GCS_Camera_RFP_2024.3.pdf

Gladwin Community Schools 401 N. Bowery Ave Gladwin, Michigan 48624

Request for Proposal for a security camera solution in 4 buildings

Return Proposals to:

Chuck Frisbie

401 N. Bowery Ave Gladwin Mi, 48624

Must be delivered by 3:00pm Monday, April 1st, 2024

E-mail submissions NOT allowed Late submissions will not be allowed

I. INSTRUCTIONS

Gladwin Community Schools (the District) is seeking proposals from qualified vendors to assist the District in adding security camera coverage in its facilities.

Interested firms are invited to submit one original signed proposal and one digital copy (flash drive) in PDF format. The proposal shall be made in the format provided and the complete proposal, together with any and all additional materials, shall be enclosed in a sealed envelope addressed and delivered no later than April 1, 2024 (3:00 pm) to the following address:

Gladwin Community Schools Attn: Chuck Frisbie 401 N. Bowery Ave Gladwin Mi, 48624

‘Security Camera RFP’ should be stated on the envelope/package

This Request for Proposals (RFP) does not commit Gladwin Community Schools to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this RFP. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

All requirements must be addressed in your proposal. Non-responsive proposals will not be considered. All proposals, whether selected or rejected, shall become the property of the District. Firms are responsible for checking the website periodically for any updates or revisions to the RFP.

Requests for Information It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. All questions should be in the form of E-mail whenever possible. During the bidding period, Bidders may be furnished written addenda to clarify or supplement the RFP. The information included in these addenda is to be included in the bid and will become part of the contract. Before submitting a bid, each Bidder should determine that they have received all addenda issued and should indicate on the bid form each of the addenda they received. The District will not be bound by oral responses to inquiries.

Questions related to this RFP should be submitted in writing to Kevin Smalley (ksmalley@cgresd.net) or Matt Shefferly (mshefferly@cgresd.net) no later than March 21, 2024

Pre-bid walk through

A pre-bid walk-through is not required for this project. Any vendor wishing to have access to the campus for a walk through may request one by emailing Kevin Smalley or Matt Shefferly prior to March 15th, 2024. Walk-throughs will be granted the week of March 18th

II. BACKGROUND

Gladwin Community Schools is a small rural district located in northern central Michigan. The district serves approximately 1600 students from two different counties, in four main buildings. The district has not had a campus security camera implementation up until this point. It is the district's intent to be able to monitor any threats that come from inside, or outside the buildings in an effort to increase security.

III. SCOPE OF WORK

The district is seeking proposals from qualified vendors to implement and assist with the following:

For the safety and security of the staff and students at Gladwin Community Schools the district is looking for 100% percent floor coverage from a security camera system in all non-teaching common access areas (yellow), all areas where students may congregate (yellow), one camera in each building office lobby (green), and all areas around the immediate exterior perimeter of the building. A server is already installed and running Luxriot NVR software. No Programming will be required on any of the cameras if bid within the listed model scope. Alternates may require minimal programming and training from the vendor.

Vendors should include the cost of any additional patch panels that may be needed in the network rack(s) if sufficient space is not available. This may vary by building and network closet.

Cabling shall be installed in accordance with all standards and acceptable practices for an educational facility. These include but are not limited to: No cable shall be run without support from a tray or J-hook style support. Fire stop must be used in all wall penetrations.

Work may begin as soon as the award is announced and a contract is signed. ALL work must be completed by August 9th, 2024. A 10% payment discount will be applied if work is not completed by the above deadline.

Interior Camera Model:

Axis M3086-V or equivalent

Exterior Camera Model:

Axis M3268-LVE or equivalent

Cabling:

Cat 6a SMB on each run at camera end All cabling must be terminated at a patch panel in the respective network rack

IV. CONTENTS FOR PROPOSAL

A. Submittal Letter

Include the RFP’s title and submittal due date, the name, address, fax number, and telephone number of the responding firm. Include a contact person and corresponding email address. The letter shall state that the proposal shall be valid for a 90 day period and that the staff proposed is available immediately to work on this project. The person authorized by the firm to negotiate a contract with the District shall sign the cover letter.

B. Description of Firm Provide information regarding the size, location, nature of work performed, years in business and the approach that will be used in meeting the needs of the District.

C. Organizational Structure Describe your firm’s organizational structure. Supply the names of the professionals who will be responsible for this project. Please provide brief resumes for these individuals.

D. References and Description of Experience Identify similar projects that the firm has completed as outlined in the RFP.

Use this section to indicate the areas of expertise of your firm and how the firm’s expertise will enable the District to benefit from that expertise.

Include the size of at least three (3) school districts with similar demographics and student performance, along with the names of individuals familiar with your work that can be contacted by District staff.

E. Project Overview Clearly convey the consultant’s understanding of the nature of the work related to student academic performance and the general approach the consultant will use to complete the project. This section should include, but not be limited to, a discussion of the organization of the project and a summary of the proposed approach.

F. Detailed Work Plan This section of the RFP should include a full description of each step your firm would follow in completing the project. The work description should be in sufficient detail to show a clear understanding of the work and proposed approach. This section should also include a description of the format, content, and level of detail that can be expected for each deliverable. A schedule showing the important milestones should also be included.

G. Affidavits (attached)

1. Affidavit of Bidder - Familial Relationship Form

2. Affidavit of Bidder - Compliance with School Safety

3. Affidavit of Compliance - Iran Economic Sanctions Act

H. Cost Proposal Provide a full description of the expected expenditures for the work described in this RFP. The cost proposal must include all consultant fees, preparation of deliverables, travel expenses, labor, itemized list of parts, optional items, shipping costs, training costs, ect.

Costs shall be laid out so the district can easily calculate costs if the district needs to increase or decrease the number of cameras being installed based on budgetary constraints.

All bids shall be exclusive of applicable taxes. Exemption forms will be executed when necessary.

In the event of discrepancies between the unit price and extension, the unit price shall prevail.

V. Award A. Evaluation of Bid Proposals

Proposals will be evaluated based on the degree to which the proposed solution meets or exceeds the stated requirements, the perceived maintainability and supportability of the proposed solution, the acquisition cost of the proposed solution, recurring costs associated with the proposed solution, other capabilities provided by the proposed solution not addressed in this RFP, the delivery and implementation timeframe of the proposed solution, reputation of the vendor and products included in the proposed solution, and District experience with the vendor. Gladwin Community Schools reserves the right to reject any and all bids without assigning any reason therefore, be the sole judge of equivalency, and waive any bid requirement in accepting or rejecting bids.

B. Award of Contract The award of the Contract will be made to the responsive Bidder whose bid conforms, as specified in this document, and that is most advantageous to the District, price, and other factors being considered.

The District reserves the right to reject any and all bids or part thereof and waive any irregularities. No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of the Superintendent.

C. Timeline to Start Work Start time to begin the work shall be determined after Board of Education Approval. As stated above the completion deadline is August 9, 2024.

Affidavit of Bidder – Familial Relationships Form

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Gladwin Community SChools' (the “District”) RFP, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the above-mentioned District, and any member of the Boards of Education of the District or the Superintendents of the District.

List any Familial Relationships:

BIDDER: ___________________________________

By: ___________________________________

Its: ___________________________________

STATE OF ____________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________20__, by

_________________________________, Notary Public

_______________________________County, _________

My Commission Expires: _________________________

Acting in the County of: _________________________

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of _____________________ (the “Bidder”), pursuant to the compliance certification requirement provided in the Gladwin Community Schools' (the “School District”) Request for Proposal Fiber WAN, hereby certifies, represents and warrants that the Bidder (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 Bidder is awarded a Contract as a result of the aforementioned Invitation To Bid, the Bidder will not become an “Iran Linked Business” at any time during the course of performing under the Contract.

The Bidder 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 Intermediate School 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 an Invitation To Bid for three (3) years from the date the it is determined that the person has submitted the false certification.

BIDDER:

Name of Bidder

By:

Its:

Date:

STATE OF )

)ss.

COUNTY OF ____________)

This instrument was acknowledged before me on the _____ day of ____________, 2024, by __________________________.

, Notary Public

______________ County, __________

My Commission Expires:___________

Acting in the County of :___________ http:250,000.00

Affidavit of Bidder - Compliance with School Safety Initiative Legislation The undersigned, the owner or authorized officer of (the “Bidder”), certifies to

Gladwin Community Schools (the “District”), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”.1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code2 or a substantially similar law, and to immediately report to the District if that person is subsequently convicted, pled guilty or pled no contest to that crime.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ____________________

COUNTY OF__________________

This instrument was acknowledged before me on the______ day of ________________20__, by

_________________________________, Notary Public

_______________________________County, ________

My Commission Expires: _________________________

Acting in the County of: _________________________ 1The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL 28.722 2MCL.380.1535a(1). 50