication methods, support for multifactor authentication, role-based access controls, user permission management, encryption standards, audit logging, security monitoring, remote administration capabilities, privileged access management, and protections against unauthorized access. Vendors shall further describe vulnerability management practices, software update procedures, security patch management processes, penetration testing activities, and any relevant security certifications, attestations, or independent assessments applicable to the proposed solution.

Vendors shall disclose all methods by which vendor personnel may remotely access, monitor, manage, troubleshoot, or support the proposed solution.

Vendors shall describe audit logging capabilities, logging retention periods, export capabilities, and the ability to record user activity, administrative actions, AI-generated events, configuration changes, and system access activities.

xi. Responsible Artificial Intelligence Governance, Privacy, and

Administrative Controls - Vendors shall provide detailed information regarding the governance, operation, security, privacy, and administrative controls associated with all AI-enabled functionality included within the proposed platform and solution.

The Vendor/Contractor shall describe the governance framework, controls, and operational safeguards used to support the responsible deployment and ongoing management of Artificial Intelligence technologies. Responses shall address transparency, explainability, human oversight, privacy protection, accessibility, bias awareness, accuracy monitoring, false-positive management, and model performance evaluation methodologies. Vendors shall describe measures used to identify, assess, monitor, and mitigate potential bias or disparate impacts that may result from the use of AI-enabled capabilities.

Additionally, vendors shall acknowledge that AI-generated alerts, recommendations, classifications, detections, scores, or other outputs are advisory in nature and shall not be relied upon as the sole basis for student discipline, employee action, law enforcement referral, threat determination, or any other significant decision affecting an individual. The Vendor/Contractor shall describe how the proposed solution supports human review, validation, and decision-making processes.

Vendors shall describe any policies, procedures, governance frameworks, assessments, or documentation available to assist the

District in evaluating, approving, and governing the use of AI-enabled technologies in accordance with applicable Maryland, MSDE, and local policies and requirements.

xii. Infrastructure, Server Sizing, and Technical Requirements - The

Vendor/Contractor shall provide recommended infrastructure specifications necessary to support the proposed solution within a district-controlled environment. Responses shall include server sizing recommendations, processor requirements, graphics processing unit

(GPU) requirements, memory requirements, storage requirements, network bandwidth requirements, redundancy considerations, high-availability options, disaster recovery capabilities, and any other dependencies necessary to support full platform functionality.

Vendors shall identify any scalability limitations and describe the solution's ability to support a deployment of approximately 2,000 internal and external cameras.

xiii. Camera Readiness Assessment and Optimization Services - The

Vendor/Contractor shall describe any services, tools, methodologies, or programs available to evaluate camera readiness and optimize camera performance for AI-enabled analytics. Responses shall address procedures used to assess camera placement, field of view, image quality, lighting conditions, resolution requirements, camera positioning, configuration settings, and environmental factors that may impact system performance. Vendors shall describe any ongoing monitoring, health assessment, calibration, validation, or recommendation services available to assist the District in maximizing analytic accuracy and operational effectiveness following deployment.

xiv. Video Analytics and Detection Functions - The Vendor/Contractor shall provide a detailed description of all video analytics, event detection, behavioral monitoring, and alerting capabilities available within the proposed solution. Responses shall specifically address the solution's ability to identify, detect, and generate alerts related to loitering, fighting, physical altercations, visible weapons, medical emergencies, unauthorized entry, unauthorized exterior door openings, elopement, perimeter intrusion, crowd formation, suspicious activity, and other school safety-related events. Vendors shall describe any configurable rules, custom analytic capabilities, sensitivity settings, confidence thresholds, and false-positive mitigation methods available within the platform. The response shall also identify any camera, image quality, environmental, or operational requirements necessary to achieve the advertised performance of each capability.

Responses shall identify which analytics capabilities are currently available as commercially released features, which are roadmap items, and which require additional licensing, modules, integrations, or third-party products.

ATTACHMENT I

SUBMISSION FORM

SIGNATURE PAGE

I/we understand that Charles County Public Schools (CCPS) reserves the right to invite one, more than one, or no

Vendors/Contractors for a demonstration of their AI-enabled video analytics platform or proposed solution, whichever is deemed necessary by the directors mentioned herein, if in the best interest of CCPS.

I/we certify that this submission is made without any previous understanding, agreement, or connection with any person, firm or corporation for the same services and is in all respects, fair and without any collusion or fraud.

I/we certify that our company, its officers, directors, partners, or any employees have not been convicted of bribery, attempted bribery, or conspiracy to bribe; and is not presently debarred, suspended, proposed for debarment or declared ineligible for the award of contracts by Federal, States or Local Governments.

In addition, that no member of the Charles County Board of Education, Administrative or Supervisory personnel or other employees of CCPS has any interest in the proposing company except as follows:

Name of Firm/Company: ________________________________

Address: _____________________________________________

Telephone No.: (______) _____________________________

Mobile No.: (______) _____________________________

Fax No.: (______) __________________________

E-mail Address: ______________________________

Signature: __________________________________

Name and Title (Printed): _________________________________________________

Date: __________________

DUNS #: ____________________________

Minority Business Status, please check all that apply:

Certified MBE/DBE # ____________

Certified Woman Owned # __________

Minority Owned Business – Not Certified

Woman Owned – Not Certified

ATTACHMENT II

BUSINESS RELATIONSHIP AFFIDAVIT

VENDOR/CONTRACTOR MUST SIGN THIS DOCUMENT AND RETURN TO CCPS AS REQUIRED BY SECTION V OF

THIS RFI.

I HEREBY CERTIFY THAT I am (Title) ___________________________________________________________ and the duly authorized representative of the firm _____________________________________________________ whose address is and that I possess the legal authority to make these testimonies on behalf of myself and the company/firm for which I am acting.

NON-COLLUSION CERTIFICATION

Neither I, nor to the best of my knowledge, information and belief, the above firm nor any of its other representatives, I hereby represent have agreed, conspired, connived, or colluded to produce a deceptive show of competition of the RFI in the compilation of the RFI or offer being submitted herewith; not in any manner, directly, or indirectly, entered into any agreement, participated in any collusion to fix the RFI offered herein, or any competitor, or otherwise taken any action in restraint of free competitive

RFI for which the within RFI is submitted.

ANTI-BRIBERY AFFIDAVIT

Neither I, nor to the best of my knowledge, the above firm, nor any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State of any county, bi-county, of multi-county agency, or subdivision of the

State have been convicted of, or have pleaded nolo contendere to a charge of, or have during the course of an official investigation or other proceeding admitted in writing or under oath acts or omissions committed after July 1, 1977 which constitute bribery, attempted bribery, or conspiracy to bribe under the provisions of Article 27 of the Annotated Code of Maryland or under the laws of any state or federal government.

REGISTERED SEX OFFENDERS HB 642/ SB 508 – CHILDREN- CHILD CARE FACILITIES, PUBLIC SCHOOLS, AND

NONPUBLIC SCHOOLS- CONTRACTORS AND SUBCONTRACTORS

Neither I, nor to the best of my knowledge, the above firm, nor any of its other officers, directors, or partners, or any of its employees directly involved in obtaining contract with the State or any county, bi-county, of multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of fourth- degree sexual offense or third degree sexual offense. Refer to the Terms and Conditions of the solicitation for more details.

CIVIL RIGHTS COMPLIANCE

We fully comply with Title VI of the Civil Rights Act of 1964 (PL88-352).

In signing this document, I represent that I have personal knowledge of all the matters and facts herein stated, and do solemnly declare and affirm under the penalties of perjury that the contents of this document are true and correct.

NON-DISCRIMINATION

I/we affirm that our company/organization does not discriminate with regard to the Code of Laws of the United States of America as it relates to discrimination and the Maryland Code, State Government § 20-601 in employment practices by so stating in the response to the solicitation.

Signature Date

Printed or Typed Name and Title