CCTV NVR Replacement (Upgrade).pdf

INFORMAL REQUEST FOR QUOTATION - GOODS, SUPPLIES, AND

EQUIPMENT

2026-RFQ (Quotes)-044

CCTV NVR REPLACEMENT (UPGRADE)

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: October 16, 2026

DEADLINE FOR QUESTIONS: October 26, 2026

RESPONSE DEADLINE: November 6, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakeforestca https://secure.procurenow.com/portal/lakeforestca

City of Lake Forest

INFORMAL REQUEST FOR QUOTATION - GOODS, SUPPLIES, AND

EQUIPMENT

CCTV NVR Replacement (Upgrade)

I. Introduction II. Instructions for Submissions

III. Scope of Work IV. Vendor Submissions V. Pricing Table

Attachments:

A - NVR Replacement SOW

Informal Request for Quotation - Goods, Supplies, and Equipment #2026-RFQ (Quotes)-044 Title: CCTV NVR Replacement (Upgrade)

1. Introduction

1.1. Summary

The City is seeking proposals from qualified vendors to refresh and modernize its Closed-Circuit

Television (CCTV) Network Video Recorder (NVR) compute infrastructure across five primary facilities:

City Hall Civic Center, Sports Park, Skate Park, Heroes Park, and El Toro Park. The primary scope entails conducting mandatory site assessments to evaluate physical enclosure constraints, procuring and deploying brand-new, enterprise-grade hardware (no refurbished units allowed) across four sites, transitioning operating systems from Windows 10 Pro to approved enterprise editions, and upgrading the existing Dell PowerEdge R7460XS at the Sports Park to 64GB of ECC RDIMM memory. Additionally, the selected vendor will be responsible for upgrading the City's video management platform from

Milestone XProtect 2019 R1 to the latest enterprise release using City-procured licensing, seamlessly migrating approximately 125 camera feeds without modifying camera-side IP configurations.

1.2. Background

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of

Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members.

The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is

(949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov.

1.3. Contact Information

Amir Moussavinejad

Information technology Analyst

100 Civic Center Drive

Lake Forest, CA 92630

Email: amoussavinejad@lakeforestca.gov

Phone: (949) 461-3440

Department:

City Manager - Information Technology (IT)

1.4. Timeline

Project Release Date October 16, 2026 http://www.lakeforestca.gov/ mailto:amoussavinejad@lakeforestca.gov tel:(949)461-3440

Question Submission Deadline October 26, 2026, 10:00am

Submission Deadline November 6, 2026, 5:00pm

Anticipated Contractor Selection Date November 30, 2026

2. Instructions for Submissions

2.1. Important Instructions for Electronic Submittal

The City of Lake Forest is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/signup

3. Scope of Work

3.1. CCTV NVR Hardware Refresh

1. Project Overview

The objective of this project is to upgrade and replace aging Network Video Recorder (NVR) compute infrastructure across five locations. The current hardware consists of mixed operating systems (Windows 10

Pro and Windows Server) and varying levels of compute resources. The vendor will be responsible for assessing site conditions, procuring, configuring, and migrating operations to new enterprise grade hardware for four locations, and performing a RAM upgrade on one existing server. A critical requirement is ensuring all hardware is fully certified for and compatible with the latest version of Milestone XProtect, and configuring the new servers to seamlessly archive to the City's existing Network Attached Storage (NAS). We are currently on Milestone version 2019R1 and need to upgrade to the newest Milestone version, which will also be done during the hardware upgrade ( new licensing for the new Milestone version has already been purchased by the City).

2. Hardware & Architecture Requirements

To ensure longevity, investment protection, and full compatibility with milestone Protect(both current and future releases), it is the vendors responsibility to verify that all proposed NVR hardware, drivers, and operating systems meet or exceed the following baseline criteria:

• Operating System: Transition away from Windows 10 Pro to a Windows Operating System based on specific location needs. The specific version of Windows is to be recommended by the vendor and approved by the city, ensuring it represents the best practice for the current Milestone deployment.

• Processor: An Intel processor or equivalent with sufficient processing power to handle the latest Milestone version and the specific workload demands of each server. Support for Intel Quick Sync Video is highly recommended if hardware accelerated video motion detection is utilized.

3. Site-Specific Scope of Work

3.1. Skate Park (13 cameras)

• Current Hardware: Dell PowerEdge T140 | OS: Windows Server 2019 Standard | SN: CT2FVD3

• Action: Full Replacement.

• Deliverables: Decommission the existing PowerEdge T140. Provision and install a new tower or short-depth rack server Migrate Milestone configurations and ensure proper storage mapping to the existing NAS for long-term archiving.

3.2. Sports Park (33 cameras)

• Current Hardware: Dell PowerEdge R7460XS | OS: Windows Server 2022 Standard | SN: GQM4Q54

• Action: RAM Upgrade Only.

• Deliverables: Audit current memory configuration and topology. Procure and install compatible ECC RDIMMs to meet the requested RAM target of 64GB. Verify memory health in iDRAC and ensure OS/Milestone recognizes the expanded capacity.

3.3. Heroes Park (7 cameras)

• Current Hardware: | OS: Windows 10 Pro | RAM: 8GB

• Action: Full Replacement (Hardware to be recommended by Vendor).

• Deliverables: Vendor must recommend and evaluate the environmental and spatial constraints of the current network enclosure. Based on this assessment, replace the existing hardware with the most appropriate enterprise-grade form factor that meets Milestone compute requirements.

Upgrade OS licensing to a vendor-recommended and city-approved Windows edition if needed based on the location's concurrent connection and processing demands. Connect to the existing NAS target.

3.4. El Toro Park (4 Cameras)

• Current Hardware:| OS: Windows 10 Pro | RAM: 8GB

• Action: Full Replacement (Hardware to be recommended by Vendor).

• Deliverables: Vendor must recommend and evaluate the environmental and spatial constraints of the current network enclosure. Based on this assessment, replace the existing hardware with the most appropriate enterprise-grade form factor that meets Milestone compute requirements.

Upgrade OS licensing to a vendor-recommended and city-approved Windows edition if needed based on the location's demands. Migrate all camera streams and integrate seamlessly into the centralized Milestone Management Server, configuring archive paths to the NAS.

3.5. City Hall Civic Center (67 Cameras)

• Current Hardware: 2x Dell PowerEdge R540 | OS: Windows 10 Pro | SN: JDF60W2, JDF50W2

• Action: Full Replacement of Both Units.

• Deliverables: Replace the two legacy R540s with current-generation hardware optimized for compute and storage. Upgrade OS licensing to a vendor-recommended and city-approved Windows edition. Configure load balancing or failover within Milestone if the two servers operate in a cluster, and verify archiving to the NAS.

4. Vendor Execution & Migration Responsibilities

• Pre-Deployment Site Walk & Audit: The selected vendor is required to conduct a physical site visit to inspect all current devices and installation environments across all locations. Based on this inspection and the City's operational needs outlined in this SOW, the vendor will provide final hardware and OS recommendations for each site. Once approved, the vendor must export current Milestone configuration backups (.bcp) prior to initiating any hardware changes.

• NAS Integration & Archiving: Vendor is responsible for mapping the required shares from the City's existing NAS to the new server environments and configuring Milestone's archiving schedules to handle the two year retention offload.

• IP & Networking: Retain or properly document all static IP assignments for the recording servers so that camera streams reconnect without requiring camera-side reconfiguration.

• Testing & Sign-off: Verify all camera feeds, motion detection rules, local live-buffer recording, NAS archive integrity, and client connectivity (Smart Client/Web Client) are functioning correctly under the new hardware.

• Equipment: No refurbished or used equipment can be used for this project

• Milestone Compatibility Lifecycle Assurance: The vendor is solely responsible for ensuring that all proposed, procured, and deployed hardware, operating systems, and firmware are 100% compatible with the latest released version of Milestone XProtect at the time of installation.

• Warranty and Support: All equipment must be covered under warranty. The selected vendor is required to provide responsive technical support throughout the operational lifecycle if needed.

• Documentation: Provide final as-built documentation after the project is completed.

4. Vendor Submissions

4.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

1. Instructions for Submissions

2. Scope of Work

3. Additional Requirements

☐ Yes

☐ No

*Response required

4.2. Proposal Documents*

Please Upload your COMPLETE Quote or Proposal here, which includes the following:

1. Statement of Experience and Qualifications or Technical Proposal

2. Costing Summary or Quote

*Response required

5. Pricing Table

Line Item Description Quantity Unit of

Measure Unit Cost Total

Hardware Price for the Civic Center(City Hall)

Hardware (First NVR)

1 NTE

Hardware Price for the Civic Center(City Hall)

Hardware (Second NVR)

1 NTE

Hardware Price for Skate Park Hardware 1 NTE

Hardware Price for Heroes Park Hardware 1 NTE

Hardware Price for El Toro Park Hardware 1 NTE

Hardware Price for Sports Park 32GB RAM 1 NTE

Labor Total Labor cost for this project 1 NTE

Software Cost of upgrading our Current

Milestone Version to the newest version.

1 NTE

TOTAL

5. Pricing Table