CSPS - District Security Cameras 2.14.25.pdf

Request for Proposal February 14, 2025

Cedar Springs Public Schools (“District”) will accept sealed bids for:

CSPS District Security Cameras soliciting equipment as described in the attached specifications. Sealed bids are due no later than 2:00 P.M. local time on Monday, March 3, 2025.

Sealed bids should be submitted to Technology Department, Cedar Springs Public Schools, 204 E.

Muskegon St., Cedar Springs, MI 49319. Bids are to be submitted no later than 2:00 P.M. Monday, March 3, 2025. Late bids will not be accepted or considered. Bids will be publicly opened shortly following the close of receiving bids. No oral, email, telephonic, or telegraphic proposals shall be considered.

Timeline 2/14/25 Bid release 3/3/25 Sealed bids due no later than 2:00 p.m. local time 3/3/25 Sealed bid openings – shortly after 2:00 p.m. local time 3/10/25 Recommendation made to CSPS Board of Education 6/9/25 Project Implementation 8/8/25 Completion Date

The Board of Education reserves the right to accept or reject any or all bids in whole or in part, to waive any informality or irregularity in the bid or in the bid process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

All prices quoted are to be F.O.B., Cedar Springs, Michigan. All purchases and sales to the school district are exempt from all taxes, including state and federal taxes. Exemption certificates for the school district will be furnished upon request.

The bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, or the superintendent of the school district.

The bid shall also be accompanied by a sworn and notarized statement disclosing whether the bidder is an Iran Linked Business in compliance with PA 517 of 2012. The Board shall not accept a bid that does not include these sworn and notarized disclosure statements.

Bids are to be submitted on the Bid Proposal Forms included in this invitation to bid, signed by the bidder, in a sealed envelope clearly marked. Two (2) copies of the Bid Proposal Form should be addressed to the attention of:

Cedar Springs Public Schools Attn: Technology Department CSPS District Security Cameras 204 E. Muskegon St.

Cedar Springs, MI 49319 https://maps.app.goo.gl/ajZykfLj9iobVSkd9

Cedar Springs Public Schools

CSPS District Security Cameras

One (1) copy of the bid form should be retained for your files.

Questions regarding the bid process should be directed to Matti Sullivan, Chief Financial Officer, in writing via email at matti.sullivan@csredhawks.org.

Questions regarding RFP specifications should be directed to Collin Gabriel, IT Manager, in writing via email at collin.gabriel@csredhawks.org or by phone at 616-696-1204 x 1202.

CONDITIONS:

1. Bids are being solicited as outlined below.

2. Proposals must be made in full conformity with all conditions set forth in the specifications.

3. The Board of Education reserves the right to accept or reject any or all bids in whole or in part, to waive any informality or irregularity in the bid or in the bid process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

4. Bidders must respond to all sections in this bid to be considered.

5. Any bidder may withdraw its bid at any time prior to the scheduled time for opening of bids. All proposals submitted shall remain firm for a period of sixty (60) days.

6. Bid opening will be held in person shortly following the bid deadline. Results will be sent electronically to all parties who submit a bid.

SELECTION OF BIDDER:

1. The School District will inform all bidders in writing if they were successful or not in being awarded the project.

2. Upon completing the bid process the school district will adhere to board policy 6460 “Vendor Relations;” which states “All sales persons, regardless of product, shall clear with the Superintendent's Office before contacting any teachers, students, or other personnel of the School District.”

PAYMENTS:

A purchase order for School District purchases and repairs and will be issued by the District to the successful bidder. The successful bidder will invoice the District for amounts due as outlined in the approved bid.

The Board of Education reserves the right to accept or reject any or all bids in whole or in part, to waive any informality or irregularity in the bid or in the bid process, or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

SPECIFICATIONS AND BID PROPOSAL FORM

The owner is soliciting proposals for qualified bidders to supply materials and perform installation on this project.

Specialty contractors are being solicited at this time for the following:

CSPS District Security Cameras

Introduction

Cedar Springs Public Schools is seeking a qualified vendor to design, furnish, install, and configure a turn-key security camera solution for several district buildings. This project focuses on expanding and upgrading our existing Avigilon camera system, ensuring comprehensive coverage and enhanced security.

Pre-bid Meeting

No pre-bid will be held. Physical review by appointment only. All bidders are encouraged to visit the job site.

Appointments can be made by contacting the Cedar Springs Public Schools Technology Office at 616-696-1204 x1202 or collin.gabriel@csredhawks.org.

Project Scope

This project includes the installation of new Avigilon cameras at the following locations:

● Cedar Trails Elementary School (Interior): Full coverage of all hallways, interior views of all numbered exits, full coverage of all large spaces, including but not limited to Media Center, Gym, Multipurpose Room, Cafeteria, and public areas of the main office. Maps of Cedar Trails will be included as an appendix.

● Cedar View Elementary School (Interior): Full coverage of all hallways, interior views of all numbered exits, full coverage of all large spaces, including but not limited to Media Center, Gym, Multipurpose Room, Cafeteria, and public areas of the main office. Maps of Cedar View will be included as an appendix.

● High School (New Weight Room/Cheer Gym): This is a new construction area. Conduit is run to pre-planned camera locations. Vendors will select appropriate camera models for these locations and may propose additional locations for improved coverage. Blueprints for this area will be included as an appendix.

● High School (H Wing): Full coverage of the two-story stairwell and both upstairs and downstairs hallways Blueprints for this area will be included as an appendix.

● High School (Exterior): Full coverage of all exterior areas of the building, including the ticket booth to the football stadium. Vendors may propose replacing/upgrading existing cameras. A map showing approximate current camera coverage will be included as an appendix.

● High School (Main Office): Interior camera coverage of public areas within the main office.

● Maintenance Building/Transportation & FFA Barn: Camera coverage of the exterior of these buildings including a focus on the road between them. Vendors will propose camera models and locations for optimal coverage, all 3 structures have a network rack. A map of this area will be included as an appendix. The Maintenance and Transportation building are marked as building 6 and the FFA Barn as Building 9.

The selected vendor will also be required to conduct a district-wide walk-through to identify potential additional camera locations.

Requirements

● Existing System Compatibility: The proposed solution must be compatible with our current Avigilon ACC version 7 system.

● Server Specifications:

○ Avigilon Server NVR6 Premium Rack-mounted server

○ Sufficient storage capacity for 24/7 recording of all cameras for a minimum of 30 days.

○ Support for analytics processing as per manufacturer specifications.

○ Redundant power supplies (preferred).

● Licensing: All necessary Avigilon camera and server licenses must be included in the proposal.

● Installation:

○ All work must be performed during the summer break. Any work extending beyond this period must be conducted after school hours or in a way that does not interfere with students.

● Cabling:

○ Purple Cat 6 cabling (shielded or plenum-rated as appropriate).

○ Vendor to provide all cabling from the camera to the network switch.

○ Approximate IT closet locations will be indicated on building diagrams.

● Network Switches: The district will provide the network switching infrastructure. Placeholder: Specifications of switches, including PoE+, bandwidth, and port availability, will be provided.

● Walk-Through: The selected vendor will conduct a district-wide walk-through after contract award and before equipment ordering to review coverage and finalize the camera placement plan.

● Camera Quantity Adjustment: The district reserves the right to increase or decrease the number of cameras by up to 30% without changing the per-unit pricing. Unit pricing for each camera model must be provided.

● Warranty: All equipment must be new and include a standard manufacturer's warranty.

● Acceptance Testing: The system will be considered accepted when all cameras are installed, correctly aimed, properly weather-sealed (external cameras) and recording to the server as expected.

Vendor Qualifications

Vendors must be Avigilon Partners and demonstrate proficiency in installing and configuring Avigilon camera systems.

Evaluation Criteria

The District will evaluate all responsive bids based on the criteria outlined above. The committee may conduct interviews with shortlisted vendors to clarify any questions or concerns. The highest-scoring bid, deemed to be in the best interest of the district, will be recommended to the Board of Education for approval.

Price: Evaluation will consider the total cost of the proposed solution, including equipment, installation, and any other associated costs.

Technical Expertise and Experience: Evaluation will consider the vendor's demonstrated expertise in designing, installing, and configuring Avigilon security camera systems. This includes:

● Experience with similar projects, particularly in educational settings.

● Avigilon Partner status and certifications.

● Qualifications and experience of key personnel assigned to the project.

● Understanding of Avigilon ACC software and its features.

● Proposed camera and server solutions' suitability for the specific locations and requirements.

Project Plan and Methodology: Evaluation will consider the clarity and completeness of the vendor's proposed project plan, including:

● Detailed installation schedule and timeline, demonstrating feasibility within the project timeframe.

● Project management approach, including communication and reporting procedures.

● Planned approach to the district-wide walk-through and resulting recommendations.

Compliance with Requirements: Bids that fully comply with all requirements outlined in this RFP will receive higher scores in this category. Deviations from the requirements must be clearly documented and justified.

Camera and System Performance:

● Resolution and pixel density, ensuring clear and detailed images for identification and evidentiary purposes.

● Low-light performance, capturing usable footage in various lighting conditions.

● Dynamic range, handling challenging lighting scenarios with shadows and glare.

● Lens quality and field of view, providing appropriate coverage without distortion.

● Overall image clarity and sharpness.

● Analytics capabilities of the proposed system

Project Timeline

● RFP Posting Date: February 14, 2025

● Sealed Bids Due: March 3, 2025

● Bid Openings: March 3, 2025

● Bid Recommendation to Board of Ed: March 10, 2025

● Project Implementation Start: June 9, 2025

● Project Completion: August 8, 2025

Legal and Contractual Requirements

Insurance

Workers’ Compensation Coverage - The Vendor shall procure and maintain, during the life of the Agreement, Workers’ Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the state of Michigan.

Commercial General Liability Insurance - The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than one million dollars ($1,000,000) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage. Coverage shall include the following features: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Vendors Coverage; (D) Broad Form General Liability Extensions or equivalent

Motor Vehicle Liability - The Vendor, at the Vendor’s sole cost and expense, shall procure and maintain, during the life of the Agreement, Motor Vehicle Liability Insurance, including applicable No-fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles and all hired vehicles.

Additional Insured - The following shall be named Additional Insureds: Cedar Springs Public Schools, including all elected and appointed officials; all employees and volunteers; and all boards, commissions;

and/or authorities and their board members, employees, and volunteers. This coverage shall be primary to the Additional Insureds and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage is primary, contributing, or excess.

Notice of Cancellation or Change - Workers’ Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to:

Matti Sullivan, Cedar Springs Public Schools, 204 E. Muskegon Street, Cedar Springs, MI 49319 (616) 696-1204.

Proof of Insurance - The Vendor shall provide the District, at the time the Agreements are returned for execution, Certificates of Insurance, and/or policies, acceptable to the District, as listed below:

o Copies of Certification of Insurance for:

Workers Compensation Insurance Commercial General Liability Insurance Vehicle Liability Insurance

Iran Economic Sanctions Act Compliance: All bids shall be accompanied by Affidavit of Compliance - Iran Economic Sanctions Act in compliance with "Iran linked business" within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012. The Board of Education shall not accept a bid that does not include the Affidavit of Compliance.

Familial Disclosure Form: All bids shall be accompanied by a sworn statement disclosing any familial relationship that exists between the owners or any employee of the bidder and any member of the Board of Education of the School District or the Superintendent of the School District. The Board of Education shall not accept a bid that does not include a sworn and notarized familial relationship disclosure statement

Attachments (Download From SIGMA)

● Cedar Trails Elementary School Map

● Cedar View Elementary School Map.pdf

● New Weight Room/Cheer Gym BluePrints.pdf

● New Weight Room/Cheer Gym Electrical Symbol Legends.pdf

● High School H Wing 1st Floor Blueprint.pdf

● High School H Wing 2nd Floor Blueprint.pdf

● Highschool External Coverage.pdf

● Campus Full Map.pdf

● Blueprint Electrical Symbol Legends.pdf

SPECIFICATIONS AND BID PROPOSAL FORM continued

The undersigned certifies that the bid contained meets or exceeds the attached specifications. Failure to comply with all conditions asked for in this bid document may result in rejection of the bid.

Bidder Information:

COMPANY NAME:

ADDRESS:

AUTHORIZED SIGNATURE:

AUTHORIZED NAME (please print):

TITLE: DATE:

PHONE #: FAX #:

E-MAIL:

At least 3 references with contact person:

Company: Contact: Phone:

Do you conduct background checks on your employees? ❒ Yes ❒ No

Familial Relationship Affidavit included? ❒ Yes ❒ No

Iran Linked Business Affidavit included? ❒ Yes ❒ No

Written responses to all requested questions? ❒ Yes ❒ No

Are you on the Excluded Parties List? ❒ Yes ❒ No Unknown (which excludes you from receiving Federal Contracts or certain sub contracts, pursuant to the provisions of 31 U.S.C. 6101, note E.O. 12549, E.O. 12689, 48 C.F.R. 9.404)?

Provide your DUNS number, if you have one:

Local (District) Vendor or Taxpayer? ❒Yes ❒No Unknown

(Documentation, if necessary, will be obtained after the bid opening.)

Do you have employees that live within the District? ❒Yes ❒No Unknown

BID DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Bidders must submit a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Cedar Springs Public District School Board or the Cedar Springs Public District Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the Cedar Springs School Board are: Heidi Reed, April Patin, Trent Gilmore, Traci Slager, Matthew Shoffner, Mistie Bowser, and Jason Lund.

The Cedar Springs Public Schools Superintendent is: Scott Smith

The Following are the familial relationships:

There are none.

STATE OF MICHIGAN

COUNTY OF )

The undersigned, authorized representative of bidder (insert name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this day of , 2025.

Notary Public, County, Michigan My commission expires: / /

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below named vendor (the “Vendor”), pursuant to the compliance certification requirement provided in the “Cedar Springs Public Schools” (the “District”) Request For Proposals for CSPS District Security Cameras (the “RFP”), hereby certifies, represents and warrants that the Vendor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Vendor is awarded a contract as a result of the aforementioned RFP, the Vendor will not become an “Iran linked business” at any time during the course of providing any services or selling any items under the contract.

The Vendor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date the it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By:

Its:

Date:

STATE OF )

COUNTY OF )

This instrument was acknowledged before me on the day of , 2025, by

, Notary Public

County, My Commission Expires:

Acting in the County of :