HCLS security camera rfp.pdf

HALL COUNTY LIBRARY SYSTEM

REQUEST FOR PROPOSALS

Security Camera System Upgrade for Hall County Library System

(Spout Springs Branch)

For all questions about this RFP, contact via email:

Mason Patton EMAIL - mpatton@hallcountylibrary.org

Released On:

Thursday, August 14th, 2025

Due On:

Monday, September 15th, 2025 (by 2 pm)

1. Introduction A. Purpose of Procurement The HALL COUNTY LIBRARY SYSTEM (HCLS) is seeking proposals from contractors qualified and experienced in the sale and installation of security camera systems for our Security Camera System Upgrade Project.

B. Objective The objective of our Security Camera System Upgrade Project is to improve stability and usability for our staff’s use of security cameras and to remove non-NDAA-compliant cameras and systems from our building and network.

C. Proposal Certification The HALL COUNTY LIBRARY SYSTEM certifies that the use of competitive sealed bidding will be practical or advantageous to the Library System in completing the acquisition described in this RFP. Competitive sealed proposals will be submitted in response to this RFP. All proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

2. Scope of Work.

A. Background The Hall County Public Library (Spout Springs Branch) is located at 6488 Spout Springs Rd.

Flowery Branch, GA. 30542. This library currently has one (1) Hanwha DVR, four (4) Hanwha outdoor cameras, and nineteen (19) Hanwha indoor cameras, making 23 cameras in total.

Samsung Wisenet camera software is currently being used to view the cameras on staff computers. The DVR and adjoined workstation for the current camera system are located on a server rack in the building’s electrical/server room.

Current Floor Plan

B. Project Details The desired objectives for this project are as follows:

1. Remove all current cameras, DVRs, software, and any non-useful lines. 2. Install new IP cameras, DVR(s), software, and any required Cat6 lines as upgrades.

Requirements:

a. Cameras must be IP-based, have at minimum 6MP resolution, POE support, IR functionality, and motion detection.

b. All equipment and software must NOT be manufactured by any of the following companies: Huawei, ZTE, Hytera, Hanwha, and Dahua (and their subsidiaries and affiliates). For more details on manufacturing restrictions, see here:

https://www.acquisition.gov/Section-889-Policies

c. The software and equipment must not require monthly or yearly payments to enable continued use and access, unless cloud-based management is required.

d. All equipment installed must be outright owned by HCLS upon installation/payment for services, and must not be loaned or leased to HCLS.

e. At least one (1) year of vendor service/maintenance is required in the contract, with the option for continuations of the service/maintenance agreement in the future.

f. The DVR (or equivalent equipment) must have the capability for playback of recorded footage, along with live view.

g. The presence of proprietary video formats is permitted, but recorded footage must be available for download in a non-proprietary format (mp4, wav, etc.) for sharing outside of software.

h. Cameras must be set to only record when motion is detected.

i. The software for viewing and managing the cameras should be available in an application that can be directly installed on computers or be a cloud-based option.

j. On-site storage of footage and replay is required.

k. Cat6 cable or above should be used in any cable runs.

l. Camera playback must have a minimum length of 30 days.

Negotiable Preferences:

a. Having more than one method for viewing the cameras is preferred outside of the requirement of the directly installed software, such as a camera portal in the browser, or smart device apps.

3. Insurance.

Contractor is responsible for obtaining necessary insurances, licenses, and permits.

A. The Firm will maintain or carry Commercial General Liability Insurance coverage in an amount not less than $500,000 over the primary insurance.

B. The Firm will maintain Workers' Compensation Insurance for all of its employees connected to this agreement. Such insurance shall comply with all applicable state laws and shall be in an amount determined by the Georgia Workers Compensation Statutory Limits.

C. The Firm shall provide HCLS a Certificate of Insurance showing proof of insurance.

Certificates containing wording that releases the insurance company from liability for non-notification of cancellation of the insurance policy are not acceptable.

D. The Firm and/ or its insurers are responsible for payment of any liability arising out of Workers’ Compensation, unemployment, or employee benefits offered to its employees.

E. All said, insurance shall contain a provision that coverage afforded under the policies will not be canceled unless and until thirty (30) days prior written notice has been given to HCLS.

4. Onsite Inspection/Walkthrough.

Contractors shall contact Mr. Mason Patton via email: mpatton@hallcountylibrary.org or phone:

678-979-5914 for an on-site inspection/walkthrough. No proposals will be accepted without confirmation of an on-site inspection/walkthrough. This is a chance for the contractor to get a look at the space. The dates available for contractors to schedule a walkthrough are August 27th & 29th, and the times must be between the hours of 8 am - 5 pm.

5. Schedule of Events.

This Request for Proposals will be governed by the following schedule:

Dates Action

Thursday, August 14th, 2025

Release of RFP

Monday, September 1st, 2025 Deadline for written questions

(Answers to written questions will be posted on the HCLS website as they are received. Questions must be directed only to Mason Patton via email: mpatton@hallcountylibrary.org)

Monday, September 15th, 2025 Proposals due (by 2 pm)

6. Minimum Qualifications.

• Firms must have a minimum of 3 years of experience in providing related services. • Firms must provide at least 2 references.

• Firms must have no conflict-of-interest issues while under contract to HCLS for these services. • Firms must have a license to do business issued by the State of Georgia.

• Firms must have a low-voltage license issued by the Georgia Secretary of State.

7. Guidelines for RFP Evaluation.

HCLS will be evaluating and weighing the following criteria when considering the various proposals. These standards are listed in descending order of importance.

Evaluation Criteria Weight

Cost effectiveness 50%

Clear, complete, and accurate responses to RFP requirements 25%

Efficiency of the solution proposed 15%

Experience and capabilities of the contractor 10%

Total 100%

**Contractors are required to provide proof of insurance and an E-Verify affidavit. See paragraphs 3 and 15 for more information.

The Hall County Public Library Board of Trustees will be the final arbiter for determining firm compliance with these principles.

8. Submittal Information.

Submittal of proposals must be received no later than Monday, September 15, 2025, at 2 pm.

Proposals will be opened at that time.

Sealed submittals can be mailed to:

Hall County Library System Mason Patton 127 Main St. NW Gainesville, GA 30501

OR

Sealed submittals can be emailed to:

Mason Patton mpatton@hallcountylibrary.org

Any offer submitted as a result of this Request for Proposals (RFP) shall be binding on the firm for sixty (60) calendar days following the specified opening date. Any offer for which the vendor specifies a shorter acceptance period will be rejected. It is expressly understood and agreed by the bidders that the contractual obligations of HCLS to the bidders are effective only after the execution of a contract or contracts signed by all parties.

All bids from interested firms must contain the following to be considered:

a. Proof of E-Verify Compliance

b. Proof of Liability Insurance

c. Proof of Georgia Business License

d. Proof of Low Voltage License

e. The names, titles, and email addresses/phone numbers of at least 2 references

f. Brief statement of business experience/company background

g. Agreement to project criteria and all requirements found in RFP

h. Itemized list for all priced items (material and non-material) to be used in the project.

i. A proposed fee structure for the work to be performed, including costs from all anticipated subcontractors (if any).

j. A copy of any warranties indicating the duration of said warranty and manufacturer instructions.

k. Manufacturer documentation for any material items listed for use in the bid.

There is no requirement as to the order in which these items should be provided inside the bid. However, HCLS asks that bidders please submit their bid documents in one file for ease of perusal, if possible.

Multiple bids are allowed from a single firm; however, each bid must contain copies of all required documentation necessitated by the RFP and should be submitted in separate files.

All bidders are required to attend an on-site inspection/walkthrough with Mr. Mason Patton BEFORE a bid is submitted. Inspections CANNOT be completed after a bid is submitted.

Attempting to submit a bid without completing an inspection may result in disqualification from the bidding process.

9. Deadline Enforced.

Proposals delivered after the time and date set for receipt of proposals shall not be accepted.

It is the potential firm’s responsibility to ensure the timely delivery of its proposal. Weather, flight delays, carrier errors, and other acts of otherwise excusable neglect are risks allocated for firms and will not be exempted from deadline requirements. Telephone or facsimile proposals will not be accepted.

10. General Procurement.

The words “Bidder”, “Firm”, “Supplier”, “Offeror”, “Contractor”, “Proposer”, “Respondent” and “Firm” are used interchangeably throughout this proposal, and are used in place of the person, firm, or corporation submitting a proposal on the scope of services or any part thereof.

Firms are cautioned that any statements made by HCLS staff or advisors that materially change any portion of this document are NOT binding on HCLS, and shall not be relied upon unless subsequently ratified by written amendment. All changes shall be in the form of a written amendment. Oral information obtained otherwise will NOT be considered in awarding a contract.

Your proposal or bid is a public document under the Georgia Freedom of Information Act

(FOIA), except as to information that may be treated as confidential as an exception to disclosure under the FOIA. If you cannot agree to this standard, please do not submit your proposal or bid.

HCLS accepts no responsibility for any expenses incurred by the Firm in the preparation and presentation of an offer. Such expenses shall be borne exclusively by the firm.

HCLS reserves the right to reject any or all offers; to waive any informality or irregularity not affected by law; to evaluate, in its absolute discretion, the offers submitted; and to award the contract according to the offer which best serves the interest of HCLS, or to not award the contract if HCLS determines that it is not in its best interest to do so.

All submittals shall become the property of HCLS and shall not be returned to the vendor, provided that all proprietary information and/or processes of the vendor contained therein, if any, shall remain the property of the vendor.

All information qualifying as proprietary under the Georgia Freedom of Information Act, and designated as such, shall be considered confidential, and such information shall not be subject to review by outside individuals or organizations, except as may be compelled by judicial process and in accordance with applicable laws, regulations, and City policies. All proprietary information must be clearly marked as “Proprietary”.

If the Offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the Offeror/Proposer shall immediately notify HCLS of such error in writing and request modification or clarification of the document. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP, or it shall be deemed waived.

Acceptance of the work by Owner shall be based on the functionality of all fixtures. Vendor must demonstrate to Owner that all fixtures are functional. The Owner reserves the right to have a representative present during all or a portion of this process. Any and all documentation shall be submitted to the Owner.

Any manufacturer support, warranty, or refund program should be included in your proposal. Contractor shall warranty their work for a period of 1 year after completion.

This RFP is not a contract offer. Acceptance of a proposal neither commits HCLS to award a contract to any vendor, even if all requirements stated in this RFP are not met, nor limits the library’s rights to negotiate in the library’s best interests. HCLS reserves the right to contract with a vendor or vendors for reasons other than just price.

Failure to answer any questions in this RFP may subject the proposal to disqualification.

Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification.

HCLS has the right to reject any and all proposals from any bidder that is in or contemplates bankruptcy of any chapter or nature. The said bidder must notify the HCLS in writing of any existing condition or knowledge of the same.

Payment is made on thirty days net upon satisfactory completion and receipt of invoice.

11. Protection of Bidder All bidders agree to indemnify and hold harmless the HCLS and their representatives from all suits or actions of every nature and description brought against them or any of them, on account of the use of patented or copyrighted appliances, materials, products, or processes, and from all legal expenses and costs of suits regarding the same.

Bidders shall obey all Federal, State, County, and City laws or ordinances in any way pertaining to the work, and shall obtain all permits that may be necessary for its performance if required. (a) That in the hiring of employees for the performance of such contract, no bidder, sub-contractor, nor any person acting on behalf of such bidder or sub-contractor shall by reason of race, creed or color discriminate against any citizen of the United States who is qualified and able to perform the work to which the employment relates; (b) Nor shall they in any manner discriminate against or intimidate any employees hired for the performance of the work on account of race, creed or color. House Bill 87, Section 3, E-Verify Form.

All bidders shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or any part thereof to anyone without the written consent of the HCLS.

12. Award of Contract.

The Hall County Library System reserves the right to reject any or all proposals, to waive any informalities or irregularities in proposals received, to act as sole judge of the merit of each response submitted, and to select a firm based on the criteria stated. This RFP does not obligate the Hall County Library System to award a contract.

Proposals will be reviewed and a selection made at a called board meeting of the Hall County Public Library Board of Trustees, date to be determined but scheduled within thirty (30) days of the RFP submission deadline.

13. Requirements.

The successful firm shall comply with all instructions and shall perform services in a manner commensurate with the highest professional standards by qualified and experienced personnel. A current business license is required to submit a bid or proposal.

The Bidder may not substitute materials without written permission. Bidder must provide proof that materials are equal to or superior to those specified in this RFP.

The contractor awarded this RFP shall be fully responsible for the provision and support of goods and services required hereunder. Any subcontractors shall be approved in writing and in advance by HCLS; all contractors and subcontractors shall adhere to the resulting original RFP and the terms of any resulting Agreement(s). Contractors and any subcontractors and all visitors related to such contract shall conduct themselves in a professional and courteous manner at all times, as well as any other customers, contractors, or individuals with whom the contractor comes in contact as a result of this contract or in the course of providing goods or services hereunder while working or visiting the library.

If HCLS, in its sole discretion, reasonably believes that an employee, agent or subcontractor of the Contractor assigned to provide goods or services to HCLS pursuant to this Agreement has engaged in conduct inconsistent with the requirements herein, HCLS may so notify the Contractor and the Contractor shall promptly reassign said employee, agent or subcontractor so that they will no longer provide goods or services pursuant to this Agreement.

14. Requirement for Criminal Background Checks.

A. The Contractor shall warrant that they will only assign employees who have passed a criminal background check to perform work under this contract. The background checks shall demonstrate that the worker has no convictions or pending criminal charges that would render the worker unsuitable. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, theft, and drug offenses.

B. The Contractor warrants that they are supplying employees who have passed a background check(s). Contractor agrees to defend, indemnify, and hold harmless HCLS, its officers, directors, and employees for any claims, suits, or proceedings alleging a breach of this warranty.

15. E-Verify Compliance.

The Georgia E-Verify law requires contractors and all subcontractors on Georgia public contracts (contracts with a government agency) for the physical performance of services over $2,499.99 in value to enroll in E-Verify, regardless of the number of employees. A contractor or subcontractor may be exempt from this requirement if the contractor or subcontractor has no employees and does not hire or intend to hire employees for the purpose of completing any part of the public contract.

For a public contract, contractors must sign the Contractor E-Verify Affidavit, all subcontractors must sign the Subcontractor E-Verify Affidavit, and all Sub-subcontractors must sign the Sub-Subcontractor Affidavit. HCLS is required to ensure that the Contractor E-Verify Affidavit is part of the contract; however, the contractor is responsible for all subcontractor affidavits, and the subcontractors are responsible for the sub-subcontractors' Affidavits.

For contractors not familiar with Georgia’s E-Verify laws, more information can be found at https://www.verifyi9.com/state-laws/georgia-e-verify/

16. Exemption from Georgia State Sales Tax.

HCLS is exempt from Georgia State Sales Tax. Net prices as shown in the proposal shall exclude said State tax amounts. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of the HCLS. Following a contract award, an exemption certificate will be furnished by HCLS.

17. Questions.

All questions pertaining to this RFP must be submitted in writing by email to mpatton@hallcountylibrary.org. All questions must be submitted by Monday, September 1st, 2025, and will be answered and posted to https://www.hallcountylibrary.org/information/bid_opportunities.php.

Bidders are responsible for information, changes, additions, etc., posted on the library website at https://www.hallcountylibrary.org/information/bid_opportunities.php.

These answers shall then be considered a part of the specifications. No questions will be addressed via telephone.

18. Addendum and Clarifications.

HCLS, at its sole discretion, may elect to issue changes to the RFP and will issue changes in the form of a written addendum. Written addendum shall be the ONLY FORM of amendment to the Solicitation. Other written information or verbal communications, including but not limited to discussion in a Pre-Bid conference, shall not constitute a change to the requirements of the RFP. Addenda, if issued, will be posted on HCLS’s website at https://www.hallcountylibrary.org/information/bid_opportunities.php prior to the date and time of the Bid Opening.

It is the Bidder’s responsibility to ensure receipt of any addenda issued. Failure of any Bidder to receive any such addendum or interpretation shall not relieve the Bidder from any obligations under its Bid as submitted. All addenda shall become part of the Contract documents. Signed copies of any addenda must be included in the final submitted proposal.

https://www.hallcountylibrary.org/information/bid_opportunities.php

BIDDER'S CHECKLIST AND CERTIFICATION

In an effort to assist the Bidder in properly completing all documentation required, the following checklist is provided for the Bidder's convenience. The Bidder is solely responsible for verifying compliance with bid submittal requirements. Include this checklist, signed by an authorized agent of the company, as part of the Bidder’s proposal.

1. Prepared the Bid as required by the Instructions to Bidders.

2. Included form confirming the addenda (if any) were received.

3. Attached to the Bid: W-9 form and a notarized affidavit providing your E-Verify registration number.

4. Bid includes the name, address, and contact information of the Bidder.

5. Verified that the Bidder can provide Certificates of Insurance in the amounts indicated.

6. Bidder’s checklist is included and signed by an authorized agent of the Bidder.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same supplies or services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Authorized Agent Name (print) Authorized Agent Signature

Bidder/Company name

Date

Hall County Library System S.A.V.E Program Affidavit

Systematic Alien Verification for Entitlements (SAVE) Program Office of U.S. Citizenship and Immigration Service (USCIS).

Affidavit

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is contracting with Hall County Library System, has registered and is participating in a federal work authorization program* (an electronic verification of work authorization program operated by the U.S. Department of Homeland Security or any equivalent federal work authorization program operated by the U.S. Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform And Control Act of 1986 (IRCA), in accordance with the deadlines established in the referenced statute.

*The applicable federal work authorization program as of the effective date of the statute is the E-Verify Program of the Systematic Alien Verification for Entitlements (SAVE) Program Office of U.S. Citizenship and Immigration Service (USCIS). To register for the E-Verify Program visit www.uscis.gov .your bid will not be accepted without this E-Verify Number.

Company Name

By: Authorized Officer or Agent Date [Contractor Name]

Printed Name Contractor’s/Vendor’s E-Verify #

Subscribed and sworn before me on this the _____ day of _____________, 20__

Notary Public My commission expires:

http://www.uscis.gov