REQUEST FOR PROPOSAL (RFP)

Video Surveillance Camera & Doorbell Intercom Hardware Replacement Project RFP Issuing Authority: Hastings Area School System

Location: 232 W. Grand St., Hastings, MI 49058

Submission Deadline: November 17, 2026, 1:00 PM

Contact Person: Elizabeth Macklin, Director of Technology, HASSprojects@hassk12.org

SECTION 1: PROJECT OVERVIEW & SCOPE OF WORK

1.1 Intent

Hastings Area School System is soliciting competitive, sealed proposals from qualified technology vendors and system integrators to replace existing security camera hardware and video doorbell intercom systems across district facilities.

All equipment offered must be manufactured by Avigilon (an Avigilon / Motorola Solutions platform) to integrate with the District’s surveillance infrastructure. The vendor shall provide a complete solution, including equipment, mounting hardware, licensing, installation, removal/disposal of legacy units, and cabling as needed. Cameras will not require new cabling unless it is found to be damaged.

1.2 Scope of Deliverables & Requirements

1. Camera Replacement (1-for-1):

○ Replace all legacy Axis cameras and Avigilon H3 series cameras across all district facilities, remove

○ Specific quantities, current model numbers, locations, and mounting contexts are detailed in Attachment A: System Health & Camera Inventory Detail Report (provided separately).

○ Replacements must be matching 1-for-1 equivalents with respect to lens type, field of view, focal length, and form factor (e.g., dome, bullet, multi-sensor) unless explicitly noted otherwise in Attachment A (some 4 lens multihead cameras will be substituted for 3 lens multihead cameras -noted in attachment).

○ All replacement cameras must be current Avigilon models.

2. Video Doorbell Intercom Replacements:

○ Remove and replace existing legacy Aiphone intercom units across six (6) school buildings with Avigilon Video Door Intercoms (or equivalent Avigilon IP door stations):

■ Middle School: 6 doorbell handsets across 2 distinct entrance locations.

■ High School: 2 doorbell handsets at 1 entrance location.

■ Elementary Schools (4 buildings): 1 doorbell handset per building

(4 total).

■ Total Doorbell Units: 12 intercom units across 7 entrance points. All entrance points currently wired for Aiphones.

3. Software & Licensing:

○ Include appropriate Avigilon Alta Video licenses for every newly installed camera and video doorbell unit.

○ 5 or 10 year licensing is preferred.

4. Mounting Hardware:

○ Include all necessary mounting brackets, adapter plates, junction boxes, and weather-proofing hardware required to securely mount new Avigilon hardware onto existing surfaces/junction boxes.

5. Legacy Hardware Removal & Disposal:

○ The vendor is responsible for the physical removal, disposal (or return to

District upon request) of all replaced Axis, Avigilon H3, and Aiphone hardware and 8 decommissioned Axis cameras (noted as removals, not replacements, in Attachment A).

6. Optional Cabling (Separate Line Item):

○ Existing Ethernet cabling (Cat5e/Cat6) is expected to be reused for most replacement locations.

○ Bids must include an optional unit-rate line item (e.g., per-drop cost or time-and-materials rate) for cable replacement or new cable drops in the event existing runs are damaged, degraded, or fail testing during installation.

SECTION 2: LEGAL, ETHICAL, AND REGULATORY MANDATES

2.1 Regulatory & Legal Compliance

● Vendor must comply with all federal, state, and local laws, building codes, electrical codes, and educational privacy regulations applicable to school district technology procurement.

● Vendor must maintain active business licensure and be in good standing with the state.

● Vendor shall be responsible for paying all applicable state prevailing wage rates in accordance with MCL 408.1101 et seq. The rates of wages and fringe benefits to be paid to each class of mechanics by the bidder and all of its subcontractors, shall be not less than the wage and fringe benefit rates prevailing in Barry County, Michigan. Further, the Vendor represents that it holds a state project registration and acknowledges that it cannot enter into an agreement with a subcontractor to perform Work if the subcontractor does not hold a state project registration. As required by Michigan law, construction mechanics are intended beneficiaries of the contractual prevailing wage, fringe benefit, and nondiscrimination nonretaliation requirements and that any construction mechanic aggrieved by the failure of the Vendor to pay prevailing wage may bring an action in a court of competent jurisdiction against the Vendor for damages or injunctive relief and may be awarded reinstatement or other appropriate relief, and all damages sustained, together with actual costs and attorney fees at trial and on appeal. MCL

408.1112. The Vendor is responsible for complying with applicable prevailing wage laws and indemnifies the Owner from same.

2.2 Mandatory Affidavits & Attachments

To be considered responsive, every proposal must include signed and notarized copies of the following required compliance forms:

● Familial Relationship Disclosure Affidavit: Disclosing any familial relationship between the owner or any employee of the vendor and any member of the District's Board of Education or Superintendent.

● Iran Economic Sanctions Act Compliance Affidavit: Certifying the vendor is not an "Iran-linked business." MCL 129.311.

● Required Bid Bonds / Security: A bid bond or certified check in the amount of 5% of the total bid must accompany the proposal.

● Performance and Payment Bonds: Performance and Materials Payment Bonds will be required in the amount of 100% of the contract sum from the awarded vendor prior to contract execution.

2.3 District Rights & Contracting Terms

● Right of Rejection: The District reserves the right to accept or reject any or all proposals, to waive any informalities or irregularities in the bidding process, and to award the contract in whole or in part to the vendor deemed to be in the best interest of the District.

● Negotiation: The District explicitly reserves the right to negotiate contract terms, other than pricing, with selected vendor(s) after bids are awarded prior to final agreement execution.

SECTION 3: BID PROPOSAL FORMAT & COST STRUCTURE

Bidders must submit pricing using the line-item breakdown. Base pricing should assume existing cabling is functional. Bids should include pricing per unit and specific line items for licensing and labor.

SECTION 4: INSTRUCTIONS TO BIDDERS & EVALUATION

4.1 Schedule of Events

● RFP Issuance Date: November 3, 2026

● Deadline for Vendor Questions: November 10, 2026

● RFP Submission Deadline and Public Bid Opening: November 17, 2026, 1:00 PM

● Board Approval / Award Date: On or before December 18, 2026

4.2 Submission Requirements

Proposals must be delivered in a sealed envelope marked "RFP - Surveillance Camera & Doorbell Replacement" to 232 W. Grand St., Hastings, MI 49058 prior to the deadline.

Digital submissions may be submitted to HASSprojects@hassk12.org if accompanied by signed PDFs of all required affidavits and bid security.

4.3 Proposal Evaluation & Scoring Matrix

Proposals will be evaluated by an administrative panel. Selection will not be based solely on the lowest bid; the District will award the project to the vendor offering the best overall value, technical compliance, and demonstrated capability.

Evaluation Category Criteria & Focus Areas

1. Total Cost of Ownership & Pricing

• Total base bid price for hardware, licensing, installation, and disposal.

• Transparency and competitiveness of line-item breakdown.

• Reasonableness of optional cabling rates.

2. Technical Compliance & Solution Design

• Full compliance with 1-for-1 Avigilon hardware specifications (lens types, field of view, and form factors).

• Correct inclusion of Avigilon Alta Video licenses and door intercom hardware.

3. Vendor Qualifications & Experience

• Demonstrated track record with Avigilon/Motorola Solutions deployments in K-12 school environments.

• Avigilon Partner / Certified Integrator status and technician certifications.

• Positive client references from similar school district projects.

4. Project Timeline & Deployment Strategy

• Feasibility and detailed structure of proposed project schedule.

• Ability to minimize disruption to school operations and instructional time.

• Clear plan for inventory tracking, removal, and cutover.

5. Contractual, Legal & Mandatory Compliance

• Complete inclusion of required bid bonds and signed affidavits (Familial Relationship, Iran Economic Sanctions).

• Acceptance of District contract terms, warranty provisions, and service SLAs.

4.4 Selection & Award Process

1. Initial Responsiveness Review: Proposals will be screened for mandatory requirements.

2. Scoring: The evaluation committee will review all responsive proposals according to the above.

3. Clarifications & Interviews: The District reserves the right to request clarification meetings, request equipment samples, or conduct interviews with top-scoring vendors prior to final recommendation.

4.4 Selection & Award Process