ATTACHMENT F - Mandatory Requirements Checklist - RFP 758 2600000216 - REV 01-16-2026.xlsx
XLSX spreadsheet 14 KB Posted
- Solicitation number
- RFP 758 2600000216 3
- Issued by
- Kentucky
About this file
This is a Mandatory Requirements Checklist for RFP 758 2600000216 issued by the Commonwealth of Kentucky for Security and Surveillance Hardware, Software, Services and Systems. The RFP seeks turnkey solutions encompassing video surveillance, access control, integrated video management, visitor management, door locks and closures, monitoring systems, installation, configuration, warranty, integration, training, and maintenance services. All components must be new unless otherwise approved by the Commonwealth of Technology (COT). Vendors must conduct pre-installation site visits to prepare statements of work and quotes for requesting agencies, perform site surveys prior to installation, and ensure all installations comply with state, federal, and local standards and codes. Vendors shall install and configure hardware and software into fully functional systems per manufacturer specifications, with certified technicians responsible for all installation work including mechanical and electrical connections, drilling, fastening, unpacking, and crating. Vendors must supply all installation documentation, label system components, configure each camera with specified parameters, maintain configuration guides, and have on-site representatives during all installations.
Vendor support requirements include providing a dedicated contact person, toll-free help desk and email support available Monday through Friday from 8:00 a.m. to 5:00 p.m. Eastern Time with acknowledgment within two hours, on-site technician response within six hours, and problem resolution within twenty-four hours. Monthly reports must be submitted to the COT contracting officer documenting all Commonwealth usage and projects. Vendors must assign project managers for installations, provide emergency response services with guaranteed response times, coordinate service disruptions with at least twenty-four hours' notice, and provide training and materials to agencies at no additional cost. The Commonwealth reserves the right to require background checks on vendor staff at vendor expense. Leasing and rental options are not permitted. Infrastructure devices such as routers, switches, servers, and storage remain the responsibility of COT. All recalled products must be replaced or credited at no expense to the agency, with recall notifications provided in writing regardless of severity level.
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Sheet1 ATTACHMENT F MANDATORY REQUIREMENTS CHECKLIST - Rev 01-16-2026
RFP 758 2600000216
Security and Surveillance Hardware, Software, Services and Systems Offeror shall indicate compliance with each mandatory requirement by responding YES. Proposals that do not meet all mandatory requirements shall be deemed non responsive and shall not be considered.
Attachment F should be submitted with the Technical Proposal.
| SECTION 3 MANDATORY REQUIREMENTS | YES | NO | |
| 3.1.A.1. | Vendor shall provide, but not limited to, turnkey solutions, video, access control, integrated video management, visitor management, door locks and closures, monitoring systems, service, installation, configuration, warranty, integration, training and maintenance | ||
| 3.1.A.2. | All components of the contract shall be new and shall not be used, refurbished or demo systems unless otherwise approved by COT | ||
| 3.1A.4. | Vendor must be able to recognize the need for future security innovations and concepts by understanding developments in technology and collaborating with the Commonwealth on integrating these changes in technology into Commonwealth systems | ||
| 3.1.B. Section in its entirety | |||
| 3.1.C.1. | Vendor shall provide an SOW and/or Quote to the requesting agency. The SOW and/or Quote must be reviewed and approved by the agency. | ||
| 3.1.C.2. | Vendor shall make a pre-installation site visit prior to preparing an SOW and/or Quote unless otherwise approved by the using agency | ||
| 3.1.C.3. | The SOW and/or Quote shall include: | ||
| a. | The Commonwealth contract number | ||
| b. | The Agency name | ||
| c. | Description of the request (hardware, software, system or service manufacturer name, part number, etc.) | ||
| d. | Breakdown of cost | ||
| e. | Additional terms and conditions shall not be added to the SOW and/or Quote | ||
| 3.1.C.4.Vendor shall identify the need for all building penetrations, firestop, conduit and cable pathways for any exterior devices | |||
| 3.1.D.1. | Vendor shall survey and review installation site prior to installation unless otherwise approved by the using agency | ||
| 3.1.D.3. | Vendor shall install and secure cabling, wiring and equipment according to state, federal and local standards, regulations and codes and obtain all necessary and applicable permits. | ||
| 3.1.D.4. | Installation and configuration of hardware and all software shall be completed into a fully functional system and shall be according to the manufacturer’s specifications | ||
| 3.1.D.5. | Unless otherwise directed by the using agency, the vendor shall install all hardware and software | ||
| 3.1.D.6. | Infrastructure devices (the procurement, ownership, support, maintenance and disposal) such as routers, switches, Wi-Fi access points, servers and storage shall fall under COT responsibilities. Vendors solutions shall use COT Infrastructure services where applicable | ||
| 3.1.D.7. | COT shall provide asset tagging for COT owned hardware. Vendor shall provide asset tagging where applicable. | ||
| 3.1.D.8. | A certified technician shall conduct all installations and be responsible for all the work and hardware needed for the installation | ||
| 3.1.D.9. | Vendor shall perform any drilling necessary for the physical mount and bolting required for installation | ||
| 3.1.D.10. | Vendor shall supply all screws, fasteners, and other miscellaneous hardware required for the installation | ||
| 3.1.D.11. | During installation, Vendor shall be responsible for unpacking, uncrating, and installing, mechanically and electrically, all components associated and connected with the order. | ||
| 3.1.D.12. | Vendor shall supply the Commonwealth all literature, manuals, and other documentation applicable to the hardware and software installed | ||
| 3.1.D.13. | The using agency shall prepare the site prior to the scheduled delivery date. | ||
| 3.1.D.14. | Wiring shall be installed and secured pursuant to local building and fire codes, and National Electrical Code, latest edition. This contract shall not include device-to-device wiring, except for minor inter-connections (e.g. where more than one device or panel is at the same mounting board or mounting point). It is intended that wiring work under this contract shall be limited to removal/replacement of existing wiring connections for replaced devices, and/or connection of wiring (existing or newly-installed by others) for new devices. Where device-to-device wiring must be installed, or medium- or low-voltage wiring (other than described in the paragraph above) is required, such wiring work must be handled outside of this contract | ||
| 3.1.D.15. | The installation of the systems shall be in accordance with the manufacturer’s recommendations. There may be times when new security and surveillance systems will be required to interface with existing access control systems | ||
| 3.1.D.16. | The Finance and Administration Cabinet, Division of Engineering and Contract Administration (DECA) has the sole authority to hire professional engineering services. Such services shall not be provided under this contract | ||
| 3.1.D.17. | Vendor shall label all system components to identify the device, the associated control equipment and the associate communications closet. | ||
| 3.1.D.18. | Each camera installed shall be configured to the video proxy to include at minimum the following: | ||
| a. | Logical Name | ||
| b. | IP Address | ||
| c. | Type of camera (manufacturer) | ||
| d. | Username and password | ||
| e. | Media type | ||
| f. | Resolution | ||
| g. | Quality of compression | ||
| h. | Frame rate | ||
| i. | Local Storage archive loop | ||
| j. | Client configuration for video viewing | ||
| k. | Position and focus of camera on the appropriate field of view | ||
| 3.1.D.19.Vendor shall maintain a Configuration Guide, available to the Commonwealth, documenting the configuration, software and hardware, of all equipment in all surveillance systems. The configuration guide shall include location and placement of all cameras and equipment. | |||
| 3.1.D.20.Vendor shall have a representative(s) on-site during all installations. | |||
| 3.1.D.21.Vendor shall not disable any functioning or partially functioning system(s), unless addressing a life safety issue, without prior authorization by the using agency. Failure to obtain prior authorization may result in the vendor being liable for incidental, consequential or punitive damages associated with the unauthorized outage. | |||
| 3.1.E.Section in its entirety | |||
| 3.1.F. Section in its entirety | |||
| 3.1.G. Section in its entirety | |||
| 3.1.H. The vendor shall submit Monthly Reports to the COT contracting officer, stephanier.williams@ky.gov of all Commonwealth usage and projects. | |||
| 3.1.I.1. | Vendor shall provide a contact person for all communications related to this contract. | ||
| 3.1.I.2.Vendor shall provide a Toll-Free Number and an Email Address for Help Desk/Customer Support which shall be available Monday through Friday from 8:00am - 5:00 pm Eastern Time. Maintenance/Service support shall be available Monday through Friday from 8:00am -5:00pm Eastern time. Request for service shall be acknowledged within two (2) hours, technicians on-site within six (6) hours, and problem resolved within twenty-four (24) hours. If the time limit expires outside a service window, then the acknowledgement, on-site, or resolution shall be within one (1) hour of the beginning of the following service window. | |||
| 3.1.I.4.Vendor shall assign a Project Manager for projects. That person(s) shall be responsible for working with the Commonwealth from start to the finish on the project/installation. | |||
| 3.1.I.5.Vendor shall provide emergency response service with a guaranteed response time, location of dispatch by responding party and process to be followed for a system outage | |||
| 3.1.K. Vendor must coordinate any anticipated service disruptions with the Commonwealth at a minimum of twenty-four (24) hours’ notice | |||
| 3.1.L. Vendor must provide training and training materials to the agency at no additional cost to the agency. On-site training shall be provided for any new or updated equipment and/or software | |||
| 3.1.M. The Commonwealth reserves the right to require a background check on any vendor staff at any time. The cost of the background shall be the responsibility of the vendor and not the Commonwealth | |||
| 3.1.N. Leasing and rental options shall not be offered and shall not be accepted | |||
| 3.1.O. Section in its entirety | |||
| 3.1.P. Vendor shall agree that recall notification shall be provided, regardless of level, in writing to the using agency i.e. by phone or by direct email. The notices shall include a complete product description and/or indemnification, Contract number, Delivery Order number, and disposition instructions. Upon notification, the vendor shall replace, pick up and/or accept agency returned item(s), test, destroy or return recalled products to the manufacture at no expense to the using agency. Vendor shall agree to issue replacement of product or credit for any product that is recalled, giving the purchasing agency the option of accepting either credit or replacement in exchange for the recalled products. |
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