EV00018104_Automated_Athletic_Video_Capture_System.pdf

WRITTEN QUOTE CONTRACT: (M.G.L. Ch. 30B) Automated Athletic Video Capture System

Athletics Stephen Grace

EV00018104

PROJECT SUMMARY:

Boston Public Schools (BPS) Athletics seeks a qualified contractor to provide a district-wide automated athletic video capture system and integrated cloud-based video management platform for designated BPS gymnasiums.

The procurement includes up to sixteen (16) automated camera systems, software licensing, cloud services, delivery and commissioning support, account configuration, training, technical support, software updates, and warranty services for a one (1) year contract term.

BPS Athletics may also purchase optional equipment, features, services, subscriptions, upgrades, or other add-ons on behalf of BPS schools, provided such items are identified and priced by the Contractor as part of its quote. Optional purchases are not guaranteed and will be subject to BPS needs, available funding, and an authorized BPS Purchase Order.

WQC SCHEDULE:

EVENT DATE

WQC Issue Date Friday, at 12:00PM Oct 16, 2026

Quote Due Date Friday, at 12:00PM Oct 23, 2026

CONTACT INFORMATION:

William Sittig | wsittig@bostonpublicschools.org All questions should be emailed with EV00018104 in the subject line.

You can access this WQC and submit your quote electronically through the City of Boston Supplier Portal, via boston.gov/procurement. We look forward to receiving your response.1

1 This WQC follows all applicable requirements for open competition, and the city encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at This Link.

https://app.powerbigov.us/view?r=eyJrIjoiY2UwZDliYjUtZWJkNi00MzFmLWJlMTQtMDM2ZjFmYjgwMDY1IiwidCI6Ijg1NTI4ODdjLWNiYzMtNGVlNS05ZmQzLWVhMjE3ZTMwMjZmYyJ9

I. INTRODUCTION AND SCOPE OF WORK

IMPORTANT INFORMATION:

By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11 which are incorporated herein by reference.

Please see Appendix 1 for a full list of the forms that the selected vendor will be required to sign and submit during the contracting process if awarded.

Please see Pg. 13 for additional information.

1.1 BACKGROUND

Boston Public Schools (BPS) Athletics is seeking a qualified contractor to provide a district-wide automated athletic video capture system and integrated cloud-based video management platform for indoor athletic programs conducted in designated BPS gymnasiums. The system will support coaching, student-athlete development, game administration, officiating review, student recruitment, live streaming, and athletic program operations.

1.2 SCOPE OF SERVICES

The selected Contractor shall furnish all equipment, software licensing, cloud services, delivery, commissioning support, account configuration, training, warranty services, software updates, and technical support necessary to provide a fully operational automated athletic video capture system.

The required base system shall include sixteen (16) AI-powered automated camera systems that do not require a dedicated camera operator. Each system shall include, at minimum:

1. High-definition video capture;

2. Automated game tracking;

3. Cloud-based recording;

4. Automatic upload following contests;

5. Mobile and web-based access;

6. Coach collaboration tools;

7. Video sharing;

8. Playlist creation;

9. Telestration tools;

10. Team management features;

11. District administrator dashboard;

12. User account configuration;

13. Initial and ongoing training;

14. Software updates;

15. Technical support; and

16. Warranty services.

https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link

Optional Add-Ons and Subscription Tiers

In addition to the minimum requirements above, Respondents shall identify any optional features, equipment, services, upgrades, or enhanced subscription tiers available for purchase by individual BPS schools during the contract term. Respondents shall describe each optional offering and provide separate unit pricing in the Pricing Schedule.

All optional offerings must be separately identified and priced in the Respondent’s pricing submission. Optional Purchases are not guaranteed and shall be made only at the discretion of BPS, subject to school need, available funding, and an authorized BPS Purchase Order.

Designated School Locations

School Facility Cameras Charlestown High School Main Gymnasium 1 Boston Latin Academy Main Gymnasium 1 Madison Park Technical Vocational High School Main Gymnasium 1 TechBoston Academy Main Gymnasium 1 O'Bryant School of Mathematics & Science Main Gymnasium 1 East Boston High School Main Gymnasium 1 New Mission High School Main Gymnasium 1 Holland School Main Gymnasium 1 English High School Main Gymnasium 1 Dearborn STEM Academy Main Gymnasium 1 Josiah Quincy Upper School Main Gymnasium 1 Brighton High School Main Gymnasium 1 Orchard Gardens K-8 Pilot School Main Gymnasium 1 Ruth Batson Academy Main Gymnasium 1 Community Academy of Science and Health (CASH) Main Gymnasium 1 Margarita Muñiz Academy Main Gymnasium 1

1.3 DELIVERY, COMMISSIONING, ACCESS, AND SUPPORT

The Contractor shall coordinate delivery with BPS Athletics and provide installation specifications, mounting requirements, network and power requirements, and remote commissioning support. The Contractor shall verify successful operation prior to acceptance.

Physical installation, electrical work, mounting, and network cabling may be completed by Boston Public Schools, the City of Boston, or a separately contracted installer.

Authorized users shall include coaches, athletic coordinators, school administrators, district athletics staff, approved student-athletes, and other users designated by BPS Athletics. Public viewing permissions shall remain under the control of BPS Athletics.

The solution shall securely store recordings, permit access only to authorized users, maintain appropriate cybersecurity protections, and comply with FERPA and applicable privacy laws.

As part of the required base system, the Contractor shall provide administrator, coach, and athletic coordinator training, written documentation, online resources, and refresher training upon request.

Technical support included with the required base system shall include help desk support, software updates, warranty support, hardware replacement procedures, remote diagnostics, system monitoring, and ongoing technical assistance.

1.4 DATA PRIVACY, SECURITY, RETENTION, AND DISPOSITION

Because the system may capture, store, transmit, and provide access to video involving BPS students and staff, the contractor shall comply with FERPA, applicable student data privacy and cybersecurity requirements, and BPS data-protection requirements.

BPS shall determine authorized access, public and private viewing permissions, retention, and disposition of recordings and related BPS data. The contractor may access and use BPS data only as necessary to provide the contracted services and shall not sell, monetize, disclose, or use BPS data for advertising, profiling, or other unrelated purposes.

The contractor shall describe where BPS data will be hosted, identify any subcontractors or subprocessors that may store, process, transmit, or access BPS data, and describe the administrative, technical, and physical safeguards used to protect the data, including access controls and security incident or breach notification procedures.

The contractor shall disclose available retention periods and controls. Retention settings shall be configurable as directed by BPS. Upon contract expiration or termination, or when otherwise directed by BPS, the contractor shall provide a reasonable method for BPS to export or retrieve its recordings and related data and shall securely delete remaining copies, except where retention is required by law. Upon request, the contractor shall certify completion of deletion.

The selected Contractor shall be required to execute a Boston Public Schools Non-Disclosure Agreement (NDA) before receiving access to BPS systems, recordings, student or staff information, system credentials, confidential information, or other protected BPS data.

Any subcontractor, employee, agent, or other individual who requires access to BPS confidential information or systems in connection with this contract shall also be subject to applicable confidentiality and non-disclosure requirements.

The Contractor shall:

● Maintain the confidentiality of all BPS confidential information;

● Use confidential information solely for purposes of performing the contracted services;

● Restrict access to personnel who require access to perform authorized services;

● Protect system credentials and other security information;

● Not disclose confidential BPS information to a third party except as expressly authorized by BPS or as required by law; and

● Ensure that applicable employees, agents, and subcontractors comply with all required confidentiality and non-disclosure obligations.

Execution of the required NDA shall be a condition of access to BPS systems, data, recordings, or confidential information.

1.5 CONTRACT DETAILS

Contract Term: One (1) year, subject to the final executed contract dates.

Payment Type: Deliverable-Based Purchase Order: BPS Athletics will issue Purchase Order(s) as required to authorize purchases under the contract.

Boston Public Schools will issue a Purchase Order authorizing the required base package of sixteen (16) automated camera systems and associated services. Individual BPS schools may also issue Purchase Orders for optional features, equipment, services, upgrades, or enhanced subscription tiers identified and priced in the Contractor’s accepted quote.

Optional purchases are not guaranteed and will be based on BPS needs and available funding. The Contractor shall not provide equipment or services, or incur charges, unless authorized by a properly issued BPS Purchase Order.

Deliverables

The Contractor shall provide the required base system and all associated equipment, features, services, and support described in Sections 1.2 and 1.3.

BPS Athletics may also purchase optional features, equipment, services, upgrades, or enhanced subscription tiers on behalf of BPS schools during the contract term. Any optional purchases must be identified and priced in the Contractor’s accepted quote and authorized by a BPS Purchase Order.

1.6 Billing and Invoicing

The Contractor shall invoice BPS against the Purchase Order authorizing the applicable purchase. Each invoice shall reference the applicable BPS Purchase Order number and clearly identify the equipment, services, or optional items being invoiced.

The Contractor shall not provide equipment, perform services, or incur charges unless authorized by an approved BPS Purchase Order. Any equipment or services provided prior to the issuance of an approved BPS Purchase Order will not be eligible for payment by BPS.

Charges shall not exceed the amount authorized by the applicable Purchase Order without prior written authorization from BPS.

II. HOW WE CHOOSE

2.1 RULE FOR AWARD

The contract will be awarded to the responsible and responsive vendor offering the required base system and services at the lowest total fixed price.

A vendor will be considered responsive if the vendor:

● Submits all required information by the quote deadline; and

● Demonstrates that the proposed equipment and services meet the requirements of this Written Quote Contract.

A vendor will be considered responsible if the vendor demonstrates sufficient experience, staffing, equipment, technical capacity, and reliability to successfully perform the contract.

Minimum Requirements The Contractor must demonstrate the ability to:

1. Provide an automated athletic video capture system and cloud-based video management platform for designated BPS gymnasiums.

2. Provide all required camera systems, software licenses, cloud services, and related equipment necessary for a fully operational system, and identify any optional features, equipment, services, upgrades, or enhanced subscription tiers available for purchase during the contract term.

3. Support authorized BPS users and allow BPS to control public and private viewing permissions.

4. Comply with FERPA, applicable student data privacy and cybersecurity requirements, and BPS data-protection requirements.

5. Provide delivery and commissioning support, user account configuration, training, warranty coverage, software updates, and ongoing technical support.

6. Demonstrate sufficient experience and technical capacity to provide and support the proposed solution.

7. Meet BPS requirements for secure storage, access, retention, and protection of recordings and related data.

8. Execute and comply with the required Boston Public Schools Non-Disclosure Agreement (NDA) before accessing BPS systems, recordings, credentials, confidential information, student or staff information, or other protected BPS data.

9. Ensure that applicable employees, agents, and subcontractors comply with all applicable confidentiality and non-disclosure requirements.

One-Year Contract and Funding The contract term shall be one (1) year, subject to the final executed contract dates. BPS Athletics will issue a Purchase Order authorizing the required base system and associated services. BPS Athletics may issue additional Purchase Orders during the contract term for optional features, equipment, services, upgrades, or enhanced subscription tiers identified and priced in the Contractor’s accepted quote.

Optional purchases are not guaranteed and are subject to BPS needs and available funding. THe Contractor shall not provide equipment, perform services, or incur charges unless authorized by an approved BPS Purchase Order.

2.2 YOUR QUOTE

To show that you meet the requirements to be considered responsible and responsive, please answer the questions below. Feel free to include other information that may be relevant (i.e. graphics or links to your work).

2.3 VENDOR QUALIFICATIONS AND PROJECT DELIVERY

Q1: PROJECT DELIVERY

QUESTION:

Please explain how you will deliver the supplies or services described in the Scope of Services. Suggested length: 1–2 pages.

Please include:

● Your organization's experience implementing comparable automated athletic video capture, technology, or software systems for schools, school districts, municipalities, athletic organizations, or similar customers;

● Your proposed approach to equipment delivery and coordination across the sixteen (16) designated BPS schools;

● Installation specifications and requirements, including mounting, network, and power requirements;

● Coordination with BPS or a separate installer, if applicable;

● Your process for system commissioning and testing;

● User account configuration and activation;

● Administrator, coach, and athletic coordinator training;

● Your approach to software updates, technical support, warranty services, remote diagnostics, and ongoing system support;

● A description of any optional features, equipment, services, upgrades, or enhanced subscription tiers available beyond the required base system, including the additional functionality or services provided by each.

● Your approach to protecting confidential information and complying with applicable data privacy, cybersecurity, and non-disclosure requirements;

● Your process for final system acceptance; and

● Examples of comparable projects successfully completed.

RESPONSE: Provide your response in this document or attach additional pages as needed.

RESPONSE:

2.4 REFERENCES

Provide 2 references using the template provided below, directly corresponding to the requirements for responsibility & responsiveness.

EXAMPLE REFERENCE

FIELD EXAMPLE ENTRY

Organization Smith Events

Project Manager / equivalent) Jennifer Smith

Phone Number 845-111-2222

Email (if available) jsmith@events.com

Project Description Provided and implemented automated athletic video capture systems across 12 school gymnasiums, including equipment delivery, system configuration, cloud-based video management, user training, software licensing, and ongoing technical support.

Project Start and End Dates March 2020 – May 2020

REFERENCE 1

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

REFERENCE 2

Organization

Project Manager (or equivalent)

Phone Number

Email (if available)

Project Description

Project Start and End Dates

2.5 QUOTE PRICING

One-Year Pricing Schedule

The Contractor shall provide a Total Fixed Price for the complete required base package described in Sections 1.2 and 1.3. The Total Fixed Price shall include all costs necessary to provide the required systems and services for the one-year contract term.

Deliverable: Required Base Package Quant ity

Total Fixed Price

Automated athletic video capture system and all required equipment, software licensing, cloud services, delivery, commissioning support, account configuration, training, technical support, warranty services, software updates, and other required services identified in the Scope of Services.

Optional Features and Services The Contractor shall identify and provide fixed pricing for optional features, equipment, services, upgrades, or enhanced subscription tiers available beyond the required base package. Please expand this table if needed.

Optional Feature / Service

Description Unit of Measure Fixed Unit Price

Optional Purchases are not guaranteed and will be made at the discretion of BPS Athletics based on BPS needs and available funding. Optional purchases must be authorized by an approved BPS Purchase Order

IMPORTANT PRICING REQUIREMENT:

The Total Fixed Price shall represent the complete cost of the required base package for the one-year contract term and shall include all costs associated with providing the sixteen (16) automated camera systems and required equipment and services described in the Scope of Services.

The Contractor shall separately identify and provide fixed unit pricing for all optional features, equipment, services, upgrades, or enhanced subscription tiers offered beyond the required base package.

Optional pricing will not be included in the Total Fixed Price used to determine the lowest-priced responsible and responsive Contractor.

Optional purchases are not guaranteed and may be purchased by BPS Athletics during the contract term based on BPS needs and available funding. All purchases must be authorized by an approved BPS Purchase Order prior to the Contractor providing any equipment or services.

All materials should be submitted online in the City of Boston Supplier Portal, which can be accessed at boston.gov/procurement. Select the “Supplier Portal” button. You must log into your vendor account in order to access this bidding opportunity EV00018104.

APPENDIX 1: CONTRACT TERMS AND CONDITIONS

Please review and complete the applicable terms, conditions, and required forms as part of your quote submission to ensure that you are able to meet all City requirements if awarded the contract.

All vendors are required to review, complete, and return the following documents with their quote submission. Submission of these documents is required as part of the vendor’s response to this Written Quote Contract. Any additional documentation required from the selected vendor as part of contract execution will be identified by the City.

II. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And Prevailing Wage Ordinance

III. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage Ordinance Vendor Agreement

By submitting a quote, each respondent accepts the terms and conditions listed in forms CM-10 and CM-11, which are incorporated herein by reference.

Parties may submit modification and amendment requests along with their bid. However, all responsive and responsible bids will be considered prior to any bids submitted with requests for modification or amendment. All modifications or amendments to the contract or quote details must be executed in writing and signed by an official authorized to legally bind the local jurisdiction.

https://drive.google.com/file/d/15FZuK-XR1LrFOP8-GjrwgCPIgdmjo-Sq/view?usp=sharing https://drive.google.com/file/d/17XPoR_weADlqqTYhp1hYAOsTNGyY3kKx/view?usp=sharing https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link

APPENDIX 1: CONTRACT TERMS AND CONDITIONS