Comprehensive Campus-Wide Security Camera and Video Management Solution for OPSU Specifications.pdf

Comprehensive Campus-Wide Security Camera and Video

Management Solution for OPSU

OSUA&M-RFP-001849-2027

TABLE OF CONTENTS Page

1 INTRODUCTION / BACKGROUND

2 PURPOSE / OBJECTIVE ....................................................................................... 2-3

3 BIDDING INSTRUCTIONS ..................................................................................... 3-5

4 TERMS AND CONDITIONS .................................................................................... 6-7

5 BID INQUIRIES / BUYER OF RECORD

6 SPECIAL PROVISIONS

7 AUTHORIZED USERS .......................................................................................... 7-8

8 PRE-AWARD PRESENTATION / DEMONSTRATIONS

9 SCOPE OF WORK / SPECIFICATIONS ...................................................................... 8-16

10 SCHEDULE & TIMING

11 COST PROPOSAL

12 RISK ASSESMENT AND MITIGATION

13 EXPERIENCE / QUALIFICATIONS / REFERENCES

14 BID SUBMISSION

15 METHOD OF AWARD / EVALUATION / NEGOTIATIONS .............................................. 18-19

16 EVALUATION CRITERIA

1) INTRODUCTION / BACKGROUND

Oklahoma Panhandle State University (OPSU) is a public, four-year institution located in Goodwell, Oklahoma, in the heart of the Oklahoma Panhandle. Founded in 1909, OPSU is the westernmost university in the state and a proud member of the Oklahoma A&M Colleges system. The university serves approximately 1,200 to 1,500 students and offers associate and bachelor’s degree programs across disciplines including agriculture, business, education, nursing, and liberal arts.

OPSU is deeply rooted in the agricultural heritage of the region and is nationally recognized for its rodeo program. With a low student-to-faculty ratio, the university provides a close-knit, student-centered learning environment. OPSU is committed to serving the educational needs of the Panhandle region, rural Oklahoma, and students from across the country who seek a personalized, hands-on collegiate experience.

The Office of Information Technology at OPSU is responsible for managing and supporting campus technology infrastructure, including network systems, computing resources, and institutional security technology. This solicitation is part of OPSU's ongoing Smart Campus modernization initiative to enhance safety, operational visibility, and surveillance sustainability across its campus facilities.

2) PURPOSE / OBJECTIVE

A. The Office of Information Technology at Oklahoma Panhandle State University (“OPSU”) is requesting quotations from qualified vendors to provide, deliver, install, configure, test, commission, and support a comprehensive campus-wide security camera and video management solution.

B. This project supports OPSU’s ongoing Smart Campus modernization initiative and is intended to enhance campus safety, operational visibility, centralized monitoring, incident response, and long-term surveillance sustainability across academic, residential, athletic, administrative, and auxiliary facilities.

C. The selected vendor shall provide a turnkey solution including:

• cameras,

• mounting hardware,

• recording infrastructure,

• software licensing,

• network connectivity requirements,

• installation labor,

• configuration,

• testing,

• commissioning,

• documentation,

• training,

• warranty,

• preventative maintenance,

• and long-term support services.

D. The anticipated implementation period is approximately twelve (12) weeks following issuance of the Notice to Proceed (NTP).

3) BIDDING INSTRUCTIONS

1. GENERAL INSTRUCTIONS.

A. Solicitation Publication: All documents relating to this solicitation shall be made publicly available on the Office of Central Procurement (OCP) bid site.

B. Solicitation Cancellations: The University reserves the right to cancel, withdraw, or not award any solicitation at any time without liability or prior notice.

C. Communications: All communications, clarifications, addenda, questions, responses, or any other matter relating to the solicitation must be made only through the public bid website.

No contact regarding this solicitation with other University party is permitted and may be grounds to disqualify a bidder or reject a bid.

D. Bids Submitted at Bidder’s Cost: (a) Bidders are solely responsible for any cost, expense, or fees incurred in preparing bids or otherwise responding to this solicitation. Bidders shall not seek to recoup or recover such costs at any time or through any means. (b) Bidders understand and agree that they cannot make any claim and do not have any right to recover damages, costs, or other expenses of any kind resulting from participation in this solicitation.

E. Open Records Act: Disclosure of bid materials will follow the University’s Standard Terms and

Conditions and applicable Open Records laws. Standard terms and conditions can be found under the “prerequisites” section of the online bid.

F. Pre-Bid Conference: The University may, at its discretion, conduct one or more pre-bid conference relating to the solicitation for purposes of clarifying its requirements. Nothing stated at the pre-bid conference shall change the solicitation unless such changes are reflected in an addendum issued by the University and published on the public bid website.

G. Pre-Bid Questions: All prospective bidders may submit pre-bid questions via the public bid website before the pre-bid question deadline. Pre-bid questions must be submitted as individual questions. Answers to the pre-bid questions will be made available on the public bid website and will be available to all bidders at the same time.

H. Addenda: No alteration to the solicitation will be made without an addendum. The University may amend a solicitation at any time before it closes by posting an addendum on the public bid website.

I. Bidder’s Responsibility: (a) Bidders are responsible for periodically checking the public bid website until the solicitation closes to obtain any addenda, answers to pre-bid questions, clarifications, or other information relating to the solicitation. The University is not responsible for a bidder’s failure to acquire any of the foregoing if made available on the public bid website. (b) Bidders are advised to rely only upon the contents of this solicitation and any written addenda issued by the University on the Website. In no event should bidders rely on any oral instruction. (c) If a bidder fails to notify the University of any ambiguity, conflict, discrepancy, omission, or other error in the solicitation that is known to the bidder or reasonably should be known to the bidder, the bidder accepts the risk of submitting its bid and, if awarded a contract, shall not be entitled to additional compensation, relief, or time because of the error or its later correction. (d) Bidders may request an administrative review of specifications if it is perceived that specifications were unfairly written to give preference to any supplier. If administrative review is requested, the bidder shall include information providing evidence of specification language that inhibits free and open competition.

Information will be submitted to the buyer whose name is listed in section 6 (Bid Inquiries –

RFP contact).

J. Bidder Protests: The University’s bidder protest policy can be found at

2020.08.11.supplierguidelines.osu-a-and-m-systems.pdf.

2. QUALIFICATIONS, SPECIFICATIONS, AND PRICING.

A. Qualifications: The University may establish minimum bidder qualifications, including but not limited to work history, past experiences, years in business, and annual revenue.

B. Scope of Work: (a) The scope of work sets forth needs, objectives, and schedules, and describes projects, requirements, specifications, types of goods or services, budgets, payment structures, milestones, responsibilities, or other necessary information. Each bidder’s response should address the foregoing and how the bidder can meet the University’s needs or objectives. (b) Unless otherwise specified in the scope of work (sole brand specifications): (i) manufacturer’s names, brand names, information, or catalog numbers listed are for informational purposes only and are not intended to limit competition; and (ii) a bidder may offer any item which demonstrably meets or exceeds the designated specifications. Bidders shall offer new items of current design and technology unless the

Scope of Work specifies that older models or versions, or that used, reconditioned, or remanufactured products are acceptable.

C. Fixed Price: Bidders should submit a fixed price for the term where feasible, including optional renewal terms. Bidders guarantee unit prices to be correct.

D. Travel expenses, if applicable, must be included in the total bid price.

E. Taxes: (a) As a constitutional entity of the State of Oklahoma, the University is exempt from sales, use, and excise taxes imposed by the State of Oklahoma and federal excise taxes pursuant to Title 26 of the United States Code. The University will provide a tax-exempt certificate upon request. (b) The University will only be responsible for taxes, duties, fees, levies, premiums, or other charges imposed by any governmental authority directly upon the

University. All pricing hereunder must be exclusive of such taxes.

https://adminfinance.okstate.edu/procurement/files/supplier-information/2020.08.11.supplierguidelines.osu-a-and-m-systems.pdf

3. MODIFICATIONS, MISTAKES, AND WITHDRAWALS.

A. Modifications and Withdrawals: A bidder may modify or withdraw a bid via the website at any time before the close date.

B. Mistakes and Corrections: No correction may be made to a bid after the close date. The

University presumes that all bids are correct. However, if a bidder or the University discovers a mistake in the bid or believes a mistake exists, either may request, in writing, that the bid be verified or corrected. Bidders must raise any mistake with the University contact in writing no later than five (5) days after the close date.

• Minor Informalities - Mistakes in form, non-substantive errors evident from the Bid documents, or insignificant mistakes that can be waived or corrected without prejudice to other Bidders (i.e., the effect on the price, quantity, quality, delivery, or contractual conditions is negligible) are permitted.

• Mistake Clearly Evident - If the mistake and the intended correct bid are clearly evident on the face of the bid document, the bid shall be corrected to the intended correct bid and may not be withdrawn. These mistakes include typographical errors, errors in extending unit prices, transposition errors, and arithmetical errors.

• Mistake Not Clearly Evident - A bidder may request to correct a mistake or withdraw a low bid if: the mistake is clearly evident on the face of the Bid document, but the intended correction is not similarly evident, or the Bidder submits sufficient proof that clearly and convincingly demonstrates that a mistake was made.

C. Determination: When a bid is corrected or withdrawn, or a correction or withdrawal is denied, the Associate Vice President of Procurement (or designee) shall prepare a written determination showing that the relief was granted or denied and the bases for the determination.

4. RESPONSIVE BIDS.

A. Only Responsive Bids Considered: The University only considers responsive bids for evaluation. A bidder’s request to modify or correct a non-responsive bid shall be governed by this section.

B. Non-Responsive Bids: The University reserves the right to reject a bid as non-responsive if the bid does not conform in all material respects to the solicitation.

C. Bid Rejection: The University reserves the right to reject one or all bids, accept or reject any bid in part, and to waive any minor informality or irregularity in any bid if the University determines that doing so is in the best interest of the University.

5. BID OPENING AND EVALUATION.

A. Bid Opening: There will be no physical bid openings. A public bid opening will disclose the name of each bidder, and no further information and will be conducted on a per request basis via electronic means provided the buyer identified in section 6 receives a written request no later than forty-eight (48) hours before the close date.

B. Evaluation Criteria: Bids will be evaluated in accordance with the evaluation criteria set forth in the solicitation. A bidder’s past performance may be considered when evaluating a bid regardless of whether such is identified as evaluation criteria. The University reserves the right to require demonstrations, clarifications, and additional documentation from any or all responding bidders. Each bidder should be prepared to participate in oral presentations and demonstrations to define the bid, introduce the bidder’s team proposed to work on the resulting contract, and respond to questions regarding the bid before an award.

6. CONTRACT AWARD.

A. More than One Award: The University may award a Contract to more than one bidder by awarding the Contract(s) by item or groups of items or may award the Contract(s) on an all or none basis, whichever is deemed to be in the best interest of the University.

B. Notice: Notice of award shall be provided upon request of any bidder or the bid tab made available through the open request process for other interested parties.

C. Bidders and Contractors must be registered as approved vendors to receive an award and/or payment from the Systems. The vendor registration process can be completed electronically through The Office of Central Procurement website at the following link:

http://purchasing.okstate.edu.

4) TERMS AND CONDITIONS

By submitting a bid, each bidder understands and agrees that any contract resulting from this solicitation (“Contract” or “Order”) is governed by University’s Standard terms and conditions in effect as of the date the solicitation was posted, found in the “Prerequisites” section of the online solicitation. If any inconsistency arises, the University Standard Terms and Conditions control.

APPLICABLE TERMS, EXCEPTIONS, ORDER OF PRECEDENCE.

A. Order of Precedence: Contracts resulting from this solicitation shall follow the order of precedence stated in the University’s Standard Terms and Conditions that is included in the

“prerequisites” section of the online bid.

B. Exceptions:

i. The General Terms and Conditions shall not be modified unless the Bidder submits, with its bid, a revised Terms and Conditions document showing all proposed revisions in red line or tracked-changes format. Proposed revisions are subject to review and negotiation and shall not be binding unless incorporated into a final written agreement executed by both parties.

ii. Exceptions to the Scope of Work must be conspicuously identified in a cover page submitted with the bid.

iii. Bidders may not incorporate terms by reference into the General Terms or Scope of

Work.

iv. The University has no responsibility to independently review an entire bid for exceptions. Any deviation from the General Terms or Scope of Work will be deemed void and not part of any resulting contract unless made in accordance with this section.

http://purchasing.okstate.edu/

v. A clarification or question is not an exception and will be disregarded when submitted with a bid.

5) BID INQUIRIES / BUYER OF RECORD

All questions regarding the solicitation and evaluation process should be directed to the buyer of record:

Buyer of Record:

Tara Alexander, CPO

OSU and A&M Office of Central Procurement

1224 N. Boomer Road

Stillwater, OK 74078

405-744-5984 tara.d.thomas@okstate.edu

Questions directly related to the specifications should be submitted using the “Q&A Board” on the online solicitation. Questions must be submitted prior to the pre-bid question deadline. Bidders are encouraged to continuously monitor the Q&A Board for all questions and answers related to this solicitation. Any attempt to contact any end user or department other than The Office of Central

Procurement during the solicitation and evaluation process may result in the disqualification of your bid.

6) SPECIAL PROVISIONS

A. CONTRACT TERM: Initial term of five (5) years, with optional one-year renewals.

B. Vendors must comply with OSU’s supplier registration and bid submission guidelines. All RNG and RIN-related activities must adhere to EPA and Oklahoma statutes.

C. PRE-BID SITE VISIT:

a) Date/Time: Tuesday, July 21, 2026 at 10:00 AM

b) Location: Sewell-Loofbourrow Conference Room 126, Oklahoma Panhandle State

University, Goodwell, OK 73939

c) Parking: SL Visitors Parking

d) Additional Notes: Vendors will be escorted to key campus locations during the site visit.

Building maps, proposed camera placement areas, MDF/IDF closet references, and available network infrastructure details will be provided on-site.

7) AUTHORIZED USERS

A. As authorized by Oklahoma law, it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. In the event a contract between the University and bidder(s) results from this RFP, the bidder (supplier) may offer the same prices, terms, conditions, and all other particulars herein to all other public institutions within the State of

Oklahoma. As a result, in submitting a proposal, bidder(s) should consider proposing a pricing model and other commercial terms that take into account the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this RFP.

D. Bidders should be aware that if other Oklahoma public entities (“Participating Entities”) elect to utilize the contract(s) awarded as a result of this solicitation they may have different administrative or delivery requirements. It will be the responsibility of each Participating

Entity to negotiate specific clauses as between the bidder (supplier) and the Participating

Entity.

E. If authorized by the supplier, the resulting contract may be extended to public entities to purchase at contract prices in accordance with contract terms. The supplier shall notify the

Office of Central Procurement (“OCP”) in writing of any such entities accessing the contract.

F. The supplier will provide annual usage reports for all entities accessing the contract.

Participating Entities shall place their own orders directly with the supplier and shall fully and independently administer use of the contract to include contractual disputes, invoicing and payments without direct administration from OCP.

G. The University will not be a party to any contract between any other Participating Entity and the supplier and will not be held liable for any costs or damages incurred with respect to any other Participating Entity as a result of any authorization by the supplier to utilize the contract. It is understood and agreed that the University is not responsible for the acts or omissions of any other Participating Entity and will not be considered in default of any such contract no matter the circumstances.

H. Use of this contract does not preclude any Participating Entity from using other contracts or competitive processes as they determine necessary.

8) PRE-AWARD PRESENTATION / DEMONSTRATIONS

A. The Office of Central Procurement (OCP) reserves the right to request demonstrations or product samples from any or all-responding Bidders. As part of the evaluation process presentations may be required from the highest ranked respondents. During these presentations, providers may be asked to provide additional data including product demonstrations.

B. If the University requires such a presentation, the buyer of record (listed in section 6 above) will schedule the time and place of such an event. Each firm should be prepared to discuss and substantiate any of the areas of the proposal.

9) SCOPE OF WORK / SPECIFICATIONS

A. The selected vendor shall:

a) Provide all cameras, mounts, recording systems, accessories, and software licensing

b) Perform complete installation, mounting, configuration, programming, testing, and commissioning

c) Provide all required infrastructure associated with camera connectivity

d) Ensure compatibility with Hanwha Vision Wisenet WAVE VMS or approved equivalent

e) Configure secure remote access for authorized users

f) Configure mobile application access for iOS and Android platforms

g) Implement role-based user access permissions

h) Perform system testing and validation

i) Provide administrator and operator training

j) Provide as-built documentation and configuration records

k) Provide warranty support and preventative maintenance services

l) Deliver a fully operational turnkey surveillance system

B. Hanwha Vision solutions are preferred due to existing institutional standards and compatibility requirements. However, OPSU may consider equivalent enterprise-grade solutions meeting or exceeding the specified functionality requirements.

C. GENERAL PROJECT REQUIREMENTS:

Vendors shall:

a) Provide new OEM equipment only

b) Include manufacturer warranty documentation

c) Provide implementation and staffing plans

d) Identify equipment lead times

e) Include optional maintenance and support pricing

f) Provide next-generation equivalent products if products become discontinued

g) Comply with all applicable electrical, building, low-voltage, and safety standards

h) Coordinate all work with OPSU IT, Facilities, and Campus Police

Award may be issued on an ALL OR NONE basis.

D. CAMPUS LOCATIONS WITH ITEMIZED MATERIALS LIST

a) CAMPUS-WIDE OUTDOOR CAMERA SYSTEMS INCLUDING UNIVERSITY HOUSE (WITH

ACCESSORIES)

Outdoor camera locations shall be organized and coordinated by:

b) building,

c) parking lot,

d) roadway,

e) entry point,

f) or designated campus zone.

During the mandatory site visit, OPSU will provide:

g) building maps,

h) proposed camera placement areas,

i) MDF/IDF closet references,

j) and available network infrastructure details.

Vendors shall verify:

k) cable pathways,

l) mounting feasibility,

m) switch availability,

n) power requirements,

o) and connectivity assumptions.

Vendors must clearly identify any additional infrastructure requirements discovered during site assessment.

E. INTERIOR SYSTEMS BY LOCATION (W/ ACCESSORIES)

a) Holter Hall (All Floors)

Qty Model Description

7 PND-A9082RV 8MP AI IR Indoor Dome

24 PNM-C12083RVD Multi-directional

6 PNV-A6081R-E2T Dome w/ 2TB SSD

b) Apartments (PTCI, Aggie, Field Hall and Sexton Hall)

Qty Model Description

1 PNM-C16013RVQ Multi-directional

6 PNM-C12083RVD Multi-directional

3 PND-A9082RV 8MP AI IR Indoor Dome

4 XNF-8010RW Fisheye

1 SBP-200HMW Cap Adapter

1 SBP-250WMW Mount

Qty Model Description

39 PNV-A9082RZ 8MP AI IR Outdoor Vandal Dome

4 PNM-C16083RVQ 4MP x 4CH AI IR Multi-directional

2 PNM-C34404RQPZ 5CH AI PTRZ Multi-directional

6 XNF-9010RV 12MP IR Fisheye

31 SBP-180C Mount Hole Cover

36 SBP-250WMW Wall & Pole Mount

4 SBP-250C Mount Hole Cover

2 SBP-115PA PTZ Adapter

2 SBP-400WMW Wall & Pole Mount

6 SBP-060S Steel Strap

6 SBV-160BW Dome Back Box

1 SBP-156KMW Corner Mount

c) Science Building

Qty Model Description

2 XNF-8010RW 360° Fisheye

3 PNM-C12083RVD Multi-directional

d) Hamilton Hall (All floors)

Qty Model Description

4 XNF-8010RW Fisheye

7 XND-A8084RV 5MP Dome

e) Carter Building

Qty Model Description

3 XNF-8010RW Fisheye

1 XND-A8084RV Dome

f) Physical Plant

Qty Model Description

2 XNF-8010RW Fisheye

1 XND-A8084RV Dome

g) Sewell Hall (All floors)

Qty Model Description

4 PNM-12082RVD Multi-directional

1 PNM-C16013RVQ Mini Multi-directional

3 PND-A9082RV Dome

1 SHD-2000FPW Flush Mount

3 XND-A8084RV Dome

h) McKee Library

Qty Model Description

9 XND-A8084RV Dome

2 PNM-C9022RV Panoramic

2 XNF-8010RW Fisheye

i) Anchor D Arena

Qty Model Description

8 XND-A8084RV Dome

1 PNM-C12083RVD Multi-directional

j) Student Union

Qty Model Description

4 XND-A8084RV Dome

1 XNF-8010RW Fisheye

k) Noble Center

Qty Model Description

1 XNF-8010RW Fisheye

1 SBP-300CMW Pendant Mount

1 SBP-300HMW5 Hanging Mount

1 XND-A8084RV Dome

1 PNO-A9092R 8MP Bullet

l) Hesper Hall

Qty Model Description

5 XND-A8084RV Dome

1 PNM-C9022RV Panoramic

1 XNF-8010RW Fisheye

m) Hefley Hall

Qty Model Description

2 XNF-8010RW Fisheye

1 PNM-C12083RVD Multi-directional

n) Hughes Strong Hall

2 XNF-8010RW Fisheye

2 PND-A9082RV Dome

o) Clubhouse Interior

5 PND-A9082RV Dome

F. CORE SYSTEM

4 WAVE-PRO-48 48-Channel Licenses

1 WRR-P-S204S-144TB Wisenet Wave NVR

G. COMMAND CENTER AND DISPLAY REQUIREMENTS

a. Vendor shall provide and install one (1) Dell Small Form Factor (SFF) desktop computer in the Chief of Police command center, configured with Windows 11 PRO.

Minimum requirements:

• Dell Small Form Factor (SFF) desktop, current generation

• Windows 11 Pro (64-bit), fully licensed

• Full compatibility with proposed VMS desktop client

• Minimum 3-year manufacturer warranty

• Vendor shall provide all cabling, configuration, and installation services for the desktop

b. Vendor shall provide and install one (1) 75-inch commercial-grade display in the Chief of

Police command center.

Minimum requirements:

• 4K UHD Resolution

• Commercial 24/7 operation rating

• Minimum 400 nits brightness

• HDMI and DisplayPort inputs

• Wall mounting hardware included

• Full compatibility with proposed VMS

• Minimum 3-year manufacturer warranty

Vendor shall provide all mounting, cabling, configuration, and installation services.

H. NETWORK INFRASTRUCTURE REQUIREMENTS

Vendors shall provide pricing for the following options:

a) Option A – Full Turnkey Installation

Vendor provides:

• all cabling,

• conduit,

• trenching,

• terminations,

• fiber,

• switches (if required),

• and associated infrastructure.

b) Option B – OPSU / Third-Party Cabling

Assumes network drops are provided by OPSU or a third-party cabling contractor.

Vendor shall identify:

• required drop counts,

• uplink requirements,

• fiber requirements,

• PoE requirements,

• and switch port utilization.

I. VIDEO MANAGEMENT SYSTEM REQUIREMENTS

The proposed system shall include:

• Centralized Video Management System (VMS)

• Secure desktop client access

• Web browser access

• Mobile application access (iOS and Android)

• Multi-site camera management

• User authentication and audit logging

• Camera health monitoring

• Alerting and notification capabilities

• Recording retention management

• Role-based access controls (RBAC)

The system shall support assignment of different access levels and permissions, including but not limited to:

User Group Example Access

Campus Police Full System Access

Housing Staff Residence Hall Cameras

Fiscal Services / Bursar POS / Financial Area Cameras

Athletics Director Athletic Facilities

J. PROJECT PHASING

Phase Scope

Category

Included

Locations /

Activities

Required

Deliverable

Estimated

Completi on

Window

Phase 1

Core, Residentia

Core system deployme nt and

• Core VMS deployment

• Sewell Hall

• Holter Hall

Provide installed, configured, and

Weeks 1– l, &

Outdoor priority

Installatio n

• Apartments

• Outdoor priority locations

• University

House operational core platform and all devices assigned to this phase.

Phase 2

Academic

Buildings

Academic facility installatio n

• Science & Ag

Building

• Hamilton

Hall

• Carter Hall

• Hughes

Strong Hall

Complete installation, configuration, testing, and readiness for turnover for all listed academic facilities.

Weeks 6–

Phase 3

Public &

Athletic

Facilities

High-traffic public and event spaces

• Student

Union

• Noble Center

• Clubhouse

• McKee

Library

• Anchor D

Arena

• Anchor D

Stadium

Deliver fully installed and operational systems for all listed public-facing facilities, including testing and commissionin g.

Weeks 8–

Phase 4

Auxiliary

Facilities

Support and auxiliary building installatio n

• Physical

Plant

• Metal Shop

• Hesper Hall

• Hefley Hall

Provide complete installation, configuration, testing, and acceptance-ready turnover for all listed auxiliary facilities.

Weeks

Phase 5

Finalizatio n

System closeout and acceptanc e

Testing and validation;

camera tuning;

system verification;

documentatio n; training.

Submit final testing results, as-built documentatio n, training materials, and system

Week 12 handoff deliverables.

K. WORK SCHEDULE REQUIREMENTS

Standard work hours shall be:

• Monday–Friday

• 8:00 AM – 5:00 PM

After-hours or weekend work may be required for:

• Classrooms

• Library facilities

• Student Union

• High-traffic public spaces

All scheduling shall be coordinated with OPSU IT, OPSU Security, and Facilities personnel.

L. PROJECT MANAGEMENT

Vendor must provide:

• Dedicated Project Manager

• Weekly project status reports

• Detailed implementation schedule

• Coordination with OPSU IT, Facilities, and Campus Police

• Escalation procedures for project issues or delays

M. ACCEPTANCE CRITERIA

Project acceptance shall require:

• full camera functionality,

• recording verification,

• successful testing and commissioning,

• documentation delivery,

• training completion,

• and formal approval by OPSU IT.

10) SCHEDULE & TIMING

To ensure successful implementation and training, all bids should be accompanied by a schedule for projected completion and final delivery. The schedule should be uploaded in the Supplier

Attachments section of the bid and labeled “Project Schedule”.

11) COST PROPOSAL

A. Bidder is to provide a detailed breakdown of the total cost for the proposed solution to include but not limited to licensing, implementation, training, maintenance, support, and any other related expenses for the solution offered. Include all aspects of providing the Scope of Work associated with this RFP. Include details regarding storage capacities and scalable price models, if applicable. If implementation includes segmentation by campus or department, include details and price models for this configuration.

B. The cost proposal shall contain the complete financial offer made to the University. Any additional expenses, not explicitly stated, will not be honored by the University.

C. The Cost Proposal should be uploaded in the Supplier Attachments section of the bid system and labeled “Cost Proposal”.

12) RISK ASSESMENT AND MITIGATION

Risk is a part of any business activity and service delivery. Suppliers who employ experts have less risk due to their experience and expertise. Expert Suppliers steer clear of the pitfalls, having been there and done that. Hiring an expert Supplier for each category will provide the best possible outcome to the University.

Suppliers should identify risks in providing the services and products specific to each category.

Risks should be identified in a numbered list and each item should contain a mitigation plan or solution. Risk identification and mitigation will be part of the qualitative evaluation criteria.

The best value Supplier will be given the comprehensive list of risks that were identified by all bidders and requested to submit a mitigation plan prior to contract award.

13) EXPERIENCE / QUALIFICATIONS / REFERENCES

A. Bidder should be able to demonstrate a history of competency and successful experience in providing these types of products/services to other institutions, preferably within higher education.

a. Submit the last 3 projects of similar nature recently completed, including customer references (name and contact information) for each project, that will demonstrate your experience and competence.

B. Evidence of your company’s net worth should be provided to ensure that the contracting company is financially capable of meeting the operational requirements of this contract. The information provided will be utilized to determine supplier responsibility (ability to perform).

To this effect, each bidder should provide an annual report for each of the last two (2) years as audited by a firm of certified public accountants.

C. Experience, financial documents, and references should be uploaded in the "Supplier

Attachments" section of the e-bid system and labeled accordingly.

14) BID SUBMISSION

A. Submission of Bid: All bids must be submitted to the University via the online bid platform on or before the designated close date. Bids cannot be submitted via email, mail, facsimile, or in person. A bidder experiencing technical difficulties with the website should contact the individual designated as the University contact well in advance of the due date.

B. Bid Deadline: Any bids, modifications, or withdrawals received after the close date are deemed void.

C. Firm Bid: Unless otherwise specified in the scope of work, bids must be held firm in all respects for a period of one hundred twenty (120) days beyond the close date to allow time for evaluation, approval, and award.

D. Bid as a Legal Offer: Bidders must treat each submitted bid as a legal offer to form a contract which the University may accept by issuing an award letter.

E. Bidder should prepare a proposal that addresses each section requiring proposals;

a. Special Provisions

b. Scope of Work

c. Risk Assessment and Mitigation

Sections must be clearly numbered and in the order of the RFP. Please describe how your proposed solution meets or exceeds the University’s needs as described in the Scope of Work.

F. The proposal should be uploaded to the to question 3.1 in the “Questions” section of the online solicitation.

G. Bidder must submit with its initial Bid any separate agreement or proposed contract complete with all terms and conditions with which it will require the Board and/or Institution to agree and comply. Failure to comply may forfeit the inclusion opportunity.

15) METHOD OF AWARD / EVALUATION / NEGOTIATION

A. Evaluation methodology - will be “Best Value”. Only responsive bids will be considered. The

University reserves the right to reject a bid as non-responsive if the bid does not conform in all material respects to the Solicitation.

B. Proposal Clarification – OCP reserves the right, at its sole discretion, to request clarifications of technical bids or to conduct discussions for the purpose of clarification with any or all bidders.

The purpose of any such discussions shall be to ensure full understanding of the bid. If clarifications are made because of such discussion, the bidder(s) shall put such clarifications in writing. The clarification shall not alter or supplement the bid.

C. Competitive Negotiations - OCP reserves the right to negotiate with one, selected, all, or none of the bidders responding to this solicitation to obtain the best value. Negotiations could include discussions on products, services, pricing, contract terminology, or any other issue material to an award decision or that may mitigate institutional risks. OCP shall consider all issues negotiable and will not be artificially constrained by internal corporate policies.

Negotiation may be with one or more bidders, for one or all items in the Bid. Bidders that contend that they lack flexibility because of their corporate policy on a negotiation item shall face a significant disadvantage and may not be considered.

D. Negotiations may be conducted in person, in writing, or by telephone. Negotiations shall only be conducted with potentially acceptable bids. OCP reserves the right to limit negotiations to those bids that received the highest rankings during the initial evaluation phase.

Terms, conditions, prices, methodology, or other features of the bid may be subject to negotiations and subsequent revision. As part of the negotiations, the bidder may be required to submit supporting financial, pricing, and other data to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the bid.

E. The requirements of this solicitation shall not be negotiable and shall remain unchanged unless the OCP Chief Procurement Officer determines that a change in such requirements is in the best interest of the University.

F. BEST and FINAL – OCP may request best and final bids if deemed necessary and shall determine the scope and subject of any best and final request. However, the bidder should not expect an opportunity to strengthen its bid and should submit its best bid based on the solicitation.

16) EVALUATION CRITERIA

A. COST EVALUATION

1. The average pricing of all bids will be utilized to determine a baseline and establish a competitive range. The cost component will be evaluated utilizing the competitive range.

The top scoring bid, based on qualitative evaluation metrics, will be compared to the competitive range. If the bid price of the top scoring bid is within the competitive range or is justified with performance information, the award process continues to the highest qualitative score. If performance metrics, combined with pricing information, do not support an award, the evaluation process will continue to the next highest qualitative score.

2. Your bid should include all relevant information about your pricing proposal to justify the cost. Suppliers who do not show dominant information of performance, cost, time, etc. to prove their cost proposal is valid and justifiable are eliminated from consideration due to their pricing not being within the competitive range.

B. QUALITATIVE EVALUATION CRITERIA

1. Scope of Work

2. Experience / Qualifications / References

3. Schedule and Timing

4. Added Value

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