ESBD_File_351422_HHS0014491 RFI_Video_Surveillance 2.21.2024.pdf

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CECILE E. YOUNG, Executive Commissioner

Request for Information (RFI) for

Video Surveillance Services

RFI No. HHS0014491

Date of Release: February 21, 2024

Responses Due by: March 22, 2024 @ 10:30 AM Central Time

NIGP Class-Item Code(s):

906-78 *Security Systems; Intruder and Smoke Detection, Architectural Services 925-84 *Security Systems; Intruder and Smoke Detection Engineering 990-50 *Installation of Security and Alarm Equipment 680-87 *Surveillance Cameras and Counter-Surveillance Equipment and Supplies

Texas Health and Human Services Commission RFI for Video Surveillance Services

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Table of Contents

1. Introduction

1.1 Agency Liability

1.2 Objective/Purpose

1.3 Background

1.4 Video Management Software (VMS)

1.5 Infrastructure

1.6 Services

1.7 Statutory Authority

2. General Instructions and Response Requirements

2.1 General Information

2.2. Response Submission, Date, Time, and Location

2.3 Designated Point of Contact

2.4 Response Format

2.5 Texas Public Information Act

2.6 Disclaimers

2.7 Acceptance of Terms and Conditions

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1. Introduction

The Texas Health and Human Services Commission (HHSC) is the state agency responsible for administration and coordination of health and human service programs in the State of Texas.

HHSC, on behalf of its Health and Specialty Care System (HSCS), seeks information from qualified vendors regarding video surveillance services. This Request for Information (RFI) is not a procurement opportunity, and no contract will be developed as a result of the submission of a response.

1.1 Agency Liability

HHSC is requesting written responses from qualified vendors under NIGP Class Item Codes: 906-78, 925-84, 990-50 and 680-87 with experience providing video surveillance, maintenance, infrastructure, and software services (the “services”).

This RFI is issued solely for information-gathering and planning purposes and does not constitute a Request for Proposal (RFP), Request for Offer (RFO), Invitation for Bid (IFB) or any other solicitation, nor does it constitute a commitment on the part of HHSC to issue any solicitation for any of the services described herein. Those vendors choosing to respond to this RFI will, merely by virtue of submitting a response, NOT be deemed to be “bidders” in any sense, and no such respondent will have any preference, special designation, advantage or disadvantage whatsoever in any subsequent procurement process related to this RFI.

HHSC will not pay for information submitted in response to this RFI, nor will it compensate a vendor for any costs incurred in the development/furnishing of a response. It is the responsibility of the potential respondent to monitor the Electronic Business Daily (ESBD) for additional information pertaining to this RFI.

1.2 Objective/Purpose

As required by Texas Health and Safety Code §555.025, HHSC installs and operates video surveillance equipment at certain state facilities for the purpose of detecting and preventing the exploitation or abuse of residents and clients.

The high-level goals of this RFI are:

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A. Discover methods to sustain or improve current video surveillance capabilities.

B. Discover methods to add new video surveillance capabilities.

C. Discover methods to establish a sustainable path for growth and maintenance of the HHSC’s video surveillance domain.

1.3 Background

HSCS has a Video Surveillance Environment (“the environment”) that is composed of three core, interrelated elements: 1) the Surveillance Video Management System (“VMS Software”), 2) the physical equipment and network infrastructure upon which it operates (“infrastructure”), and finally 3) the design, build, maintenance, and support services required to provide HSCS with a turn-key environment (“services”). Each of the above listed elements play an integral role in allowing HSCS to meet its legal and regulatory obligations as they pertain to employees, patients, residents and clients.

1.4 Video Management Software (VMS)

The current VMS software is Qognify’s Ocularis. This current service provider recommended the software fourteen (14) years ago. At the time, this software was considered an industry leading, feature rich, standard bearer. Over the course of the past fourteen (14) years, ownership of Qognify has changed several times, and the current owner recently announced that the software will reach end-of-life/end-of-support in the next two (2) years. Ocularis easily integrates with Lenel/S2 access control software, allows for full audio synchronization, compression, encryption, and integrity preservation of exported video clips that may be required for various legal purposes and inquiries (e.g., Texas Office of the Attorney General, HHSC Office of the Inspector General).

1.5 Infrastructure

Over the last three (3) years, HSCS has invested heavily in the infrastructure space to provide modern industry standard video archive servers, network equipment, cameras, and high-end security monitoring workstations for the twelve (12) state hospitals (SHs) and thirteen (13) State Support Living Centers (SSLCs) operated by HHSC. The fiber backbone, designed and built by the service provider, is aging and is the primary component of the infrastructure that requires attention. HHSC has recently upgraded its fiber backbone (not currently used by the environment) at seventeen (17) of the twenty-five (25) state-operated facilities and included capacity to accommodate its use by the service provider. The infrastructure utilized is likely capable of supporting many alternative VMS software options though it

HHS0014491 Page 5 of 9 was designed very specifically for the load requirements created by the existing VMS software. Each archive server is currently designed to accommodate a maximum of 120 live streams at a 1080p resolution with an average of 50% motion activated record time for up to ninety (90) days. The number of required archive servers per site varies with the number of live streams (not just cameras) per site.

1.6 Services

The current video surveillance service provides reporting on system health, uptime, performance, issues, and resolutions based on a contractual Service Level Agreement (SLA). The service provider designs, proposes, purchases, and installs all required elements to deliver a turnkey environment while minimizing down time of any individual camera, server, or site.

1.7 Statutory Authority

HHSC is authorized to engage with vendors through this RFI under Texas Government Code Section 2155.090(b). HHSC will conduct this RFI and engage with the vendor community in accordance with the Health and Human Services (HHS) Vendor Interaction Policy, available on the HHS website at the following URL: https://hhs.texas.gov/sites/default/files/documents/doing-business-with-hhs/vendor-contract-information/vendor-interaction-policy.pdf

2. General Instructions and Response Requirements

Vendors should respond to the questions and/or prompts outlined below and include any information that provides:

A. Background B. Current trends C. Developments in technologies D. Methodologies, and E. Tools for video surveillance services

If submitting information on theoretical approaches that have not been applied to large-scale implementations for state government, vendors should provide details on its experience with the approach and how it applies to the goals of this RFI. Obtaining information on emerging theoretical and conceptual solutions is a key component of this RFI.

Please respond to the following questions and/or prompts:

a. General

1) VMS Software

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A. What analytics and intelligent features would your video surveillance solution offer?

B. How would the solution support facial recognition, object detection, and privacy masking?

2) Infrastructure

A. Describe data management and archiving service options available for short-term and long-term video surveillance data storage.

3) Services A. Describe support services offered, including maintenance, updates, and troubleshooting.

B. Describe how applicable Service Level Agreements (SLAs) and/or tiered support models would benefit continuity of operations in the environment described in Section 1.3, Background.

C. How would your solution contribute to streamlining maintenance service requests and invoicing to improve overall efficiency at HHSC?

D. What training and materials would be offered to hospital/facility staff regarding the use, management, and troubleshooting of the video surveillance solution?

b. Advancements

1) What advancements in tools and technologies have there been in video surveillance services over the last three (3) years?

A. Have there been any significant advancements specific to the healthcare domain?

2) Provide insight into projected trends and developments in video surveillance services.

c. Project Development

1) Describe how vendor determines the level of effort required for a project (Ex. size, scope, time-to-implement, etc.).

HHSC will not accept or respond to telephone calls, e-mails, or questions regarding this RFI. HHSC, at its sole discretion, may contact a vendor after reviewing the information provided in response to the RFI for clarification purposes. Any contact or communication by HHSC does not indicate a preference towards a vendor, constitute an offer of any type, or provide a vendor an advanced standing on any project related to this RFI or any future solicitation, plan or project.

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2.1 General Information

This RFI is issued for the purpose of obtaining information on solutions for video surveillance services. All interested parties are encouraged to respond to this RFI.

All materials received by HHSC become the property of HHSC and will not be returned to the sender. There will be no acknowledgment by HHSC of receipt of the information. Acceptance of responses to this RFI places no obligation of any kind upon HHSC. Any information or ideas received from a vendor to the RFI, in any form, may be used by HHSC, without restriction, for any purpose determined by HHSC.

It is not the intent of HHSC to provide answers, but if additional information is issued relating to the RFI, it will be made available on the Electronic State Business Daily (ESBD), located at the following URL:

https://www.txsmartbuy.com/esbd.

2.2. Response Submission, Date, Time, and Location

Written responses and comments related to this RFI are requested by March 22, 2024, at 10:30a.m. Central Standard Time. Any response received after this date may not be reviewed by HHSC.

Responses must be submitted via e-mail to HHSC’s designated point-of-contact, as identified in Section 2.3, Designated Point of Contact. A vendor may not respond via fax or United States mail. Additionally, verbal inquiries by a vendor will not be accepted.

2.3 Designated Point of Contact

HHSC’s official single point-of-contact for this RFI and the delivery point for all responses and correspondence is:

Name: Mario Gutierrez E-mail Address: mario.gutierrez@hhs.texas.gov

All communications relating to this RFI must be directed to the HHSC point-of-contact named above. All communications between a vendor and any other HHSC staff members concerning this RFI are strictly prohibited.

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2.4 Response Format

All responses must be:

1. Clearly legible;

2. Sequentially page-numbered and include the vendor’s name at the top of each page;

3. Correctly identified with the RFI number and RFI title in either the footer or header of each page;

4. Presented using font type Verdana, font size 12 pt. for normal text and no less than size 10 pt. for tables, graphs, and appendices;

5. Limited to fifteen (15) pages, NOT including attachments and/or reference material;

6. Submitted by vendor via e-mail;

7. In searchable pdf format;

8. Submitted without any portion of the submission containing a copyright; and

9. Signed by vendor’s authorized representative.

Vendor should submit supporting material, if any, as attachments along with its RFI responses. All proposals become the property of HHSC after submission.

2.5 Texas Public Information Act

Responses to this RFI are subject to the Texas Public Information Act (the “PIA”), Texas Government Code Chapter 552, and may be disclosed to the public upon request. Subject to the PIA, a vendor may protect trade secrets and confidential information from public release. If the vendor asserts that information provided in the response includes trade secrets or other confidential information, materials containing such information must be clearly marked in large, boldface type and include the words “confidential” or “trade secret” at top of each page where such designation is applicable. Furthermore, the vendor must identify trade secret or confidential information, and provide an explanation of why the information is excepted from public disclosure, on a separate document that vendor will attach to its RFI response. Marking information as “confidential” or “trade secret” does not guarantee or ensure that the Texas Attorney General will except such information from public disclosure under the PIA. HHSC shall have no liability to any vendor for complying with the PIA.

HHSC will strictly adhere to the requirements of the PIA regarding the disclosure of public information. Vendors should consult the Texas Attorney General’s website (www.oag.state.tx.us) for information concerning the PIA’s

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2.6 Disclaimers

Responding to this RFI is not a condition for eligibility to respond to any subsequent solicitation. A Vendor that submits a response to this RFI may also submit a bid in response to any future solicitation for similar services.

Responses to this RFI will not have any bearing, positive or negative, on the evaluation and respondent selection resulting from any proposals that may be received in response to any subsequent solicitation. By issuing this RFI and receiving responses, HHSC does not commit to issue a future solicitation regarding the subject matter of this RFI. HHSC may, at its sole discretion, withdraw or cancel this RFI at any time.

2.7 Acceptance of Terms and Conditions

By submitting a response to this RFI, Vendor indicates its agreement with the terms and conditions contained in this RFI. If a vendor does not agree to the terms and conditions in this RFI, the vendor should not submit a response.

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